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Using the CRM Migration Tool

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Nik Schultz
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CRM migrations require good data preparation to ensure success.

It is crucial that the data to import is in the proper format for the migration to be completed in a timely manner.

Poor formatting could lead to failed imports, conflicting data and additional efforts correcting data.

This is the responsibility of the customer and can take hours of work.

SharpSpring's CRM Migration Tool relies on a step-by-step process for importing each of the five possible areas.

This allows you to add data in and ensure that all of the data relationships are correctly maintained.

This article will detail how to use the CRM Migration Tool.		     Available with:    
  Marketing Automation ✓  
  CRM Ultimate    
  CRM PRO    
  CRM Free    
       
  Toolbar:    
NavMarketing.png    NavSales.png
       
  Users:    
  Administrators ✓  
  Company Managers    
  Marketing Managers    
  Sales Managers    
  Salespersons    
  Jr. Salespersons    
 


Article Contents


Preparing to Migrate

The CRM Migration Tool has strict data integrity standards that may prevent incomplete data from being imported. Make sure to upload all available leads, contacts, accounts, opportunities, and the like. 

Important: Read both this article and Understanding CRM Migration Tools prior to beginning the migration process to help ensure a smooth migration.

To set up the process for a CRM migration, do the following:

  1. Prepare the necessary .CSV files for migration.
  2. In SharpSpring's top toolbar, click
    Contacts > Import Tool.
  3. On the Import Contacts page, click CRM Migration Tool.
  4. Click each of the six sections to complete the multi-step migration process:

       •   Introduction
       •   Accounts
       •   Contacts
       •   Opportunities
       •   Campaigns
       •   Notes

Before uploading files to the Migration Tool, ensure the .CSV files have proper relationship mappings.

  


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Note: Click Skip Section to skip any optional sections that do not apply to your CRM migration.
 
Note: Click Reset Section to clear mappings and upload a new .CSV file to a section.
 

If an opportunity or other type of record is mapped to a lead or contact that does not exist in SharpSpring, the record will not be imported.


Migration Process: Introduction

To fulfill the requirements for the Introduction section, do the following:

  1. Carefully read the information and instructions listed. 
  2. For Salesforce migrations, click the Is this a Salesforce migration? checkbox.
  3. After reading the information and instructions, click Complete Section.

  


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Migration Process: Accounts

To fulfill the requirements for the Accounts section, do the following:

  1. Ensure your Accounts .CSV file has following fields:

       •   Account Name
       •   Account CRM ID
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Accounts .CSV file.
  5. In the field text boxes, select the appropriate fields to map to.
  6. Repeat as necessary for all applicable fields.
  7. Click Complete Section.

  


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Note: You can also click the Make Custom Field box to import the column as a custom field.


Migration Process: Contacts

To fulfill the requirements for the Contacts section, do the following:

  1. Ensure your Contacts .CSV file contains the following required fields:

       •   Account Name or Account CRM ID
       •   Contact CRM ID
       •   Email Address
       •   First Name
       •   Last Name
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Contacts .CSV file.
  5. In the How Should We Handle Duplicates? section, select the appropriate option from the drop-down menu.
  6. In the field text boxes, select the appropriate fields to map to.
  7. Repeat as necessary for all applicable fields.
  8. Click Complete Section.

Accounts referenced in the Contacts .CSV file must already exist in SharpSpring or in the Accounts .CSV file.

  


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Note: You can also click the Make Custom Field box to import the column as a custom field.
 
Note: When syncing with Salesforce, only map the fields to store for each contact. Do not map every custom field within your .CSV file.


Migration Process: Opportunities

To fulfill the requirements for the Opportunities section, do the following:

  1. Ensure your Opportunities .CSV file contains the following required fields:

       •   Account Name or Account CRM ID
       •   Amount
       •   Close Date 
       •   Closed 
       •   Opportunity CRM ID
       •   Opportunity Name
       •   Owner Email Address
       •   Primary Contact Email Address/
            Contact CRM ID 
       •   Probability 
       •   Stage 
       •   Won 
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Opportunities .CSV file.
  5. In the Default Owner section, select the appropriate lead owner from the drop-down menu.
  6. In the field text boxes, select the appropriate fields to map to.
  7. Repeat as necessary for all applicable fields.
  8. Click Complete Section.

 

Special Considerations

When importing, be aware of the following:

  • The system will check your instance for a deal stage with the same name. If no such deal stage exists, it will be created.

  • If you will be importing stages for multiple pipelines, you should create these pipelines in SharpSpring prior to import. This will ensure the deal stages are added to the correct pipeline.
  


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Note: Required fields must have a value and cannot be blank.
 
Note: The Close Date field is a DateTime field that contains both the date and time in the following formats:

   •   Date Format: 01/13/2018
   •   Time Format: 12:30:00 PM
 
Note: The Closed and Won field values can be either
1 (True) or 0 (False).
 
Note: Do not include the following:

   •   Commas (,) in dollar
        value fields

   •   Monetary symbols ($)
        for opportunity amounts

   •   Percentage characters (%)
        for probabilities

Including these will will cause an error on import.
 
Note: Click the Make Custom Field box to import the column as a custom field.

 


Migration Process: Campaigns

Following opportunity importing, campaigns can also be introduced into SharpSpring and successfully attached to the Contacts or Opportunities to which they relate. However, this process is more complex and will require three separate .CSV files. The three .CSV files are Campaigns, Campaigns and Contacts, and Campaigns and Opportunities.

To begin fulfilling the requirements for the Campaigns section, do the following:

  1. Ensure that the Campaigns .CSV file has the following required fields:

       •   Campaign CRM ID
       •   Campaign Name
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Campaigns .CSV file.
  5. In the field text boxes, select the appropriate fields to map to.
  6. Repeat as necessary for all applicable fields.
  


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Migration Process: Campaigns and Contacts

Once the Campaigns file has been chosen, do the following:

  1. Ensure that the Campaigns and Contacts .CSV file has the following required fields:

       •   Campaign CRM ID
       •   Contact CRM ID
       •   Member First Association Date
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Campaigns and Contacts .CSV file.
  5. In the field text boxes, select the appropriate fields to map to.
  6. Repeat as necessary for all applicable fields.

  


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Important: While a Campaign CRM ID and a Contact CRM ID can be the same across two separate columns of a .CSV file, the migration will not work if the same CRM ID is repeated in a single .CSV column.


Migration Process: Campaigns and Opportunities

Once the Campaigns and Campaigns and Contacts files have been chosen, do the following:

  1. Ensure that the Campaigns and Opportunities .CSV file has the following required fields:

       •   Campaign CRM ID
       •   Opportunity CRM ID
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Campaigns and Opportunities .CSV file.
  5. In the field text boxes, select the appropriate fields to map to.
  6. Repeat as necessary for all applicable fields.
  7. Click Complete Section.
   


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Migration Process: Notes

The final step of the migration process is optional. If you do not want to add notes, click Skip and Import

To begin fulfilling requirements for the Notes section, do the following:

  1. Ensure your Accounts .CSV file has following fields:

       •   Account CRM ID
       •   Create Date
       •   Note Description
       •   Owner Email Address
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Accounts .CSV file.
  5. In the Default Owner section, select the appropriate lead owner from the drop-down menu.
  6. In the field text boxes, select the appropriate fields to map to.
  7. Repeat as necessary for all applicable fields.
  


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Note: The Create Date field has the following formats:
   •   Date Format: 01/01/2018
   •   Time Format: 12:30:00 PM
 

Note: Two notes for the same opportunity or account cannot have the same date and time. This will cause a conflict and will only import the last note.


Migration Process: Notes and Opportunities

Once the Accounts Notes file has been chosen, do the following:

  1. Ensure your Opportunities .CSV file has following fields:

       •   Create Date
       •   Note Description
       •   Opportunity CRM ID
       •   Owner Email Address
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Opportunities .CSV file.
  5. In the Default Owner section, select the appropriate lead owner from the drop-down menu.
  6. In the field text boxes, select the appropriate fields to map to.
  7. Repeat as necessary for all applicable fields.
  


Click to enlarge.
Note: The Create Date field has the following formats:
   •   Date Format: 01/01/2018
   •   Time Format: 12:30:00 PM


Migration Process: Notes and Contacts

Once the Accounts Notes and Opportunities Notes files have been chosen, do the following:

  1. Ensure your Contacts .CSV file has following fields:

       •   Contact CRM ID
       •   Create Date
       •   Note Description
       •   Owner Email Address
  2. In the .CSV FILE UPLOAD section, select a delimiter.
  3. Click Choose a File.
  4. Select your Contacts .CSV file.
  5. In the Default Owner section, select the appropriate lead owner from the drop-down menu.
  6. In the field text boxes, select the appropriate fields to map to.
  7. Repeat as necessary for all applicable fields.
  8. Click Import.
   


Click to enlarge.
Note: The Create Date field has the following formats:
   •   Date Format: 01/01/2018
   •   Time Format: 12:30:00 PM
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