A Step-by-step Guide to
Successful CRM Data Migrating
Developed and successfully implemented in various cases by our experts and amoCRM developers
Moving from one CRM to another sometimes might seem to be a daunting task.But there is no need to get cold feet - we have a step-by-step guide to successful CRM data migrating for you.
Migrating from one CRM to another implies various tasks: finding new software, adjusting it to your business requirements, and training your team to apply it to their daily tasks. Our experience has shown that sometimes transitioning from old CRM to a new one requires professional support and assistance because it involves not only inputting data and adjusting your sales routine but data migrating and professional consulting. We recommend considering data migration as an initial stage in your new CRM implementation process.
Data migration as an initial stage in any CRM implementation process.
There are two main scenarios when you may need to consider custom CRM data migration.

The first case of custom data migration into CRM is transferring a significant amount of file attachments. In this case, standard settings in amoCRM don't allow you to massively transfer files into the system. Our company uses third-party products that include cloud-based services like Google or Dropbox. We will locate all your files into the cloud and equivalently transfer them to each corresponding field in the system.

Transferring data with long activity history that includes call records and email messages will also require a custom CRM data migration. The implementation of data migration, in this case, depends on your old CRM. Our experts usually negotiate all specifics and requirements if any needed during the meeting before the implementation process.

Here are core steps for successful CRM data migrating:

1. Determine what data is needed to be transferred and the exporting method for this data.

In this stage, our experts learn more about your software, its type and version, the different systems may require different exporting methods, which will demand different amounts and types of data.

2. Create an amoCRM account.

The second vital stage in new CRM implementation is learning more about the software. You should become an expert in your CRM. For this reason, we recommend utilizing a free trial period when you can define your sales funnels, create digital pipelines, and arrange statuses for each stage of the sales process.

A turning point for any business is developing entities and fields for its sales process, such as "Lead," "Customer," "Contact," and "Company." You can learn more about amoCRM entities here.

It is crucial to think over what data you would like to transfer and what entities and fields you will need: a common mistake for many businesses, from our experience, is when they try to store all their data about their sales in "Contact" or "Company" fields. amoCRM differentiates these entities and allows to locate different data under one "Lead."

3. Determine the data maps for migrating, which include corresponding entities and fields in amoCRM for each of your existing data (link to the description of the main fields in amoCRM).

It may happen that some of your data entities do not correspond to the standard fields of amoCRM. In this case, our experts will help you create additional custom fields, develop custom Add-ons or integrate third-party software into your CRM system.

4. Signing NDA (A non-disclosure agreement) agreement is recommended. Please feel free to request a template of NDA agreement from us.

5. Estimate the cost and timing.

After all the steps of data migration defined we can make an accurate estimation for this process. In most cases, it's required to get access to both new and old systems for testing the technical capabilities and compatibilities of both systems for data migrating.

6. Data migration timing and its variations.

After all migrating terms determined, our developers will be ready to start extracting and importing data. Usually, it takes 1-2 business days. For data migration through the API or in other complex data connecting cases, the implementation of data migration may take 2-4 weeks.
It's crucial to think over what data you would like to enter and what entities and fields you will need in your CRM
Standard fields and entities in amoCRM:

Lead is the core field in amoCRM. It contains information about the sale, for example, the transaction budget, status in the sales funnel and any additional information depending on the specifics of the business and the sales process in your company.

The customer is an entity similar to "Lead," designed to interact with customers who have already made purchases in the company. Ideal for repeat sales and subscriptions.

Contact - an entity that contains contact information. amoCRM allows storing several contacts under one "Lead." It is also possible to attach several transactions to the contact in the sales process implies multisite agreements or contacts.

Company – an entity containing contact information about the company in the case of B2B sales. Only one company can be attached to the transaction, but one company may have an unlimited number of transactions. similarly, only one company can be linked to the contact, but you can link as many contacts as you want to the company.

Task - an entity serving to make reminders for all the above entities. It allows you to schedule follow-ups and arranges a responsible person for the task. It stores information about deadlines, notes about the task, and a responsible person.

Notes is an entity for storing additional information about Leads, Customers, Contacts or Company.

Each entity must have one responsible person, the date of creation, and the date of last modification.
For Lead, Customer, Contact, and Company entities, you can create extra fields to store all useful information and properties for them.
Text written by Victoria Sudakova
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