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

Salesforse to HubSpot Data Migration

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What are my options for

converting Salesforce to HubSpot?

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So you’re looking to convert to HubSpot and want to look at all your options (what’s cheap, what will get it done the right way, what will get it done faster).  You’ve come to the right place, because what we want to do here is give you VALUE and help you in making that choice.  We are also going to be very direct in this article, without the noise and fluff. Learn more about Migrating from Salesforce to HubSpot here.

When you’re talking with a CRM vendor, they are going to make it sound  easy peasy and you can use their import tools.  I’m sorry to say, but it will not be easy.  I would only recommend using the CRM vendor’s tools IF you are just 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.  

The CRM vendor/product is focused on their own internal features and NOT how it connects with other systems.  Keep in mind, the CRM vendor is trying to activate you as quickly as possible, so make sure you have a migration resource lined up and you feel comfortable there (pricing, timeline, involvement, etc) prior to signing with them.

Option 1

Migrating myself 

Only if you need to migrate basic core object data such as Contacts and Accounts/Companies to HubSpot, should you consider this.

 

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Option 2

A wizard import tool or
an integration

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

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 HubSpot.

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

Like I mentioned before, only if you need to migrate basic core object data such as Contacts and Accounts/Companies, should you consider this.  When you need to migrate “Opportunities” that has multiple relationships or multiple pipelines, you will need robust tools that are built for these associations and complexities.  Once you add products and line items from Salesforce to HubSpot, then the situation gets even gets deeper and wouldn’t recommend.

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

There are a few data migration tools out there on the market that provide direct API to API migration functionality.  There are also middleware or iPaaS (integration platform as a service) tools that you can use as well.  I would recommend the tools built for data migrations specifically as 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 overly complex and difficult to understand for your use case.  There will be a lot of functionality you don’t need, but will be paying for.

The data migration wizards on the market built just for data migration purposes are what you should consider in our opinion, as they will be simpler and more straightforward.  The main differentiator with these tools you need to look out for, are some will require you to create all the custom fields one by one, which is half the migration and a lot of work/hours.  Others, the tool is robust enough to create the custom fields for your, saving you a tremendous amount of time and a lot more valuable. Make sure to check..

Trujay has a data migration wizard app and even an additional option with guided support to ensure your mapping, testing, QA, delta migration goes smoothly. With it, your Salesforce to HubSpot data migration will become much easier.

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Trujay’s migration app allows you to run as many free random samples as you want.  The idea is to keep playing with the mapping until you have the sample data showing up exactly how you want it.  Every sample that you run will wipe the previous one, so don’t worry about filling up your HubSpot with sample data.  Once you’re happy with the mapping, then you can run the full migration and make a payment.

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 HubSpot, which is very important for you to be focusing on and your business processes.  Finding a company that specializes in data migrations, they know Salesforce and HubSpot like the back of their hands will make for a seamless transition and save you an endless amount of hours.  

With a custom migration, you might have a CRM implementation partner where they have fit this into their entire onboarding plan with you.  This option is the most valuable in our opinion, because trying to adopt HubSpot on your own and not optimizing all of its features can slow down the investment you are making.  Time to value with your investment in HubSpot is key if your true ambition with your business is growth.

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Having a project manager or CSM guide you through the entire Salesforce to HubSpot migration 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.

How can I change my deals Currency / Code for HubSpot migration?

To match currencies for customers that use multicurrency for deals in source CRM and migrate them correctly.

If you have an issue with currency during your mapping stage, this article is for you.

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On HubSpot settings, there is a title called Account Defaults, there should be a Currency part, please make sure that you have all of the required currencies to be there.

 

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After that, please refresh the fields (if you made any changes to the mapping that you`d like to preserve, please save them before refreshing) and check for currencies again. As a result of this action, you should be able to match currency values between source and target CRM.

 

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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 role and access level should I have to accomplish HubSpot migration?

To start your migration from HubSpot, please make sure you have an admin role and full access to your HubSpot database. Otherwise, the estimation of the records in the CRM and the migration itself might be incomplete.


So, to grant access level as “admin”, the user with “admin” permissions should do the following:

    • Go to Settings > Users & Teams



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    • Select the needed user (those that needs admin role)



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    • Turn on the permissions (1) and press “Save” button (2)



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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 HubSpot, 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 HubSpot’s segmenting tools. Create the filters or custom views and then delete!

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De-Duplicating

There are several de-duplication tools on the market to consider and all of them l 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 have options. Depending on your timeline, budget, bandwidth, etc. you can find a solution for you and your teams.

Just keep in mind, if you are looking to migrate Salesforce to HubSpot 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 HubSpot up to speed faster and a lot further down the road.

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

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