CRM migration
Administrator Tools → CRM Migration imports your data from HubSpot, Pipedrive or Capsule. Only administrators can open it. Nothing is changed in the CRM you import from: Clockwork CRM only asks for read access.
Migrations run in the background, so you can leave the page while one runs and come back to it.
Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.
The migration list
The list shows every migration, newest first.
| Column | What it shows |
|---|---|
| Migration | The CRM it imports from, such as "HubSpot import" |
| Status | Draft, Queued, Fetching, Importing, Completed, Completed with errors, Failed or Cancelled |
| Progress | How many records have been imported, out of how many were read from the other CRM |
| Errors | How many records could not be imported |
| Created | When the migration was created |
| Last run | When it last ran, or Never |
Click a row, or Open from its actions menu, to open the migration at the step it has reached. A migration that is still a Draft has never run, and Delete in its actions menu removes it. A migration that has run cannot be deleted.
Starting a migration
New Migration opens the migration wizard. It has six steps: Connect, Choose data, Map fields, Review, Import and Report. You move between steps with the Continue and Back buttons. All Migrations returns to the list.
Connect
Choose the CRM to import from:
| CRM | What can be imported |
|---|---|
| HubSpot | Contacts, companies, deals, tickets, notes, emails, calls, meetings, tasks and messages |
| Pipedrive | Persons, organisations, deals (including leads), notes, mail, calls, meetings and tasks |
| Capsule | People, organisations, opportunities, cases, notes, emails, calls, meetings and tasks |
Then connect in one of two ways:
- Connect with HubSpot, Connect with Pipedrive or Connect with Capsule opens a window where you sign in to that CRM and approve read access. If the window is blocked, allow pop-ups for the site and try again.
- Paste a token instead, then click Validate and connect. The token is stored encrypted and is never shown again.
| CRM | Token option | What you need |
|---|---|---|
| HubSpot | Use an access token instead | A service key from Settings, Integrations, Service Keys in HubSpot, or a legacy private app token |
| Pipedrive | Use an API token instead | Your personal API token from Settings, Personal preferences, API in Pipedrive, and your Company domain, the subdomain in your Pipedrive address |
| Capsule | Use an API token instead | A personal access token from My Preferences, API Authentication Tokens in Capsule |
A HubSpot token needs these scopes: crm.objects.contacts.read, crm.objects.companies.read,
crm.objects.deals.read, tickets, crm.objects.owners.read, crm.schemas.contacts.read,
crm.schemas.companies.read and crm.schemas.deals.read. Two more are optional:
sales-email-read imports email bodies and files imports file attachments. Without them,
everything else still imports.
Once connected, a green message confirms it. If any scopes are missing, they are listed, and the items that need them are skipped. Click Continue.
Choose data
Clockwork CRM reads the other CRM and shows how many records of each type it holds. A count ending in + is a minimum. Tick the types to import. All of them are ticked to start with.
When a contact or company already exists: decide what happens when an imported contact has the same email address as an existing person, or an imported company has the same name as an existing company. You have the follow options to choose from:
| Option | What happens |
|---|---|
| Keep the existing record and link the import to it (recommended) | The existing record is kept as it is. Imported deals, notes and activity are linked to it |
| Update the existing record with values from... | The existing record's fields are overwritten with the imported values. Running the migration again also refreshes records imported before |
| Always create a new record (the duplicate finder runs afterwards) | A new record is created every time. A person whose email address is already in use cannot be created and is reported as an error |
This choice only applies to contacts and companies. Deals, tickets and activity are matched by their ID in the other CRM, so running a migration again never duplicates them.
You also have a couple of extra options to select:
| Toggle | What it does |
|---|---|
| Import file attachments | Imports files attached to notes, calls, meetings and emails. On by default |
| Import call recordings | Imports call recordings. On by default |
Continue saves your choices and moves to the next step.
Map fields
This step decides where the other CRM's properties, pipelines and owners go in Clockwork CRM. It has a tab for each type you chose.
The mapping is applied when a record is first imported and reused on every run. Changing it later only affects records that have not been imported yet.
Contacts, Companies, Deals and Tickets list the custom properties found in the other CRM. Each property has an action:
| Action | What it does |
|---|---|
| Map to existing field | Imports the value into a field you choose from the Target list. Offered for contacts and companies only |
| Create as custom field | Creates a new custom field of the type chosen under Target: Text, Multi-line text, Number, Currency, Date, Dropdown, Multi-select, Checkbox, Email, Phone or URL |
| Skip | The property is not imported |
A property with the same name or label as an existing field is mapped to it automatically. The rest are set to Create as custom field, with a field type that matches the property. The number of skipped properties is shown under the table.
Pipelines lists the deal pipelines and ticket pipelines. For each one, choose a Target:
- Create new sale pipeline or Create new case type creates the pipeline and all its stages in Clockwork CRM.
- Map to an existing sale pipeline or case type. Each stage then gets its own list, where you choose an existing status or Create new status.
Owners lists the users who own records in the other CRM. Each owner is matched automatically to the Clockwork CRM user with the same email address. Override assigns an owner's records to a different user. An owner with no match shows No match. Records will be assigned to you.
Review
The review shows how many records of each type will be imported. Click Start Migration to begin.
Import
The import shows the overall percentage and a card for each record type, with how many records have been imported so far. Records that fail are listed under Recent errors as they happen. A failed record does not stop the rest of the import.
Cancel stops a running migration. Records already imported stay in Clockwork CRM.
When the import finishes, View Report opens the report.
Report
The report says whether the migration completed and how many records could not be imported. It shows a count of the records imported for each type, and an Errors and warnings table:
| Column | What it shows |
|---|---|
| Type | The type of record (e.g. deal) |
| Severity | Error for a record that was not imported. Warning for something that was skipped or changed, such as an owner with no matching user or an attachment that could not be downloaded |
| Detail | What went wrong |
If a migration Failed, the connection to the other CRM was often lost or its token was revoked. Reconnect takes you back to Connect, then you can run the migration again.
What is imported and where it goes
| Imported | Becomes in Clockwork CRM |
|---|---|
| Contacts, persons, people | People |
| Companies, organisations | Companies, linked to their people |
| Deals, opportunities | Opportunities in the mapped sale pipeline, linked to their people and companies |
| Tickets, cases | Cases of the mapped case type, linked to their people and companies |
| Notes | Comments on the deal, notes on the case, or notes on the people and companies they belong to |
| Emails | Emails linked to their people and companies, with their attachments |
| Calls | Phone calls with their recording, when a recording is imported. Otherwise, completed calls in the calendar |
| Meetings | Meetings in the calendar, linked to their people, companies, deals and cases |
| Tasks | Activities in the calendar |
| Messages (HubSpot) | LinkedIn messages on the person's record, and SMS on the person's or company's record. WhatsApp messages become notes |
Imported records keep their original dates, so they appear in the right place on timelines. Each record is assigned to the user its owner was mapped to.
The import also adds:
- a tag named after the CRM, such as HubSpot Import, on every imported person and company
- a field group named after the CRM, holding the new custom fields
- an ID field, such as HubSpot ID, holding each record's ID in the other CRM, on people, companies, opportunities and cases
Imported calls and SMS are recorded against a number named after the CRM, such as Imported (HubSpot). It cannot be used to make calls or send messages.
Running a migration again
Run again on the report takes you back to Choose data. Running again reads the other CRM again and imports anything new. Records already imported are skipped. To refresh people and companies you have already imported, choose Update the existing record under When a contact or company already exists first.
A record you have deleted in Clockwork CRM since it was imported is not imported again.
After a migration
When a migration completes, the duplicate finder scans your people and companies for duplicates. See Finding and merging duplicates.
To check the result:
- Read the Errors and warnings table on the report.
- Filter people and companies by the import tag, such as HubSpot Import, to see what was imported.
- Check the new sale pipelines, case types and custom fields the migration created.
Related
- Importing contacts, for contacts in a CSV file
- Finding and merging duplicates
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