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 is designed to provide a smooth transition of existing CRM and Opportunity data from 3rd-party systems into SharpSpring. Prior to beginning the CRM Migration process (located here), read through this article to learn some of the best practices for using this tool, to help ensure a smooth migration process.
The CRM Migration tool was built using Salesforce data exports as an archetype, but is written to try and accommodate as many CRMs as possible. Considering the number of CRMs and the diversity with which they store and export their data, the migration will not always be possible with the initial data export for the preexisting system.
The integrity and validation of the data exports falls on the responsibility of the customer and the preexisting system. SharpSpring Support can assist with confirming the necessary data required and how the formatting must look, but should not be expected to format the data for you. A lack of required fields will result in migration failure.
Entries that have blank values for required fields will not be imported. If these fields are tied to other CSV files this can result in failure for multiple records, or even the entire migration.
During the migration of the Contacts CSV, the system will attempt to find an account for a contact based on the account CRM ID or the name of the account. If one is not found, a new account will be created using either the name of the account or the account CRM ID, whichever was used in the Contacts CSV.
If you have included Custom Fields in your CSV column header that HAVE NOT been created in SharpSpring, the content of these fields WILL NOT import. Ensure that you create your Custom Fields in SharpSpring prior to importing a CSV containing Custom Fields, so the content has a landing destination in SharpSpring.
Pipelines and Pipeline Stages
When importing Opportunities during a CRM Migration, you can specify the Pipeline Stage for the Opportunity. Prior to importing, you should create your Pipeline and their respective Pipeline Stages in SharpSpring. This helps to make sure Opportunities are categorized and imported to both the correct Stage, and the correct Pipeline, during the import.
Related Article: Creating Custom Pipelines and Pipeline Stages
Salesforce Sync and Migration
When preparing a migration from Salesforce, we need to be careful on what method we use to export data. Salesforce provides two primary methods for export:
- Standard Export
- Export with Advanced Reporting
You should export data from Salesforce using the Standard Export. Here's why. Salesforce has a field called Salesforce CRM ID which is 18 characters long, however, when exporting data using Advanced Reporting, only 15 characters show (the last 3 are truncated). If you import data received from Advanced Reporting, the truncated CRM IDs will create duplicates, resulting in misaligned data both for Accounts and Opportunities, and possibly other records. In addition, if setting up the sync with Salesforce and SharpSpring after migrating an Advanced Reporting export, duplicate records will be created in your platform from the sync as well.
This occurs as the Salesforce CRM ID (which is the unique identifier for contacts) will differ across contacts previously imported (15 characters) and the contacts sync'd moving forward (18 characters). By exporting data from Salesforce using the Standard Export, you will reduce the risk for redundancy for multiple contacts.
For more information on Salesforce IDs, click here.
Occasionally, when users export their data from SalesForce, the alphanumeric code 000000000000000AAA will appear. If this code is migrated into SharpSpring as an account ID in the SalesForce contacts CSV, 000000000000000AAA will show for all contacts’ company names. Be aware that 000000000000000AAA is an empty key in Salesforce.
- CSV files must be UTF-8 encoded, not ASCII
- Strive for clean CSVs without extra, unnecessary columns; it’s easy to make mistakes with these extra fields cluttering the interface.
- CRM IDs are typically alphanumeric, but exclusively integers will also work.
- Have a conversation with SharpSpring Support prior to beginning the CRM Migration process, they can review your CSVs prior to import to ensure all of the necessary fields are in place.
- Make a note of the time of your import. In the event data for that specific import needs to be completely wiped out, having this timestamp will assist the Support Team in fulfilling this request in a timely manner.
How to Download your Information from Salesforce
- Head to Setup
- Data Management
- Export Data
- Export Now
*This process can take up to 48 hours to download .csvs
Q. My system does not have separate "First Name" and "Last Name" fields. I just have a "Name" field that contains their full name.
A. "First Name" and "Last Name" are required fields and must be separate. You can separate a full name column into two separate columns by using Excel's "Text to Columns" function.
Q. My system does not use a CRM ID. What do I do?
A. CRM IDs are numerical values assigned to leads, accounts, and opportunities. These are used as a unique identifier in systems such as Salesforce. If you do not have values provided by your CRM, you can simply number your leads in ascending order. For information on how to perform this function, refer to this Excel support article.
Q. I do not have a point of contact for one or more of my Opportunities.
A. This is a required field and we also require values for ALL Opportunities. Opportunities that do not have a contact to be associated with will fail to import. If you do not have an appropriate point of contact, one must be created (or provide a placeholder) prior to the import.
Q. When I have a value set to $1,000 this causes an error on import, why?
A. You cannot have commas in any dollar value field, as the CSV will recognize that as an endpoint for data. The value should be set to 1000 which will resolve the issue.
Q. I do not have separate fields for "Closed" and "Won" I have a field called “Status” that includes "Open", "Closed Won", or "Closed Lost".
A. This field needs to be separated into two separate fields, "Is Won" and "Is Closed". Both fields can have a value off "1" (True) or "0" (False). Please refer to the following table for how to format these fields: