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How can I prepare for my data migration?
How can I prepare for my data migration?
Team Wealthbox avatar
Written by Team Wealthbox
Updated over a week ago

The Wealthbox Success team offers data migration planning meetings for new customers to meet with a data migration specialist who will explain the data migration process. Our team wants to make sure the data migration experience is seamless and completed as quickly as possible to prevent downtime for your users.

This is also a good time to explain any specific processes your firm has that would impact the way the data is imported.

Here are a few things we will discuss during the data migration planning meeting:

  • What CRM will you be migrating from?

  • How many users will be active in Wealthbox?

  • Does the data that will be migrated into Wealthbox include “Legacy” users who will not be active in Wealthbox (eg. notes and activities created by past users)?

  • Will your data require visibility restrictions to prevent users from seeing specific data?

  • Do you have user roles that will need to be created and associated with data? (Client service rep, primary and secondary advisors, etc)

  • Will all data need to be imported into a single workspace or will you need the data to be divided into multiple workspaces based on specific criteria?

  • Do you have specific criteria requests, concerns, or questions for our migration specialists?

How long does a migration take?

We schedule all of our data migrations to eliminate as much downtime as possible. Due to demand, we are typically scheduling migrations within 10-15 business days. On the scheduled migration date, our team will begin the migration which typically will take 1-3 days to complete, with few exceptions based on the amount of data. We can discuss these exceptions during the planning meeting. We typically have all contact records imported during the first day which allows your users to add new data directly to Wealthbox while our team continues to import additional data.

Since we offer one migration, your users will need to stop entering data into the prior CRM at the time the backup is downloaded and provided to our team. Any data added after the backup has been created will not be included with the data migration.

The following types of data are supported with our migration. Of these types of data, what will you need to import?

  • Contacts

  • Notes

  • Tasks (we don't support importing future occurrences of recurring tasks)

  • Events (we don't support importing future occurrences of recurring events)

  • Opportunities

  • Projects (seminars, marketing events, etc)

  • Manually tracked account details (typically not accounts that will be synced from integration partners)

Our migration does not support the following items:

  • Files/Documents - Our team can discuss options that can help you move your files.

    Any files attached (PDFs, Word Docs, etc.) to contacts/activities will not be brought over in the transition

  • Recurring activities - The rules are different between CRMs so it is not possible to import the repeating occurrences. We are able to import the history of these repeating tasks/events, but cannot import them with the repeating settings turned on. Depending on the CRM, we typically can provide a report of all of the items that were repeating, so they can be recreated

  • Email - Emails in general do not import well because of the formatting/code included. Since Emails can be synced using Wealthbox Mail, they can be viewed in your contact records. Depending on the CRM you are coming from, you may have emails included with your Note activity. These emails do come into Wealthbox as notes but often include special characters that come from the code mentioned above.

  • Templates would need to be recreated in Wealthbox (i.e. task, note, email, report, and workflow templates).

  • Workflows - Workflows are very different between CRMs so they can't be fully migrated. Since workflow templates cannot be brought over, they will have to be recreated. For workflow data, we can import individual steps as tasks so that the history is not lost on a contact but the steps are not linked as they would be moving forward with workflows.

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