IMPORTANT! Prior to beginning the CRM Migration process, start by reading this article, as well as reviewing the article Understanding CRM Migration Tool Best Practices and FAQ, to help ensure a smooth migration.
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.
Our CRM Migration Tool relies on a step-by-step process for importing each of the five possible areas, allowing us to add the data in and ensure that all of the data relationships are correctly maintained.
The following User Roles have access to use the CRM migration tool:
- Administrator
Step-by-Step Guide
Use the following steps to perform a CRM migration.
Step One: On the toolbar, click Contacts, then click Import Tool.
Step Two: On the Import Contacts page, Click the CRM Migration Tool hyperlink.
Step Three: Click each of the six sections to complete the multi-step migration process.
1. Introduction
When you have read the information on the Introduction step, click the Complete Section
If this is a Salesforce migration, be sure to click the checkbox before clicking the Complete Section button.
NOTE: Please carefully read the instructions listed on the Introduction step of the Migration Tool before beginning any migration attempt.
2. Accounts
In this section you will introduce an Account CSV into SharpSpring. Make sure you have the following fields in your Accounts CSV:
- Account Name
- Account CRM ID
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
3. Contacts
The document you will upload relates to the Contacts section is currently stored in your external CRM. To properly upload these into SharpSpring, a CSV containing at least the following fields is REQUIRED:
- Account Name -OR - Account CRM ID - Accounts function as a link between contacts and opportunities. Accounts referenced in the Contacts CSV must already exist in SharpSpring or in the Accounts CSV
- Contact CRM ID
- Email Address
- First Name
- Last Name
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
Note: When syncing with Salesforce, only map the fields you want stored for each contact. Do not map every custom field within your CSV.
4. Opportunities
The opportunities step will require a CSV with the column values listed below. Account Name -OR- Account CRM ID.
- Account Name/Account CRM ID
- Amount
- Close Date: (Date Format: 2015-01-01) (Time Format: 12:12:12)
- Closed (Value can be either "1" (True) or "0" (False)
- Opportunity CRM ID
- Opportunity Name
- Owner Email Address
- Primary Contact Email Address/Contact CRM ID
- Probability
- Stage - Opportunity Deal Stage. When importing, the system will check your instance for a deal stage with the same name. If no such deal stage exists, it will be created.
- Won - Value can be either "1" (True) or "0" (False)
IMPORTANT! If you will be importing Stages for multiple Pipelines, you should create these Pipelines in SharpSpring prior to import to ensure the deal stages are added to the correct pipeline.
NOTE: Opportunities, Amount and Primary Contact Email fields must have a value and cannot be blank.
Make sure that you do not include commas in your dollar value fields, as this will make the CSV think the data ends and will cause an error on import.
In addition to mapping the fields like with the previous uploads, you will also need to choose a default owner to which Opportunities belong if, for some reason, the CSV file does not have a value listed for Owner Email Address.
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
5. Campaigns
Following Opportunity importing, Campaigns can also be introduced into SharpSpring and successfully attached to the Contacts/Opportunities to which they relate, but this process is a bit more complex and will require three separate CSV files.
The first Campaign file requires the following fields:
- Campaign CRM ID
- Campaign Name
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
The second Campaigns/Contacts file require the following fields:
- Campaign CRD ID
- Contact CRM ID
- Member First Association Date (date at which the contact became associated with the campaign)
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File,< and select your Accounts CSV.
The third Campaigns/Opportunity file require the following fields:
- Campaign CRM ID
- Opportunity CRM ID
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
IMPORTANT! While it is acceptable for a Campaign CRM ID and a Contact CRM ID to be the same across two separate columns of a CSV file, the migration WILL NOT WORK PROPERLY if the same CRM ID is repeated in a single CSV column.
6. Notes
The final step of the Migration Tool allows for migrating any notes related to your Accounts, Opportunities, and Contacts. If you add notes, an Import button will display in the bottom right of the page.
If you do not want to add Notes, in the OPTIONAL SECTION, click the Skip and Import Button.
The following are the required columns for each of the possible files you can import.
Account Notes CSV:
- Account CRM ID
- Create Date
- Note Description
- Note Title
- Owner Email Address
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
Opportunity Notes CSV:
- Create Date
- Note Description
- Note Title
- Opportunity CRM ID
- Owner Email Address
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
Contact Notes CSV:
- Contact CRM ID
- Create Date
- Note Description
- Note Title
- Owner Email Address
Within the CSV FILE UPLOAD section, select a delimiter, then click Choose a File, and select your Accounts CSV.
Final Step
After you have selected and mapped the appropriate CSV files for your migration, on the bottom right, click the Import button.
NOTE: The CRM Migration tool has strict data integrity standards that may prevent incomplete data from being imported. Please make sure to upload all available leads, contacts, accounts, opportunities, etc. Please also make sure the CSV file has all proper relationship mappings. If an opportunity or other type of record is mapped to a lead or contact that doesn’t exist in SharpSpring, the record will not be imported. Modern CRMs have data integrity standards to protect the quality and relevance of the data being brought into the system.