Best Practices, Limitations, Options, and More...
Microsoft Dynamics to HubSpot migration
What are my options for
converting Microsoft Dynamics to HubSpot?
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.
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.
A wizard import tool or
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.
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.
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.
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:
- 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.
- 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?
- 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?
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.
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.
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.
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.
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.
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!
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.
Bad or Outdated Contacts
To determine whether emails are invalid, unverified, or catch-all addresses (such as firstname.lastname@example.org or email@example.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.
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.