CRM Data Migration: How to Map Objects and Related Fields

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CRM Data Migration: How to Map Objects and Related Fields
by Gabriela Theard

 

Stop! Before you go any further, let’s just make one thing clear: we can do the entire mapping portion of the Self-Service Migration for you. 

 

 

In fact, we can do the ENTIRE Self-Service Migration for you from start to finish. So, before you read a full article on how to map objects and fields, think about whether or not you want to spend time doing so. If you do, please keep reading. If not, use our Guided Service to keep your hands clean and let us do the dirty work for you. Download our free Guided Self-Service Migration Handbook to learn what to expect. 

 

 

If you’re still reading this, we’re excited to help you understand the mapping process for your CRM data migration. You’ve probably visited our Self-Service tool to perform a migration on your own, so let’s clear the air on the mapping process. 

 

 

object fields mapping trujay self service

 

 

Fields Mapping and the Self-Service Tool 

 

Our Self-Service tool serves any level of technical knowledge. It’s an easy way to get data migrated from point A to B. No complexities, no customization, just a simple method of transferring data at a fair price and with a quick turnaround. 

 

The process of using the Self-Service tool is easy and automated. The mapping process is typically where people get stuck, either because they don’t know how to match their objects and related fields, or they’re intimidated by the migration process. 

 

Luckily, automation is included in the mapping portion. Our system will map your fields by linking the fields based on the closest name match. However, if the auto-mapping isn’t sufficient, you’ll have to remap them on your own. We’re here to teach you how. 

 

 

 

 

Types of Mapping Modes

 

There are two modes of mapping: Simple and Advanced

 

 

Simple Mapping Mode

 

This mode lets you choose which fields you want to migrate, but mostly functions to let you skip it and let the system generate field mapping for you. The Simple Mapping Mode takes you directly to the free sample migration portion.

 

Advanced Mapping Mode

 

This mode has a range of features and functionalities to let you map your fields. It’s highly customizable, which is important for any unique business. 

 

 

Simple Mapping Mode

 

Simple Mapping Mode fits best when you don’t have a lot of data to move or your project requirements are less than complex. This mode has a range of attributes that are common in mapping for both modes, so let’s jump into them one at a time. 

 

 

 

 

Field Types

 

(We include this in the interface to allow you to make informed decisions about the mappings. For example, you probably don’t want to map a String field to a Date field, as these would likely be incompatible.)

 

 

  • String: Text field/drop-down field (there are restricted and unrestricted drop-down fields inside CRM)

 

  • Number: A field with an integer value

 

  • Decimal: A field with a formatted number 

 

  • Date: A field with a date value

 

  • Datetime: A field with the date and time value

 

  • Time: A field with a time value

 

  • Native: default/standard fields in the CRM 

 

  • Custom: Fields that were added by CRM users

 

 

 

Filters

 

On the left corner of the mapping page, you will see the drop-down menu with different types of filters. For both modes, you can filter records according to these filter types:

 

  • Mapped: The source CRM fields that were successfully mapped

 

  • Unmapped: The source CRM fields that are still unmapped

 

  • Custom: All custom fields that were added by CRM members

 

  • Native: All native fields that existed in source CRM from scratch

 

 

To remove the filters and show all of the fields, simply click the little ‘x’ next to each file in the toolbar. Read more about how to use filters here.

 

 

 

 

Drop-Down fields

 

Drop-down field mapping allows you to map dropdown fields between the source and target CRM. You will have to match the dropdown values/ picklist options in order to populate dropdowns in the target CRM with the correct values. If there is no matching value in the target CRM dropdown field, you can create one or select the most appropriate existing one.

 

 

 

Drop-down field values are usually mapped by our system automatically, based on the best name match. You can also make any changes manually by picking up a corresponding value from the picklist, or just click ‘Map dropdowns automatically’ if you want our tool to do the matching for you based on the closest name match. 

 

 

Advanced Mapping Mode

 

This mode allows you to:

 

  • Find out the types of fields in your source and target CRMs that correspond

 

  • Check if the field is native or custom by hovering over the ‘i’ icon (also available in Simple Mode)

 

  • Check field visibility in CRM UI, meaning see if the field is displayed to the users in the source and/or target CRM

 

  • Check the field usage in your source CRM

 

  • Match dropdown fields values (you can do this with Simple Mode as well)

 

  • Perform advanced mapping for complex fields (similar fields of the same type, like work phone, home phone, mobile phone, etc.)

 

 

Complex Fields

 

In the mapping platform, a complex field is defined as a block containing a mapping of multiple fields with a similar context. As an example, the “phone number” complex field may include multiple fields such as home phone number, work phone number, and mobile phone number, each one mapped to one or several phone number fields. 

 

Sometimes, the source and target CRMs function differently. The field in the source CRM may have multiple values, while the target CRM field can have only one value.

 

The purpose of complex fields is to let you map similar fields in the most efficient way. That way, you don’t have to add as many corresponding fields in the target CRM. 

 

To map complex fields in the object mapping stage, you have to match the fields inside of each complex field. See how a matched complex field appears on the mapping page within our tool, along with each field type here

 

 

Field Usage

 

Field usage shows the number and percentage of usage of each field within the CRMs. This allows you to make informed decisions as to which fields to map across so that you don’t map fields that aren’t used.

 

This is also useful when matching fields inside of a complex field. In CRMs where the field can contain multiple values, there is often a situation where you may not know whether the field was used widely or not. Based on this, you could make a better decision on how to match fields in order to capture the most data. Here’s an example of how to map fields inside of ‘Phone’ complex field:

 

 

In this example, Office phone can have up to 7 fields, and you can see how widely these fields are used. Office phone 1 is used in 90% of records, office phone 2 is used in 9% of records, and so on. This will help you make the decision to map the Office phone twice or create a new order to get its data captured as much as possible:

 

 

To find a specific field quickly, use the search bar under record names. You can reset mapping to have your data fields auto mapped using the most common logic. Remember to save mapping to save your changes and proceed with the next steps. 

 

 

 

Custom Fields

 

For some CRMs, you can easily create custom data fields using our mapping system. (Yes, you can create your own!) 

 

 

Steps to Create your Own Custom Fields

 

1. On the Advanced Mapping Mode page, click Unmapped Fields.

 

 

 

2. A window will open where you can map fields that weren’t automated. On the target CRM side, click Add Custom Field.

 

 

3. Choose a field type for your target CRM from the dropdown list. The custom field will appear in the list on the right-hand side so you can match it.

**Please note that this option is available only for Accounts, Contacts, Opportunities, and Cases.**

 

 

 

4. Set the desired field name and description and click Add Custom Field.

 

 

 

 

Mapped Out

 

 

Mapping is a crucial part of CRM data migration. At its core, it is the very foundation of the import and transfer of data. A map takes objects and fields where they need to go. A proper road for each field is paramount to find its corresponding location. 

 

 

If you find that the mapping process isn’t for you but you need it customized and tailored to your business’ structure, we can do the entire mapping process for you (re the rude awakening at the start of this article). 

 

 

If you still have questions, feel free to contact our experts. Our Guided Self-Service Migration aims to do the entire project for you, but we can also just jump in on the mapping portion. 

 

 

To understand more about how our Guided Service works, download our free guide. Just because it says “Self-Service” doesn’t mean you’re on your own.