What tables to collect
Make a list of the files the team is currently using. Separately mark clients, orders, payments, tasks and documents. One person can appear in several tables under different names, and one order can have several payments. Don't try to put everything into one flat line: the connections should be preserved in the new model.
Save the source files as an immutable copy. Work with the prepared version and assign responsibility for the cleanup rules. If someone continues to change the old table after import, you need to define a date to stop changes and how new rows will be transferred.
How to prepare fields
- Store phone numbers and identifiers as text to avoid losing pluses and leading zeros.
- Bring dates to a single format and indicate the time zone if time is important.
- Distinguish an empty value from zero, especially in payments and debts.
- Compare deal statuses with the stages of the new funnel.
- Link managers to existing users; Assign orders from former employees separately.
Why you can’t unconditionally glue identical contacts
The matched phone number may belong to a company, a family, or several representatives. A matching name is not a sufficient sign at all. First, set the rules: exact match of several fields, connection by external identifier, or manual confirmation of a possible duplicate.
After the merger, all orders and the history of the original records should remain. If the import simply overwrites one card with another, it will be difficult to recover lost comments. It is useful to store the ID of the original string and the file it came from.
Test import
Select a small sample that includes a regular client, a duplicate, a company with multiple contacts, empty fields, and a complex order. Check the cards through the eyes of the employees. Then compare the number of customers, orders and total financial amounts within the agreed boundaries.
- The number of source rows and received records matches the import report.
- Each rejected line has a reason and a way to fix it.
- Transactions are linked to the right customer and the person in charge.
- Dates and monetary values did not change the meaning.
- Documents are only accessible to authorized users.
Launch and rollback option
Before the general transfer, agree on the moment of switching and the backup copy. The reverse transfer is not always easy: the new data in CRM may already have a different structure. Therefore, after migration, a reconciliation period is required, and the sources are saved until the result is confirmed.
If you are still choosing a platform, read comparison of ready-made and own CRM. To assess the transfer to globall.dev You need an impersonal sample table and a list of connections that are important to save.
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