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

HubSpot to Salesforce migration

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What are my options for

converting HubSpot to Salesforce?

roller-skating-trujay

So you’re looking to convert to Salesforce and want to understand all of your options:

  • What is affordable?
  • What is the correct way?
  • What is the fastest?

You’ve come to the right place, because we’ll help you make that choice.

When you talk with a CRM vendor, they will make it sound easy peasy that you can just use their import tools. Unfortunately, it’s not that easy. We would only recommend using the CRM vendor’s tools if you are jus uploading Contacts and Accounts/Companies. If you’re migrating anything else, you need to consider gathering resources of your own or using another tool / professional services.

 

Option 1

Migrating myself 

Sure, you can try to transfer the data to Salesforce by yourself, but we are not sure if it will be easy for you without experience.

 

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Option 2

A wizard import tool or
an integration

Ready-made software for high-quality data transfer between CRM systems will become a real assistant for you in this matter.

Option 3

A custom migration

Experts will develop a thoughtful plan to minimize downtime risks and protect your systems and data throughout the migration process. It takes a lot of effort to get your data into Salesforce. Leave this job to the professionals.

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

You have to think data is always evolving, processes are changed daily, weekly, etc. Properties/Fields are added, deleted or merged. With this in mind and you cut your database in half, moving some data in and the other 60% behind, time starts fill in the gap. Especially when moving to a new system, starting fresh and changing the fields/data structure is most prominent. You’ve opened the door for a lot of risk and a fair amount of data loss.

To begin with, it is worth sketching out a diagram of your business processes, with all its elements and connections. You will see the big picture, the information that is entered at each of the stages and the employees involved in them. You will be able to highlight the categories of data that need to be carefully transferred to the new CRM and what can be “sent to the trash” (duplicates, irrelevant).

Always move the data as a whole database, never in pieces as the risk is too great and setting your business behind could be too much to bare.

 

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

This service moves data from one CRM to another in a couple of hours. Does not require technical knowledge. The result of this work is a quick migration of data to a new CRM. Products, leads, deals, events and other data will be transferred from your old CRM to Salesforce without difficulty. If you need to transfer information to third-party systems, you can also use the service.

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

With Trujay, access your current and desired CRM systems. Specify the field binding (mapping) and run the migration. Convenient and fast!  Trujay’s migration app allows you to run as many free random samples as you want. 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.

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There is a robust procedure for importing data without coding skills. It does not require any software to be installed on the computer.

 

Free Sample Migration Demo Video

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.”  Not that the previous options are doing it the wrong way, but this will take the entire lift and process off your plate and you can focus on training and configuring Salesforce, which is very important for you to be focusing on and your business processes.  Finding a company that specializes in data migrations, that knows HubSpot and Salesforce like the back of their hands will make for a seamless transition and save you an endless amount of hours.  

Data is so expansive and super connected to each other, data experts or a partner who specializes in doing this ALL THE TIME, are the way to go and would advise strongly to consider. Only data migration experts make your transition as smooth as possible and you can focus on the key parts of your business.

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Having a project manager or CSM guide you through the entire HubSpot to Salesforce migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automation, etc.  Better yet the project manager/CSM can give you guidance on turning text fields into dropdown fields, so you can report more accurately on the data points you collect.

 

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.

How to export Salesforce contacts in csv. file?

You can export Salesforce Contacts into CSV files in two ways:

1. Use Trujay service.

It allows you to export different modules or all the modules with saved relations between records. That means if you decide to transfer your data from CSV to another platform, it will have the same connections as it had in your Salesforce account.

2. Use the option Salesforce offers.

To extract your Salesforce contacts data, follow instructions below:

  1. Log into Salesforce account and click on ‘Setup Home’ from ‘Settings’ on the right side of your dashboard.Salesforce_setup_1

2. After that, on the middle of your page layout, you will be able to see ‘Data’ drop-down list. So, press on it and choose ‘Schedule Export’.

Salesforce_setup_23. Later, pick out the module you want to move to cvs. file. In our case, choose ‘Contact’.

salesforce_setup_34. Now, click on ‘Export Now’. When an export is ready, you will get an email containing a link that allows you to download the files.

salesforce_setup_4-1

So, you can come back to your migration wizard and upload your Salesforce contacts to complete the data transfer.

salesforce_setup_5-1

 

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. 

What options do I have to migrate Notes to Salesforce?

If you’d like to migrate Notes with HTML tags, then you need to enable Notes in Salesforce. Follow the directions here.

If Notes are disabled or not available in your Salesforce platform, then the Self-Service Tool will migrate Notes by default into Notes & Attachments object in SF.

Note: Both Notes & Attachments and Notes can still be invisible in the CRM layout even after enabling them. To add Notes to your layouts, you can click on Setup, open the Object Manager and select the Object you'll be using. Select Page Layouts from the left panel  Click on the Related Lists section and drag the Notes & Attachments Related List into the Page Layout if it is not already there.

What are my options?

Data cleansing

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You can clean up the data yourself in the HubSpot 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!

What are my options?

Hubspot to Salesforce: Objects

HubSpot Objects   Salesforce Objects
Companies Companies
Attachments Attachments
Calls Calls
Tickets Cases
Contacts Contacts
Emails Email Messages
Contacts Leads
Meetings Meetings (Events)
Notes Notes
Deals Opportunities
Line Items
Opportunity Line Items
Products Products
Tasks Tasks
Users Users

 

Additional objects will need to be investigated for a Custom Migration

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De-Duplicating

There are various de-duplication tools available that are all reasonably priced. Ask the data transfer partner if they can negotiate lower pricing for you because they most likely have partnerships in place.

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Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (hello@trujay.com or support@trujay.com). From there you can mark and remove those and these costs are pretty minimal as well.

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Conclusion

We hope you have learned more about the HubSpot to Salesforce migration.

Whether migrating storage systems, migrating data to a third-party cloud infrastructure, databases or applications, it is a multi-stage process that requires enhanced control and monitoring. A high-quality migration of a CRM system is when a user comes in the morning, opens a new program, and continues to work as before. The user should not have questions about the features of the new system, and should not constantly look into the previous CRM system to check the history of the client.

A simple export or import is indispensable here. In this way, it will be possible to load only contact data and some field values. And the work must not stop.  It is necessary to repeat all business processes, copy entities, reproduce subordination schemes. To do this, there must be a clear algorithm of actions.

So, now you know about three ways to solve this problem. So, choose the one that suits you!

If you ever would like to discuss your conversion between  HubSpot to Salesforce, please feel free to contact us here for a quick call.

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