How-To Guide: Migrate CRM Data from Insightly to Salesforce in 2021

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How-To Guide: Migrate CRM Data from Insightly to Salesforce in 2021
by Marketing

How-To Guide: Migrate Data from Insightly to Salesforce


Why do businesses need CRM systems?


Customer relationship management systems help companies maintain customer contact details, track every customer interaction, and manage customer accounts. These systems are vital as businesses generate an immense amount of data daily. Given CRM systems’ significance, one should carefully evaluate and compare their choice service before moving forward with a given software.


Allow us to narrow down the options and compare two popular CRM systems, Insightly and Salesforce.



Pre-Migration Tips before Migration from Insightly to Salesforce



  • Analyze and clean up your records. Take the time to find out how your data is structured, where it is located, and which records need more attention.


  • Remove all unnecessary data before proceeding with the migration to Salesforce. It will be easier to work with your new CRM system.


  • Create a backup plan. A backup will help to reduce the risk of data loss after data migration.


  • Inform your employees about the changes.



Principal Differences Between Insightly and Salesforce


While both platforms offer enhanced workflows and improved sales and customer experience, Insightly is specifically designed for small/mid-sized companies, and Salesforce focuses on the enterprises.


Difference between Insightly and Salesforce


Lead and Contact Management


Insightly offers web forms to attract more leads and convert them into clients. Salesforce enables the collection of prospects via different forms, scoring them in accordance with the specified parameters and routing them to the reps for further nurturing.



Deal Acceleration


Insightly obtains the email and newsletter marketing for gathering potential customers. Salesforce comprises multi-channel projects and designs the targeted campaigns by sending them personalized messages.



Analytics and Forecasting


Insightly offers the opportunity to add extra documents to projects and view each completed stage of the deal process. Salesforce allows one to set up the filters for reporting tools and create additional dashboards with charts that indicate a real-time status of the workflow and team performance.



Integration Options


Insightly integrates with 70 add-ons like Workato, Xero, Zapier. Salesforce contains the AppExchange that offers 547 applications such as MailChimp, Zendesk, Jira, and others.



Price Matter


Insightly offers a free plan for up to 2 users and 4 paid subscriptions starting at $12/user/month/billed annually. Salesforce includes 4 paid editions with the lowest cost of $25/user/month/billed annually. All in all Insightly stands out for its intuitive interface, simplicity, and affordability. Salesforce takes the upper hand in terms of customization and integration options.



CRM Data Migration Elements


CRM data migration, appropriately done, usually involves some or all of the following components:



Understand Legacy System Use Cases


It is crucial to consider the unique features users have come to rely on over the years when a business transition from a legacy system, such as a mature contact manager, into a CRM system. 


Does it have a fully integrated email in the legacy system? In the current framework, has task automation been set up? Are sales users accustomed to an interface that makes it easier to power outbound calls using a high volume? Are direct integrations with other systems in place?



Find Substitutes for Critical Legacy Functionality


Within a given CRM structure, not all legacy contact manager functionality has specific equivalents. It can require additional customization or third-party products to reproduce some parts of essential functionality.



Prepare Users for Upcoming Changes


Often with little notice, a new CRM framework is introduced to users who have been communicating for several years in particular ways with a legacy system. 


If users are not prepared for navigation changes, how emails are connected to records, process automation, and more, some users can reject the new system outright. From the outset, representative end-users should be active in the process.



Set Up The Target CRM With The Right Structure


CRM device customization and CRM data migration are almost challenging to decouple. CRM customization and data migration are inextricably related, so it should be the same team that does both. The CRM framework needs to be customized to have well thought out destination locations for all primary legacy data.



Decide on Cut Off Dates and Record & Field Exclusions


Here are a variety of examples of concerns at the business level regarding what data should be exempt from migration. Will all behavior history and email history be brought into the system if the legacy system has been in place for more than, say, ten years? 


If a contact record has not been edited for over, say, seven years and has no records of history added for the same period, does it make sense to import that record? If a custom field is only populated with data in a few dozen records, is that custom field needed moving forward?



Review Data Maps at a Business Level


The developer may not wholly comply with the company’s needs if a developer produces a collection of data maps and then imports legacy data without business-level oversight. In the current CRM framework, it is necessary for everyone from the organization to check which legacy data would end up going to which areas.



Extract Source Data


Data extraction can be a multi-step operation, depending on how antiquated the legacy system is. To merge data from various tables may also entail generating views in the legacy database.



Prepare Source Data


The legacy data needs to be adequately prepared (ordered and transformed) for migration into the CRM system after the data extraction, based on what decisions were taken regarding cut-off dates, record exclusion, field exclusion, picklist consolidation, and more. 


Superfluous characters will need to be stripped from legacy memo fields for memo text blocks to be easily readable in a new system, especially when email history is involved.



Merge Duplicate Records


If the presence of duplicate records in the legacy database is a pervasive problem, after the source data is removed, duplicates can be both found and combined in bulk. 


Suppose there is a minimum number of duplicates. In that case, it might be easier to import all copies and then use the deduplication feature “stare and compare” available in most CRM systems so that the data to be maintained can be generated on a field by field basis.



Organize File Attachments


In particular, with legacy contact managers, file attachments can reside throughout the network within dozens or even hundreds of different files. For proper treatment, necessary file attachments need to be copied into a central location. This can be an exceptionally time-consuming endeavor.



Determine How to Handle File Attachments


Can these be brought into the native file attachment region of the CRM system if there are many file attachments in the legacy system? Should they be brought into a third-party cloud storage solution that connects to the CRM system? If the above, what is the framework that will be used for cloud storage? The response to this will decide the overall approach to migrating attachments.



Perform a Test Import 


“Grip it and rip it” is never a good data migration strategy. At least one test migration is essential, and it is appropriate for many stakeholders to take the time to analyze the outcomes of the test migration on a table-by-table and field-by-field basis.



Map and backup


Data mapping is a dynamic method of deciding where, after migration, the data will live in the CRM. 


You have a customer called John, for example. Two weeks after a right call, John went through your pipeline and is now one of the most loyal users you have. 


For John, your new CRM must have a position where he can be in a party to which he belongs. Check all the potential classes that need to be included in the map for the move to be protected.


When the framework’s specifics have been evaluated and updated, continue to compare its records with those available on the future system. Consider each custom field you have developed and evaluate the names of the entities. Build custom data and fields based on your current framework to fit the CRM you’re migrating to resolve the differences you’ve found.


Now the time has come for a backup. In the event of any problems arising during a CRM migration, you must have a retreat option. Although it will most likely go without a hitch, you can’t risk losing your details. You can also use your backup to compare whether, after the migration, the data was transferred correctly.


You may use Trujay’s Data Backup to make your data secure. You can create a sample data backup to see how the service works. The backup process is based on an API request and can take from 5 minutes to several hours, as it depends on your data set and your system’s peculiarities. 



Perform the Final Data Migration


Final data migration can be carried out after checking and modifying the import scripts. This can be done reasonably quickly with adequate planning and training so that the legacy system is just “frozen” and considered read-only for one business day. For final data transfer, Friday is the best day of the week as non-business weekend days can be taken advantage of.



Post Data Migration Cleanup


No matter how good the procedure is implemented, there will probably be a few things that have been missed. The days and weeks after transitioning to the new CRM system can also be a period for more data cleaning and CRM records to be added to any missed data.



Trujay Services


Whatever your chosen CRM system is, Trujay’s Self-Service tool can trial the system to see if it’s a good fit by launching a free sample migration from Insightly to Salesforce. Follow the steps below:



Trujay’s Self-Service Migration Wizard 


With Trujay’s Self-Service Migration, users can proceed with the migration process for FREE and without any risks. 


You can transfer a limited amount of data just to evaluate the results and the process itself. No technical skills are needed to use the software, and we do not ask for your credit card information. 



 Benefits of Self-Service: 


  • Variety of budget packages
  • Multilingual interface (English, French, German, and Spanish)
  • Security of data
  • All-around support
  • Possibility of migrating to 30 of the most popular CRM solutions on the market
  • Migration license
  • Price-estimator



Guided Migration Service


If you’re unsatisfied with the results of your sample migration from Pipedrive to HubSpot or were confused by object mapping, we have something called the Guided Self-Service Migration. 


Our Guided Service provides you with an account manager to review the migration and focus on your needs. We can come on and guide you while you’re mapping your fields or do the whole thing for you from start to finish. 


If you feel like you can map objects on your own but need assistance after that, we can jump in at any point and guide you through the rest. If you choose to have us complete the entire self-service for you, you’ll see the whole process done via screen share. 


To get more information on our Guided Self-Service Migration, contact us or reply to your sample migration results email if you completed one or check out this page.


Custom Migration



Trujay’s Custom Migration Service is a more personal and less DIY-type of approach. Our account managers will guide you through the entire process. 

Custom Migrations provide you with a personal account manager, migration setup, customization of migration, migration assistance, and the following features:

  • Almost no limitations 
  • Personal approach
  • Little to no time consumed
  • Pre/Post-migration validity
  • Automated migration process

You can find the difference between Self-Service Migration and Custom Migration here and more useful information in our blog.  

Custom migration offers the following packages.



Follow the steps listed below to migrate from Insightly to Salesforce


Whatever your chosen CRM system is, Trujay’s Self-Service tool can trial the system to see if it’s a good fit by launching a free sample migration from Insightly to Salesforce. Follow the steps below:


1. Go to Trujay’s Self-Service app




2. Select your current CRM and future CRMs and provide the access detail


3. Click the ‘Customize Mapping’ button to set mapping fields you want to migrate from Insightly to Salesforce. If everything is right, click ‘Start Sample’


NOTE: Should you decide to modify your fields, click “Change Fields Mapping”; you can rerun the sample as many times as you need at no cost

results of data migration


4. If you’re happy with the results, you can start the full migration process from Insightly to Salesforce



After the migration from Insightly to Salesforce, make sure that:


  • The records have migrated to the correct fields


  • Links are correctly restored between transferred items


  • Custom workflow rules are created



Final Notes


With so many CRMs on the market, you have to find the best suits your needs. Once you know where you want your data to go, the rest can be taken care of by Trujay’s team of experts. Get started now and try our free sample migration.


Our Guided Migration Service allows you to pay for 5 hours of technical support only. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, or do the entire Self-Service Migration for you. For more details on our Guided Service, check out this page.