Data import is one of the critical process while switching to a new CRM. Thus, it is all the more necessary to follow best practices to import data to minimise delays and loss of information.
Below are a few best practices to keep in mind while you migrate data -
1. Understand the differences in structure of source CRM and Freshsales - All CRMs have a different structure of storing your data. Thus, an understanding of the differences helps in deciding which data has to be imported in which entity. For eg - your source CRM does not have Lead management but in Freshsales you want to divide your contacts to leads and contacts. It is extremely helpful to map the entities of your old CRM with the new CRM according to your business model.
2. Create Migration Plan - It is important to create a plan for data migration. This helps you avoid unexpected issues and tackle it way better without losing any business for even a day.
Prepare your Freshsales account before import:
a) Evaluate the errors and fix the data: Understand the errors and decide if you want to remove those records or want to fix them. You can choose to fix by choosing a default solution for all failed records or can fix the records one by one. For eg - Deal value is not present in your deals data and Freshsales mandates a Deal value. You can fix the data by populating a default zero value to all errored records.
b) Run Final Migration: After you have fixed the errors, clean your account by deleting all records. Rerun the migration with full data set. It is always advisable to keep a buffer time after final migration. There might be some unforeseen errors. Customizations should be done before data migration. These customizations include:
→ Creating users
→ Creating Custom fields
→ Setup territory assignment rules so that the rules can run on the data to be migrated.
c) Decide what tools to use: Freshsales provides you with a number of features to import your data into your account. You can either use CSV import or any of the CRM migration depending on your previous CRM. Another deciding factor is the complexity of the data import. If your previous CRM had minimal customizations ( custom fields), then it is advisable to use CRM Migration. Else if you have a complex source system or you want to cleanse the data before migration, then it is advisable to use CSV Import.
d) Create a Base Template: Create a base template with all the standard and custom fields which can be used in future for all data imports. This helps in maintaining data integrity.
e) Cleanse your data: Switching from your old CRM to Freshsales provides you an opportunity to fix your data before migration and remove the junk data from getting migrated into Freshsales.
e) Run Test Migration: Once your Freshsales account is ready, run a test migration with a sample data. Never run the final migration without testing with sample data. This is necessary to understand if there are any errors and fix the data accordingly. It always helps to schedule a call with our Presales team to help you walk through the data and errors.
3. Test your data: There are two types of tests to be done to properly check the data.
a) Check for the count of records - The number of records in your source file should be equal to the records in your Freshsales account. Pull out report on each entity to check the record count.
b) Compare data between source and Freshsales - Pick a sample data set and compare the data between your source and Freshsales field by field to check if any information is missing.
4. Consult our Sales or Presales team for any issues: Our Sales and Presales teams are well equipped and trained to help you with any data migration issues. Get in touch with our Presales team or raise a ticket to support to help you with a smooth data migration.