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

Salesforce to Capsule Data Migration

salesforce-to-capsule

What are my options for

converting Salesforce to Capsule?

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You want to convert to Сapsule, therefore you want to consider all your possibilities (what's affordable, what will get the job done correctly, and what will get it done quickly). You've come to the correct spot, as our goal is to provide you with VALUE and aid you in making that decision. This article won't have any noise or filler, and we'll be quite direct. Discover more about Capsule to Salesforce migration here.

When you speak with a CRM vendor, they will try to convince you that using their import tools will make everything simple. It won't be simple, I'm sad to report. If you are only uploading Contacts and Accounts/Companies, I would only advise using the CRM vendor's tools. If you're moving anything else, you should think about putting together your own resources or using an alternative tool or professional services.

The CRM product's/vendor's attention is on its own internal features, NOT how it integrates with other systems. Remember that the CRM vendor wants to activate you as soon as possible, so before signing with them, make sure you have a migration resource lined up and you feel comfortable there (pricing, timeline, involvement, etc.).

Option 1

Migrating myself 

You should only take this into account if you need to migrate basic core object data, like Contacts and Accounts/Companies, to Capsule.

 

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Option 2

A wizard import tool or
an integration

There are a few products available on the market that offer direct API to API transfer functionality for moving data from Salesforce to Capsule.

Option 3

A custom migration

Therefore, this choice exemplifies "doing it the correct way." The previous options weren't necessarily wrong, but by using this method, you can concentrate on training and setting up Capsule while having the entire lift and process taken care of for you.

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

As I previously stated, you should only take this into consideration if you need to transfer fundamental core object data, including Contacts and Accounts/Companies. You will require powerful solutions that are designed for these associations and complexity when you need to transfer "Opportunities" that have many relationships or multiple pipelines. The situation worsens and is not advised after goods and line items from Salesforce are added to Capsule.

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

On the market today, a few data migration tools offer direct API to API migration functionality. Additionally, you can employ middleware or iPaaS (integration platform as a service) solutions. The iPaaS vendors will try to get you on a contract for a longer period of time, and since they are built for ongoing data syncs, they will be too complex and challenging to understand for your use case. Therefore, I would recommend the tools designed specifically for data migrations. You will be paying for a lot of functionality that you don't need.

In our opinion, you should take into account the data migration wizards available on the market that were created specifically for data migrating reasons as they will be easier to use. The primary distinction between these programs that you should be aware of is that some of them will require you to manually construct each custom field, which will take a lot of time and account for half of the migration. Others can have the custom fields created for them by the tool, saving them a ton of time and making their time much more valuable. Ensure that you check.

To guarantee that your mapping, testing, QA, and delta transfer run without a hitch, Trujay offers a data migration wizard software and even an additional option with guided support. It will make moving your Salesforce data to Capsule much simpler.

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Run as many free random samples as you'd like using Trujay's migration app. The goal is to keep experimenting with the mapping until the sample data is displaying precisely as you want it to. Don't worry about filling up your Capsule with sample data because each sample you run will overwrite the previous one. Once the mapping is to your satisfaction, you can proceed with the full migration and make a payment.

Free Sample Migration Demo Video

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

Option 3: A custom migration

Therefore, this choice exemplifies "doing it the correct way." Although the preceding ways aren't necessarily bad, doing it this way will free you up to concentrate on training and customizing Capsule, which is highly vital for you to be working on, as well as your business operations. Finding a business that specializes in data migrations and is well-versed in both Salesforce and Capsule will ensure a smooth transition and save you countless hours.

You might have a CRM implementation partner who has integrated a custom migration into their overall onboarding strategy for you. We believe that this choice is the most advantageous because trying to implement Capsule independently and not making full use of all of its features can cause your investment to be delayed. If your true business goal is growth, you must take the time to value your investment in Capsule.

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Having a project manager or CSM guide you through the entire Salesforce to Capsule integration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, 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 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 Salesforce 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 Capsule, 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 Capsule’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Salesforce to Capsule: Objects

Salesforce Objects   Capsule Objects
Accounts Organisations
Attachments Files
Calls (Tasks) Activities (Calls)
Cases Cases
Contacts People
Email Messages  Activities (Notes)
Events Activities (Events)
Meetings (Events)  Activities (Meetings)
Notes Activities (Notes)
Opportunities Opportunities
Tags  Tags 
Tasks Tasks
Users Users
Additional objects will need to be investigated for a Custom Migration
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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

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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You have options

To wrap up

You can choose a solution for you and your teams based on your timeframe, finances, bandwidth, and other factors.

Just keep in mind, if you are looking to migrate Salesforce to Capsule on your own, having some support or a resource with some experience will only help you. You are migrating data from one software architecture into another and not everything will be 1 for 1. That extra level of guidance will get Capsule up to speed faster and a lot further down the road.

Contact us here to schedule a quick call if you ever want to talk about switching from Salesforce to Capsule.

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