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Last updated: 11/08/2024
Use Case Overview
This guide explains how to migrate activities and attachments from Salesforce to HubSpot when your company, contact, and deal records have already been imported using HubSpot’s native CRM import or sync features. Often, HubSpot’s native tools have limitations, particularly in migrating certain items like activities, attachments, and other related records. MigrateMyCRM can help you complete this process.
Step 1: Prepare Your Migration Settings
Since you've already imported your companies, contacts, and deals into HubSpot, you'll need to configure MigrateMyCRM to recognize these records for matching purposes without re-importing them.
- Select Parent Objects: Choose the parent objects (e.g., Companies, Contacts, Deals) that you previously imported.
- Set to “Matching” only: In your settings, select "Matching" only and disable migration for these parent objects.
- Note: Records used for matching do not count toward the total chargeable record count.
Step 2: Select the Salesforce Objects for Migration
Identify the specific Salesforce objects you want to migrate to HubSpot, including:
- Activities: Meetings, calls, tasks, etc.
- Attachments: Files tied to your records.
- ContentDocuments: Salesforce’s file storage object, for migrating files along with their associations.
- ContentNotes: Enhanced notes in Salesforce, which can be transferred to HubSpot and associated with the appropriate parent records.
Set each of these objects to “Migration” only to ensure they are transferred and correctly linked in HubSpot.
Step 3: Configure Field Mapping
Review the field mappings for the objects you've selected with the Migration Only strategy (e.g., activities, attachments, etc.). Ensure that all mappings align correctly between Salesforce and HubSpot. (The mappings are pre-defined and typically accurate already. But it's always worth a second look!)
Next, establish matching rules to connect your Salesforce records with HubSpot records accurately. Set these rules based on the matching properties between source and target records.
- Example with Salesforce IDs: If records were imported using HubSpot’s Salesforce app, each record will have a custom property like Salesforce [Object] ID. You can set the rule as follows:
- [Object ID] = [Salesforce [Object] ID]
- Example: Account ID = Salesforce Account ID.
This rule ensures that records align correctly based on unique identifiers. However, if records were imported through CSV or another method without Salesforce IDs, you may need to use other unique fields (e.g., email addresses, phone numbers) for matching.
Step 4: Verify Matching Results and Begin Sample Migration
Once all records are matched and you’re confident in the accuracy of the record counts, proceed to the sample migration. This initial run will bring over a limited number of records you selected for migration.
- Sample Limitations: Not all activities, attachments, or notes will appear in HubSpot; only a subset of records will transfer based on sample size limitations. Use this sample to confirm correct mappings and associations.
- Focus on Record Accuracy: Confirm that the activities, attachments, and notes in HubSpot are linked correctly to their parent records.
If the sample results meet your requirements, you’re ready for the full migration.
Step 5: Refresh Matches Before Full Migration (If Necessary)
If time has passed between the sample and full migration (e.g., a few days), consider refreshing the matching to capture any new records created or synced.
- Go Back to the Matching Step: Click Refresh to update matched records.
- Verify Record Counts: Ensure that the count of matched records is accurate.
If everything looks correct, you can skip the sample step and proceed with the full migration.
Different issue?
If you tried to migrate the attachments but you're missing some, please see this article:
What to do if not all the attachments have been migrated from Salesforce?