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

Microsoft Dynamics to HubSpot migration

Microsoft-Dynamics-to-HubSpot-trujay

What are my options for

converting Microsoft Dynamics to HubSpot?

roller-skating-trujay

When you are talking to a sales rep for a new CRM solution your business is considering making the move to. They are in a position where they need to activate you as soon as possible. This means end of month/quarter discounts, discounted onboarding, and of course “very easy” import or data migration possibilities. While the discounts you should definitely take advantage of and use for better pricing leverage, the conversion from your Microsoft Dynamic into HubSpot is the piece you need to consider how it’s managed properly.

Too often have we seen customers who purchased the new solution and has tried to manage the import on their own, use the CRM vendor’s “native” tools and have ultimately just ended up with a mess, three months down the road with half of the data in and the rest left in pieces. Before you purchase HubSpot CRM solution, you need to feel comfortable with a plan, a partner, or the tools in place in order to move forward.

This article we want to go over your options migrating Microsoft Dynamics to HubSpot to consider as every business is unique. You might have resources with bandwidth, you might not. You might have resources you can trust the weight of the entire company’s data on to execute the process seamlessly and without data loss, you might not. Hopefully we can cover enough options where you will be able to lock a plan into place before you move forward with the CRM vendor of your choosing.

Option 1

Migrating myself 

If you are the manager of a small company, confident in your abilities and want to transfer a small amount of information from Microsoft Dynamics to HubSpot, you can use this option. However, not everything is as simple as it seems at first glance.

 

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Option 2

A wizard import tool or
an integration

There are a few data migration tools from Microsoft Dynamics to HubSpot out there on the market that provide direct API to API migration functionality.

 

Option 3

A custom migration

This option is an opportunity to carry out high-quality data transfer between CRM systems. Moving to HubSpot with the help of specialists will take less time, and the work of the sales team will not be disrupted.

 

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

If you do not need to transfer large amounts of information and integrations, then you may be able to do it yourself. But even in this case, without experience, there is a risk of making many mistakes. For example, during the transition process, you can create several duplicates of one deal. Solving this problem can then take longer than the data transfer itself. In addition, an independent transition can take weeks.

pro

Pro 

You can manage your own time and budget. It's free, so it's convenient.

cons

Con 

The larger and more complex the data array, the higher the risks of self-transfer. If your company has technical specialists or employees with experience moving to another CRM, you can assign the task to them.

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

This tool makes it easy to transfer your data and customize HubSpot for your needs. It is very important because  you don’t know what you don’t know.  Examples:

  1. The CRM you are coming from OR the CRM you are moving to may not actually host or store your historical email correspondence. They show you historical emails through their Gmail/Outlook integration, but they do not actually store them. This is a pretty big one as any sales rep on your team will absolutely want those emails to come over. Zoho, Copper, FreshSales, etc. are just to name a few. You actually can find out more in a CRM comparison here at www.findmycrm.com.
  1. Does the CRM you’re moving to have an object just for Contacts? Or do they host two objects “Contacts” and “Leads”. If you’re moving into this system or moving away from, how will this get handled and will it make sense after the move? Will you still be able to differentiate from the two?
  1. Does the system you’re coming from or moving to have “Tags”? Tags are ways to mark or identify Contacts or Accounts so you can segment them or group in certain ways. A CRM you’re moving to might use them or not, but do they have the same functionality to support your process?

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With Trujay, you can run any number of test migrations until you're satisfied. When you like one of the examples, you can pay and start a full migration from Microsoft Dynamics to HubSpot.

Free Sample Migration Demo Video

pro

Pro 

This is something in between the first and third options. You calculate your strength and time yourself, and the program will do everything for you. Choose only the look you like. The small cost is also an advantage.  Plus most of the Microsoft Dynamics to HubSpot migration tools are connected to  almost all of the standard objects you would want to migrate (emails, attachments, notes, products, calls, etc.)

cons

Con 

With doing it yourself, you will not have guidance.  You’re moving into a new system here and re-design, starting fresh, understanding the logic/ functionality of the new system will not be here to aid you.  Check to see if there is a level of professional services support to help you if you get stuck.

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.” Changing the CRM system should be carried out only by qualified specialists. Our employees will competently and professionally install the software complex, as well as help to understand the functionality of the system and transfer all the necessary data from Microsoft Dynamics to HubSpot.

With a custom migration, you might have a CRM implementation partner where they have fit this into their entire onboarding plan with you. The result of an ideal migration is this: sales opened the program and immediately understood what to do, the data was saved, many routine things became automatic. The employee does not remember the old system and does not look into it to check something.

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Choosing a good CRM is important, but consider how it will be implemented and configured for you. We often come across cases when a customer says: “I tried several systems, they don’t fit, they are uncomfortable and they don’t work at all.” Why does this happen? Instead of looking for an integrator who has experience implementing HubSpot, many are looking for simpler options (for example, do it yourself or a cheaper option). Although there are many out-of-the-box porting solutions, it is important to understand that they only apply to generic products without modifications. Check if this is your case. Often, data import is configured individually. For a safe transfer, it is definitely worth involving specialists, they will do it manually using the API.

 

pro

Pro 

If your data is too complex to fit in a "csv" file, if you have no experience in migrating from one CRM to another, or if your team is currently busy, don't worry! And custom migration will help you migrate your data to HubSpot for you. This will save you time and energy.

cons

Con 

Of course, this option will cost you significantly more than transferring data to HubSpot manually. To thwart this, find a data migration partner who uses their own tools to automate a lot of the migration, therefore will have lower costs, lower human effort.

FAQs

Knowledge Base

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 can I find HubSpot CRM Hub ID?

In order to proceed with your HubSpot CRM migration, you should specify you HubSpot CRM Hub ID. First of all, go to your HubSpot CRM admin panel and select the right account (if you have several):

HS_HUB_ID

After that, top right you'll see Hub ID number:

HUB_ID_NUMBER

Please copy the number and paste it into the corresponding field in the migration wizard:

HUB_ID_2

 

 

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. 

How can I create custom fields in HubSpot?

You can easily create Custom Data Fields in HubSpot using our mapping User Interface. To proceed, follow these steps:

 

  1. Go to objects mapping page by clicking Change fields mapping

CRM_change_fields_mapping

  1. On the mapping page, click Unmapped Fields, choosing Advanced Mapping Mode.

Advancied_Mapping_mode

  1. You will open a window where you can map fields that weren’t automated. On the target CRM side, click Add custom field: 

add_custom_field

  1. Choose a field type on your target CRM from the dropdown list. The custom field will appear in the list of HubSpot so you can match it.

list_field_custom_field

Please note that this option is available only for Accounts, Cases, Contacts, Opportunities.

  1. Set the desired field name and description, and  click Add custom field: 

add_cutom_field_source

 

What are my options?

Data cleansing

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The data may be cleaned up by you via the Microsoft Dynamics portal. This will require some effort and time on your side, however it will have no additional cost.

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You might request that the data be filtered by the data migration partner as it moves. They can develop custom scripts to only migrate the data you specify if you have identified the problematic data and can provide the partner with bullet points on the data you do not want to transfer to HubSpot.

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With HubSpot's segmenting tools, cleaning the data after migration should be a relatively simple process. After creating the filters or custom views, delete them!

What are my options?

Microsoft Dynamics to HubSpot: Objects

Microsoft Dynamics Objects   HubSpot Objects
Accounts ➜ Companies
Attachments ➜ Attachments
Calls ➜ Calls
Cases  ➜ Tickets
Contacts ➜ Contacts
Emails ➜ Emails
Leads ➜ Contacts
Meetings ➜ Meetings 
Annotations ➜ Notes
Opportunities ➜ Deals
Product Line Items ➜ OpportunityProducts
Products ➜ Products
Quotes ➜ Quotes
Quote Products
 ➜ Quote 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 obtain rates at a discount for you since they most likely have partnerships in place.

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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 may mark and delete those, and these expenses are also rather little.

Ryan+McConville

“Great service with even greater customer service”

“Couldn't be happier, the team over there are top-notch. Ease of use with consistent delivery of product. Time from start to implementation should be communicated on the front end to set expectations.“

Ryan McConville

- President Marketing & Advertising at Kargo

Kargo
John+Kelleher

“Trustworthy, effective and straight talking”

“Trujay are the people I call when I look at an implementation issue and think 'how on Earth could that issue be resolved.' They've completed fabulous work for us and our clients. Highly recommend.“

John Kelleher

- Chief Executive at ESM Inbound

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Alex+Gaudelet

“Great experience for a migration which use to keep me up at night”

“A migration between CRMs is a very painful process, you want to make sure that your sales teams are not going to lose critical information in the process badly affecting their results. With Trujay I planned the migration myself and they were ready to help me when I couldn't figures some parts out myself.“

Alexandre Gaudelet

- CEO at Hospitality Firm

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You have options

To wrap up

Before deciding on the right option, first analyze your situation: budget, time, amount of data, etc.

Just keep in mind, if you are looking to migrate Microsoft Dynamics to HubSpot on your own, having some support or a resource with some experience will only help you.  While searching for their optimal solution, companies cannot always independently form needs and set expectations, making a choice in favor of one or another product. Of course, the success of CRM projects depends significantly on the participation of the company itself in the project, but without an experienced partner, this path will be thorny.

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

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