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Migrating to a new CRM can be a daunting task, especially if you have a large amount of data to transfer and organize. However, by following a few key steps and planning ahead, you can make the process smoother and more efficient. In this tutorial, we will provide a comprehensive guide to migrating to a new CRM, including how to map your current data structure, how to decide which information to migrate, and how to import your data into the new system.
Table of Contents:
- Mapping current data structure
- Exporting content to xlsx/csv
- Deciding which information is important to migrate
- Creating fields in the new system and preparing pipelines
- Preparing files to import
- Importing – start with organizations, then people, then deals
- Make sure all records are linked the way they’ve been in the old system
Mapping current data structure
Before you start migrating to a new CRM, it is important to understand your current data structure. This includes the types of data you have, such as people, organizations, and deals, as well as how they are related to each other. For example, you may have a person who is associated with an organization, and that organization may be associated with multiple deals. By mapping out your data structure, you can better understand how your data is organized and what needs to be migrated.
To map your current data structure, you can use a diagramming tool such as Visio or draw.io, or you can simply create a spreadsheet or table. Start by listing the different types of data you have, such as people, organizations, and deals. Then, add columns or rows to show how these data types are related to each other. For example, you may have a column for “person” that shows which organizations the person is associated with, and a column for “organization” that shows which deals the organization is associated with.
Exporting content to xlsx/csv
Once you have mapped your data structure, the next step is to export your data to a format that can be imported into the new CRM. The most common formats for exporting data are XLSX (Excel) and CSV (Comma Separated Values). These formats are supported by most CRMs, and they allow you to easily organize and manipulate your data.
To export your data, you will need to access the export feature in your current CRM. This will typically be located in the “Settings” or “Admin” section of the CRM. Once you have located the export feature, select the data types you want to export (such as people, organizations, and deals) and the format you want to use (such as XLSX or CSV). Then, follow the prompts to export the data to your computer.
Deciding which information is important to migrate
Now that you have your data exported, it’s time to decide which information is important to migrate to the new CRM. This will likely include basic contact information for people and organizations, as well as any relevant deals and sales data. It’s also important to consider any custom fields or data points that are unique to your business and need to be migrated.
Creating fields in the new system and preparing pipelines
Once you’ve determined which information is important to migrate, it’s time to create all of the necessary fields and pipelines in the new CRM. This includes setting up any custom fields, as well as creating pipelines for deals and other important data points. This will ensure that all of your data is properly organized and structured in the new system.
Prepare files to import
Before beginning the import process, it’s essential to properly prepare your files for import. This includes checking for any errors or inconsistencies in the data, as well as making sure that all of the fields in your files match the fields in the new CRM. This will ensure that the import process goes smoothly and that all of your data is accurately transferred to the new system.
Importing – start with organizations, then people, then deals
To ensure that all of the necessary relationships between people, organizations, and deals are properly established in the new CRM, it’s recommended to begin the import process by starting with organizations, then moving on to people, and finally deals. This approach will help ensure a successful and seamless migration to your new CRM.
Make sure all records are linked the way they’ve been in the old system
After the import process is complete, it’s important to verify that all of your deals, organizations, and people are linked the way they were in the old system. This includes checking for any broken links or missing data, and making any necessary adjustments to ensure that everything is properly linked and organized in the new CRM.
In conclusion, migrating to a new CRM can be a complex and time-consuming process, but with the right planning and execution, it can be a smooth and successful endeavor. By following the steps outlined in this tutorial, you can ensure that your data is properly migrated and that your new CRM is set up for success.