Data Mapping: 7 Points to Succeed with CRM Migration

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Data Mapping: 7 Points to Succeed with CRM Migration

As the organizations evolve and change their objectives, so they experience the need for scalable CRM platform. A lot of work goes into crafting the perfect solution, yet if the results are far from expected, it’s time to move on and retool your brand.

The good news: there is a number of CRM platforms to fulfill your requirements. And also, the bad news: the migration process may be cumbersome, and data mapping is a vital part you should take care of.

CRM Initiative First

Nobody likes changes, and growth-oriented businesses are in that club, too. The switch CRM means far more than a mere data transfer. Falling into the strategic needs of the modern company, you should plan your CRM initiative including such must-have aspects:

  • Drawing up a list of features and tools to run everyday tasks efficiently;

  • Comparing several CRM vendors to ensure the most appropriate choice;

  • Selecting required data and mapping it into the fields of future CRM;

  • Collecting the reserve copies of company records to prevent any damages or losses;

  • Choosing a CRM migration service or tool to get your data to a new destination;

  • Customization and setting up of CRM platform after the migration.

Definitely, the checklist can be expanded; thus these are the major steps to take. Today we are going to focus more on the data mapping. Contrary to the common portrayal of tedious work of columns and rows preparing, the process will be viewed from another perspective. With Trujay, you can map your record fields between current and future CRMs (but in the scope that is allowed by the required modules of both platforms).

7 Data Mapping Challenges & Solutions

Getting records to the right fields from one CRM to another seems to be the least of business concerns. However, when you come to that step in the migration process, the reality stick smacks and reminds you there’s still a lot of work to get done.

To exclude the shared questions and issues you may face during the data mapping here is a cheat sheet drawn up to facilitate this procedure.

#1 What data entities will be required in any CRMs during the migration?

A: The required (standard) fields are defined the CRM platform itself and setting done by you (CRM user). More information about the required fields you can find in the user dashboard of your CRM.

#2 How to map phone numbers or emails if the current CRM doesn’t support such feature?

A: You should create the fields with the corresponding type on your future CRM platform. If the records are valid, they will be transferred.

In case your future CRM has custom fields with email or phone number types, during the migration data will be validated respectfully. If you are going to records invalid data, there are two scenarios:

  • the module won’t be transferred, or

  • the module will be transferred, but the field will be empty.

#3 How to map phone numbers or emails if the destination CRM doesn’t support such feature?

A: Create custom fields at the destination CRM and migrate additional emails or phone number into these fields.

#4 The destination CRM doesn’t support numeric fields. How to map these entities? What kind of customization on current CRM is required?

A: In this case, you need to create custom fields with the string type and migrate records to them. Thus, during the switch may appear bad requests - what means that records weren’t extracted and imported. Currently, Trujay sends to the destination CRM data received from the existing CRM, so the success of the migration depends on the CRM platforms.

#5 If the target CRM supports fewer options to connect the entity, to which record it is advised to connect the entity? Does it require some specific type of mapping?

A: This situation is typical for email migration. If you migrate emails into emails, most of CRM solutions will send these letters again. That’s why in service packages offered a custom switch of emails to notes or tasks depending on the destination CRM type. This note/task can have only one relation, in most cases, it is attached to the receiver. Also, this record can be related to the accounts that were in the copy of the emails.

#6 There are data that can’t be migrated automatedly - reports, target lists, attachments, activities, addresses, etc. Can these fields be mapped into other fields? If - yes, what fields can suit it? If - no, how these records can be migrated in general?

A: Reports and targeted lists, as a rule, the results of some calculations done by a CRM. These data won’t migrate.

If the attachment module supported by both existing and destination CRMs, these records can be mapped and migrated automatedly.

Activities are a bit tricky module as it may include task, event, meeting, call, mobile call, emails, etc. If your current and future CRMs supports all the records types of the activities, then all the data can be mapped and migrated. In case your destination CRM doesn’t support the whole range of activities types of your existing CRM, your data mapping and switch require customizations and some of the unsupported activities may be migrated into tasks or notes.

Usually, addresses are several fields connected into a single unit that represents a part of some specific module, for instance: accounts, contacts. If your client has one or two addresses, they will be mapped and migrated automatedly. But if the number of addresses is three or higher, than you need customization of the data transfer and mapping of these addresses to the custom fields on your destination CRM.

#7 How to check the fields in both CRMs to avoid mismatching in size (for example amount of character allowed, etc.)?

A: This situation has a quite simple solution: if we are talking about the default field, you can check the documentation of destination CRM and find out the exact number of characters. On the other hand, if we deal with the custom fields, some CRM platforms (i.e. Salesforce) offer you to define the number of characters per field.

In case none of the above options don’t suit you, these fields can be migrated into a description field or the custom field in Trujay support packages.

Reaching out a Bottom Line

Preparing data for the migration process requires time, efforts, and understanding of the information you have. That’s said, there is a plenty of ways to clean up and set up new record management rules; thus, data mapping process is far more complicated. Our migration service provides you with the option of mapping your data right away during the setting up CRM switch, so you can see how this works even in the Demo Migration. Just give it a try and your CRM migration can be easy, accurate, and fast.

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