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Best Practices, Limitations, Options, and More...

Close to Salesforce migration

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What are my options for

converting Close to Salesforce?

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Using Salesforce in business is the right choice. This CRM will keep your team productive and make your business more successful. Of course, moving to a new CRM is never an easy process, especially if you already have a lot of information in the old one. To avoid unpleasant surprises, data migration should be carefully planned in advance.

Trujay has extensive experience in data transformation and migration to Salesforce and other CRMs. You don't have to worry about the existing database, instead you get more powerful software that allows you to perform advanced data analysis.

So, you have three migration options:

  • Migrating myself
  • A wizard import tool or an integration
  • A custom migration
To ensure that your transition is quick and painless, evaluate your options, analyze the amount of data and choose your migration path.

Option 1

Migrating myself 

Only if you need to migrate  basic core object data such as Contacts and Accounts/Companies to Salesforce, should you consider this.

 

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Option 2

A wizard import tool or
an integration

Wizard takes care of the entire data transfer routine:
  • maps employees between systems;
  • gives a clear idea of how and what data to transfer;
  • monitors the security of migration, controls data loss.

Option 3

A custom migration

So this is the option that defines “doing it the right way.”This is the most efficient way to transfer large volumes of files and data with significant activity history (such as call and email records) to Salesforce.

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Option 1: Migrating myself and using the CRM vendor’s import tool

Seriously, most often we hear that when migrating CRM, you need to draw up a clear TOR: define sections in CRM, choose integrations, come up with funnels, and draw up a CRM implementation plan. All this makes sense, but only when you are well versed in your company's business processes and know how CRM works. There are few such cases, which is why integrators have appeared: these are specialists who can transfer business processes to Salesforce.

Option 2: Migrating with a wizard import tool or an integration tool

There are a few data migration tools out there on the market that provide direct API to API migration functionality. There are also middleware or iPaaS (integration platform as a service) tools that you can use as well.

We advise you to consider the data transfer wizards on the market that are created specifically for data transfer, as they will be simpler and more understandable. With their help, you can quickly migrate from Close to Salesforce. Products, leads, deals, events and other data will be transferred from your old CRM to Salesforce without difficulty. You do not need any technical knowledge, the program will do everything for you.

Benefits of the Trujay service:
  • Intuitive interface. Open access to current and desired CRM systems. Specify the mapping and run the migration. Convenient and fast!
  • Free trial migration. The migration process is easy to test in action.
  • Trujay will transfer a limited amount of data to your new CRM. To evaluate the process of migrations and the service in operation.
  • Without additional installations and skills. Reliable data import procedure without coding skills. It does not require any software to be installed on the computer.

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Trujay’s migration app allows you to run as many free random samples as you want.  Every sample that you run will wipe the previous one, so don’t worry about filling up your Salesforce with sample data.  Once you’re happy with the mapping, then you can run the full migration and make a payment.

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

So this is the option that defines “doing it the right way.” When moving data to the cloud, it is critical to ensure that only the necessary and appropriate data is moved. To do this, an in-depth analysis is required. A custom migration helps you determine the most appropriate cloud databases with which to synchronize your current systems so as to avoid errors and issues during the migration.

Custom Data Migration: This is the most efficient way to transfer large volumes of files and/or data with significant activity history (such as call and email records). Before starting a data migration, it is necessary to make sure that all data is organized and backed up, it is also important to thoroughly test CRM before and after data migration to check the correct data structure and make sure that CRM still functions properly after data migration.  A custom migration uses cloud migration best practices to move your data between  Close and Salesforce platforms quickly and seamlessly.

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Having a project manager  through the entire Close to Salesforce migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, etc.  Better yet the project manager  can give you guidance on turning text fields into dropdown fields, so you can report more accurately on data points you collect. IT professionals can help you design and implement the best data migration strategy for your situation.

 

FAQs

Terminology

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

Which objects are moved for Salesforce?

Account, attachment, call, campaign, contact, email, lead → contact, meeting, note, opportunity, product, task, line items.

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.

Included:

  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

Can I migrate users to Salesforce?

Unfortunately, you cannot migrate users from your source CRM to the Salesforce CRM platform using API.

Therefore, please make sure that all necessary users are created in Salesforce before proceeding with your migration process. During the migration, once you map the corresponding users between your source CRM and the Salesforce CRM, all data and relations will be migrated to the corresponding users.

What are my options?

Data cleansing

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You can clean up the data yourself in the Close portal. This will require some effort and time on your side, however it will have no additional cost.

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You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Salesforce, they can write custom scripts to only migrate what you specify.

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You can clean the data post-migration and should be relatively easy with Salesforce’s segmenting tools. Create the filters or custom views and then delete!

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De-Duplicating

There are several de-duplication tools on the market to consider and all of them are low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.

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Bad or Outdated Contacts

To determine whether emails are invalid, unverified, or catch-all addresses (such as hello@trujay.com or support@trujay.com), it's ideal to use a program like Neverbounce. From there you can mark and remove those and these costs are pretty minimal as well.

What are my options?

Close to Salesforce: Objects

Close Objects   Salesforce Objects
Leads Accounts
Calls Calls (Tasks)
Contacts Contacts
Emails Email Messages
Notes Notes
Opportunities  Opportunities 
Tasks Tasks
Users Users
Additional objects will need to be investigated for a Custom Migration
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You have options

To wrap up

We talked about the main Close to Salesforce data migration options, as well as the advantages and limitations of each of them. The best one depends on the type of data you have and the internal resources available to you (specialist team, expertise, time, etc.). Depending on your timeline, budget, bandwidth, etc. you can find a solution for you and your teams. We would advise you to use custom migration to avoid errors and duplicate data.

In addition, data migration requires much more than just understanding how databases work. It is necessary to have deep knowledge about the operation of the infrastructure itself and how to transfer data so that it does not lead to a disaster. The lack of such experience leads to the fact that learning from possible mistakes in planning can cost you too much.

We would advise strongly to consider this is the way. Only data migration experts make your transition as smooth as possible and you can focus on the key parts of your business.

Trujay has helped many companies migrate from their traditional legacy systems. If you ever would like to discuss your conversion between  Close to Salesforce, please feel free to contact us here for a quick call.

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