Services · Implementation and Migration

Move Inventory, Data and Teams into Vault Operations without Losing Control

Assess the current operating model, clean and map source data, configure workflows, run controlled test migrations, train users, reconcile results and move into live operations through a staged cutover.

This service covers onboarding into Vault-managed operations and Seller Central. Full client-owned Vault Commerce OS implementation is scoped separately under Vault Commerce OS.

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Discovery and mapping
Controlled migration
Training and hypercare
From current-state assessment to stable live operations
Discover + map + migrate + stabilise
01
Discover and Assess
Document inventory, data, locations, users, workflows, documents, integrations and risks.
→
02
Map and Configure
Define categories, attributes, identities, locations, permissions, services and operating ownership.
03
Test and Migrate
Clean source files, run dry runs, review exceptions and migrate in controlled batches.
04
Train, Cut Over and Stabilise
Train users, reconcile live records, monitor issues and complete hypercare.
A migration is complete only when data, physical inventory and operating responsibility agree.
Source truth → migrated truth → live truth
Choose the implementation depth

Use Guided Onboarding, Structured Migration or Enterprise Rollout

The implementation model should match the volume, complexity, source systems, warehouse footprint and operational change required.

↔ Swipe through the implementation models
01

Guided Onboarding

Configure a smaller or cleaner operation using structured templates, assisted setup and a limited initial migration.

  • Operating-model confirmation
  • Core client and user setup
  • Template-based inventory import
  • Short stabilisation period
02

Structured Migration

Move existing catalogue, identity, location and operational data through mapping, cleanup, dry run and staged cutover.

  • Source-data assessment
  • Field and category mapping
  • Dry run and exception review
  • Batch migration and reconciliation
03

Enterprise or Multi-Site Rollout

Implement common governance with site-specific configuration, phased launches and extended hypercare.

  • Multiple facilities or teams
  • Site and role-specific controls
  • Pilot followed by phased rollout
  • Executive reporting and change governance
Four connected implementation components

Control Discovery, Configuration, Migration and Adoption

Each component remains visible so technical progress cannot hide incomplete physical, operational or user readiness.

↔ Swipe through the implementation components
01

Discovery and Current-State Assessment

Document the current inventory, systems, files, locations, people, workflows and operating risks.

InventoryDataWorkflowsRisks

View discovery and assessment

02

Mapping and Configuration

Translate source structures into approved categories, attributes, locations, roles and service workflows.

FieldsCategoriesLocationsPermissions

View mapping and configuration

03

Migration and Validation

Clean, import, review, reconcile and approve data and physical-inventory relationships.

Dry runBatch migrationExceptionsReconcile

View migration and validation

04

Training, Cutover and Hypercare

Prepare users, move live responsibility and stabilise the operation under monitored support.

TrainingCutoverSupportHandover

View training and cutover

See implementation and migration in action

Follow the Journey from Current-State Assessment to Stable Live Operations

Start with the complete implementation architecture, then move through discovery, source profiling, mapping, configuration, dry run, batch migration, reconciliation, training, cutover and hypercare.

Slide 1 of 10

Complete implementation and migration architecture

02
Current-state assessment The screen inventories source files, systems, physical inventory, locations, users, workflows, integrations and risks.
Step 1 · Discover the current state

Document What Exists before Designing the Migration

The assessment separates confirmed facts from assumptions and identifies missing access or physical verification.

  • Source files and systems
  • Physical inventory and locations
  • Users and operating workflows
  • Dependencies and risk register
What this screen demonstrates The implementation scope should be based on verified current-state evidence.
03
Data quality and readiness The screen shows duplicates, blank required fields, invalid values, reused identifiers, unknown locations and assigned owners.
Step 2 · Profile source quality

Measure What Can Be Migrated, Corrected, Held or Excluded

Data-quality results shape the cleanup, physical verification and rollout plan.

  • Duplicate and conflicting records
  • Missing required values
  • Invalid or reused identifiers
  • Unknown ownership or location
What this screen demonstrates A recently modified file is not automatically a reliable source.
04
Mapping workspace The screen maps source columns and values to approved fields, categories, attributes, identifiers, locations and transformation rules.
Step 3 · Define migration mappings

Translate Source Structures instead of Copying Them Blindly

Each mapping explains whether a value is copied, transformed, defaulted, rejected or moved to review.

  • Field and value mapping
  • Category and attribute mapping
  • Identity and location mapping
  • Default, transform or reject rules
What this screen demonstrates Unknown categories and incompatible values should enter explicit review queues.
05
Operating configuration The screen configures clients, roles, permissions, services, ownership, evidence, approvals, stages and next-action rules.
Step 4 · Configure the destination

Prepare the Operating Model before Data Arrives

Client-level defaults and approved exceptions should be configured before live migration.

  • Clients, users and permissions
  • Services and operating ownership
  • Evidence and approval rules
  • Stage and exception controls
What this screen demonstrates Migration should not create records into an incomplete operating configuration.
06
Dry run and exceptions The screen previews created, updated, skipped and failed records with row-level validation and reviewer decisions.
Step 5 · Test before cutover

Expose Errors without Changing Live Responsibility

The dry run creates a reviewable result that can be corrected and repeated.

  • Created and updated preview
  • Skipped and failed rows
  • Validation and mapping errors
  • Reviewer approval or correction
What this screen demonstrates A dry run should be repeatable from an approved source snapshot.
07
Staged batch migration The screen shows pilot and production batches, row counts, imported records, skipped rows, errors, pause, retry and rollback state.
Step 6 · Move approved batches

Control Volume, Sequence and Recovery during Migration

Each batch retains its source, owner, status, counts and exception history.

  • Pilot and production batches
  • Imported, skipped and error counts
  • Pause, retry and rollback
  • Batch owner and timestamps
What this screen demonstrates Successful rows should not be duplicated when failed rows are corrected and retried.
08
Migration reconciliation The screen compares source totals, imported totals, sample records, physical locations, label checks and unresolved discrepancies.
Step 7 · Reconcile the result

Confirm That Data and Physical Inventory Agree

Reconciliation combines record counts with targeted physical verification.

  • Source versus imported totals
  • Record-level sample checks
  • Location and label verification
  • Discrepancy owner and sign-off
What this screen demonstrates A matching row count does not prove that categories, identities or locations are correct.
09
Training and cutover readiness The screen shows role-based training completion, access, devices, scanners, printers, final source plan and go/delay decision.
Step 8 · Prepare live responsibility

Confirm That Users, Devices and Dependencies Are Ready

Cutover should not proceed when critical access, training or operational dependencies remain unresolved.

  • Role-based training completion
  • User access and permissions
  • Devices, scanners and printers
  • Go, delay or rollback decision
What this screen demonstrates The cutover checklist records the responsible approvers and unresolved risks.
10
Hypercare and handover The screen shows live issues, severity, owner, data exceptions, user adoption, daily status, open risks and final acceptance.
Step 9 · Stabilise and hand over

Exit Implementation through Measured Operational Acceptance

Hypercare remains active until the agreed issue, adoption and reconciliation criteria are met.

  • Issue severity and owner
  • Data and workflow exceptions
  • User adoption and support
  • Final acceptance and completion report
What this screen demonstrates Open critical issues should remain visible when responsibility moves to ongoing support.
↔ Swipe through the Implementation and Migration walkthrough
01
Understand the current operation before configuring the new one

Discovery, Inventory Assessment and Migration Readiness

The discovery phase should identify what exists, where it exists, who controls it and which information can be trusted.

Files that appear complete may still contain duplicates, outdated locations, inconsistent categories, missing identifiers or inactive inventory.

Current-state inventory
Data-quality assessment
Readiness and risk register
↔ Swipe through discovery and readiness controls

Inventory and Data Sources

Identify every source that contributes to the future operating record.

  • Spreadsheets and CSV files
  • Existing catalogue and warehouse systems
  • Marketplace or website exports
  • Physical labels, registers and photographs

Operational Workflow Discovery

Document how work is actually performed—not only how it is described.

  • Receiving and item intake
  • Catalogue, photography and QR
  • Storage, movement and fulfilment
  • Returns, care and exceptions

Data Quality and Duplication

Measure the condition of the source before promising migration completeness.

  • Duplicate and conflicting records
  • Missing categories or attributes
  • Invalid, inactive or reused identifiers
  • Unknown ownership or location

Readiness and Risk Register

Record the decisions and dependencies that must be resolved before cutover.

  • Required source fixes
  • Physical verification requirement
  • Integration or access dependency
  • Owner, due date and migration effect
02
Translate source structures into the approved operating model

Field Mapping, Categories, Locations, Roles and Workflow Configuration

Source columns and labels should be mapped to approved destination fields instead of copied blindly. The same principle applies to categories, locations, users and operating stages.

Configuration should reflect client-level defaults while preserving approved per-item or per-location exceptions.

Field and value mapping
Client-level defaults
Controlled exceptions
↔ Swipe through mapping and configuration controls

Field and Value Mapping

Define how every source column and value will move into the approved destination structure.

  • Source-to-destination field map
  • Data type and allowed values
  • Default, transform or reject rule
  • Required and optional fields

Category and Attribute Mapping

Convert legacy categories into the approved searchable hierarchy and dynamic attribute sets.

  • Legacy-to-approved category map
  • Attribute translation and units
  • Variant, set and component relationships
  • Unknown-category review queue

Location and Identity Mapping

Connect existing warehouse positions and labels to the new hierarchy and custody model.

  • Warehouse and location hierarchy
  • Existing label and QR references
  • Client and container relationships
  • Relabel or physical-verification rule

Roles, Services and Workflow Rules

Configure who can perform each action and which services apply.

  • Users, teams and permissions
  • Vault, vendor or hybrid ownership
  • Required evidence and approvals
  • Stage, exception and next-action rules
03
Move data in controlled, reviewable batches

Cleanup, Dry Run, Batch Migration and Reconciliation

Migration should be repeatable and non-destructive until the approved cutover. Dry runs expose mapping errors, duplicates and missing values before live responsibility changes.

Every batch should produce counts for source rows, imported records, skipped rows, errors, duplicates and unresolved exceptions.

Non-destructive dry run
Batch-level audit
Physical and data reconciliation
↔ Swipe through migration and validation controls

Source Cleanup and Preparation

Correct the source or define explicit transformation rules before importing.

  • Duplicate and blank-row cleanup
  • Value and unit normalisation
  • Identifier and ownership correction
  • Approved source snapshot

Dry Run and Exception Review

Test the migration without changing live operational responsibility.

  • Preview created and updated records
  • Skipped and failed rows
  • Mapping and validation errors
  • Reviewer approval before migration

Staged Batch Migration

Move approved data in manageable groups rather than one uncontrolled import.

  • Pilot client, category or location
  • Batch size and sequence
  • Pause, retry and rollback controls
  • Batch owner and timestamp

Reconciliation and Sign-Off

Compare source totals, migrated totals and physical inventory before approval.

  • Source versus imported counts
  • Record-level sample verification
  • Physical location or label checks
  • Approved discrepancy and sign-off report
04
Move responsibility—not only records

User Training, Cutover, Hypercare and Handover

Users should be trained against their real roles and operating stages before live responsibility moves. General demonstrations are not a substitute for task-based readiness.

Hypercare monitors live usage, exceptions, data mismatches and performance until the agreed stabilisation criteria are met.

Role-based training
Controlled cutover
Measured hypercare exit
↔ Swipe through training, cutover and hypercare controls

Role-Based Training

Train users on the exact screens, permissions and evidence requirements they will use.

  • Admin and manager controls
  • Gate, intake, catalogue and storage
  • Fulfilment, returns and care
  • Client and vendor portal users

Cutover Readiness

Confirm that data, people, devices and operating dependencies are ready.

  • Final source freeze or delta plan
  • Devices, scanners and printers
  • User access and permissions
  • Go, delay or rollback decision

Hypercare and Issue Control

Monitor the live operation and resolve high-impact issues quickly.

  • Issue severity and owner
  • Data and workflow exceptions
  • User adoption and support
  • Daily review and status summary

Operational Handover

Close implementation only after the agreed live-operation criteria are met.

  • Open-issue and exception review
  • Training and access sign-off
  • Support and escalation model
  • Final implementation completion report
Implementation and migration workflow

Discover, Map, Configure, Test, Migrate and Stabilise

The sequence connects source data, physical inventory, operating responsibility and user readiness.

↔ Swipe through the implementation workflow
01

Discover

Document inventory, data sources, locations, workflows, users and risks.

02

Map

Define source-to-destination fields, categories, identities, locations and rules.

03

Configure

Set clients, users, permissions, services, stages, evidence and approvals.

04

Test

Run dry migrations, review exceptions and approve the live migration plan.

05

Migrate and Cut Over

Move approved batches, reconcile results and transfer live responsibility.

06

Stabilise and Hand Over

Train users, resolve live issues and exit hypercare through measured sign-off.

Migration does not mean copying every source value

Invalid, duplicate, outdated or unsupported data should be corrected, transformed, held or excluded through approved rules.

Commerce OS implementation remains a separate scope

This page covers Vault operational onboarding and Seller Central migration, not the full deployment of a client-owned Commerce OS platform.

Implementation responsibility

Keep Source Ownership, Mapping Decisions, Migration Execution and Sign-Off Explicit

The client controls source accuracy and business decisions. Vault controls the agreed configuration and migration process. Technical or facility owners approve dependent systems and operating changes.

Responsibility
Client or Seller
Vault Implementation Team
Technical or Facility Owner
Provide source data, access and current-state information
Responsible
Assess and clarify
Provide dependent-system access
Approve categories, fields, ownership and operating rules
Approve business decisions
Prepare mapping and recommendations
Review technical constraints
Clean source data and resolve exceptions
Correct client-owned facts
Validate, transform and track
Support system-specific issues
Run dry migration, batch migration and reconciliation
Review and approve results
Responsible
Support integrations and facilities
Train users and approve cutover
Ensure user participation
Deliver training and readiness review
Approve dependent readiness
Hypercare exit and final handover
Approve business acceptance
Provide completion report
Accept ongoing technical ownership
↔ Swipe through the implementation responsibility views
01

Client or Seller

  • Source facts and access Provide
  • Business decisions Approve
  • User participation Ensure
  • Business acceptance Approve
02

Vault Implementation Team

  • Assessment and mapping Responsible
  • Configuration and migration Responsible
  • Training and hypercare Responsible
  • Completion report Provide
03

Technical or Facility Owner

  • Dependent access Provide
  • Technical constraints Review
  • Device and facility readiness Approve
  • Ongoing ownership Accept
Different implementation requirements

Configure the Migration Around the Starting Point

The migration method changes according to data quality, physical-inventory certainty, source systems, site count and operating readiness.

↔ Swipe through the implementation use cases
Spreadsheet MigrationUse templates, field mapping, cleanup, dry run and row-level exception review.
Physical Inventory without Clean DataUse location-by-location assessment, photography, identity generation and controlled record creation.
Existing QR or SKU SystemMap legacy references to permanent custody, catalogue and destination identities.
Existing Warehouse StructureTranslate current locations into the approved hierarchy and verify physical placement.
Multi-Site RolloutUse pilot, site sequencing, shared governance and location-specific configuration.
Large Catalogue CleanupUse category mapping, attribute normalisation, duplicate resolution and staged approval.
Client-Managed Storage OnboardingConfigure capacity, users, permissions, optional visibility and boundary handovers.
Operational ChangeoverUse role training, device checks, live cutover controls and extended hypercare.
Implementation and Migration FAQs

Common Questions Before Migration Begins

The final scope depends on source quality, inventory volume, physical certainty, location complexity, integrations, user readiness and rollout risk.

Request an Implementation Assessment

Can existing spreadsheets be imported?

Yes, after the columns, values, duplicates, identifiers and required fields are assessed and mapped. The source should not be imported blindly.

Can existing QR codes or SKUs be retained?

Potentially. Existing references can be mapped to the approved custody, catalogue and destination model if they are unique, reliable and operationally suitable.

What happens when source data conflicts with physical inventory?

The discrepancy moves to controlled review. The system record should not be treated as correct merely because it exists in a file.

Is a dry run required?

A dry run is strongly recommended for any meaningful migration because it exposes mapping, validation and duplication issues before live cutover.

Can migration happen in batches?

Yes. A pilot and staged batches reduce risk and allow corrections before the remaining inventory or sites are migrated.

Can a failed batch be retried?

Yes. The migration process should retain batch identity, errors, imported records and retry status so failed rows can be corrected without duplicating successful records.

How are migrated records verified?

Verification can include source-versus-import counts, record samples, category and field checks, location scans, label checks and physical reconciliation.

Will users receive training?

Yes. Training should be role-based and use the real workflows each user will perform, including required evidence, exceptions and approvals.

What is hypercare?

Hypercare is the monitored period immediately after cutover when live issues, exceptions, user adoption and data discrepancies receive enhanced review and support.

Does this include full Vault Commerce OS implementation?

No. This page covers onboarding into Vault operations and Seller Central. A full client-owned Vault Commerce OS deployment is scoped separately.

Begin with the current inventory, data and operating reality

Tell Us What Exists Today and What Must Be Stable after Cutover

We will map source data, physical inventory, locations, identities, roles, workflows, migration batches, training, reconciliation and hypercare requirements.

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