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

Insightly to Close migration

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What are my options for

converting Insightly to Close?

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In the age of information technology, you either follow trends or graze the back among competitors.
The goal of implementing the new CRM system is to improve relationships with customers by better understanding their needs and providing better service. In turn, this should lead to increased sales and higher levels of customer satisfaction.
So you're looking to convert to Close and want to understand all of your options:

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

This is a time-consuming process but a must if you want to grow. It can be simplified by choosing the right system, carefully setting up business processes, and actually migrating to Close. But, all the difficulties of data transfer pay off - you can be sure that the opportunities that a CRM system will give you are much more than the time and effort spent on installing and using it.

Option 1

Migrating myself 

This is the first option, but it is the most difficult. Sure, you can try to transfer the data to Close 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

Today, there are many servers that make it possible to carry out high-quality data transfer between CRM systems.

Option 3

A custom migration

The third option is to involve an expert in the work, who will provide a guarantee for quality performance of the work, draw up a detailed migration plan, and select an economically advantageous licensing option for your request.

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

We can hardly ever recommend using the CRM vendor’s import tools because they are always limited and you will only be able to move in some of the data (Contacts, Accounts only for example).  When you move in some of the data and time starts to fill the gap from the data you left behind and trying to find a solution to get the rest in, you have opened up the door to risk.

We hope you understand that the world does not stand still and technologies, data and processes are constantly evolving. Therefore, it is obvious that Properties/Fields are added, deleted or merged. This is especially noticeable when switching to a new CRM, when you try to change the field/data structure on your own. This can be a big risk for significant data loss. Therefore, do it only when you are really confident in your abilities.

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

Today, there are many high-quality services that will make this work easier for you. Products, leads, deals, events and other data will be transferred from your old CRM to Close without any problems. Such programs transfer data from one system to another in a matter of hours. It's convenient because the process doesn't require technical knowledge, you don't have to worry about data loss like with a self-migration, and it's cheaper than a customized migration with a specialist. So, this is the golden mean.

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

Option 3: A custom migration

In our opinion, this is the most comfortable and reliable option. Using this path, you can spend time learning and configuring Close right away, rather than worrying about the migration process. This will definitely save you time, nerves, and ensure a smooth transition from Insightly to Close.

Only specialists who deal with data transfer CONSTANTLY can guarantee you a 100% result! Only data transfer experts can make your transition as seamless as possible while allowing you to concentrate on the essential elements of your company.

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Having a project manager or CSM guide you through the entire Insightly to Close 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.

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 are my options?

Data cleansing

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You can clean up the data yourself in the Insightly 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 Close, 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 Close’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Insightly to Close: Objects

Insightly Objects   Close Objects
Contacts  Contacts 
Emails  Emails 
Notes Notes
Opportunities Opportunities
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 answered all your questions about Insightly to Close migration.

In general, regardless of which CRM system you plan to migrate from, how large your database, applications and connections are, this is an extremely difficult and multi-step process. A good result is when you can freely use the new CRM and you have no desire to use the old one.

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, we told you about the pros and cons of each option, now it's up to you to decide. If you ever would like to discuss your conversion between Insightly to Close, please feel free to contact us here for a quick call.

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