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      How do I migrate just my Emails and Attachments from Pipedrive to HubSpot?

      Last updated: 11/08/2024

      Use Case Overview

      This guide explains how to migrate emails and attachments from Pipedrive to HubSpot when your company, contact, and deal records have already been imported using HubSpot’s native CRM import or sync features. Pipedrive’s native tools can be limited, especially when migrating detailed items like emails and attachments. MigrateMyCRM can help you complete this migration seamlessly while preserving associations with parent records.

      Step 1: Connect Pipedrive and HubSpot Using User API Tokens

      To connect Pipedrive with MigrateMyCRM, each Pipedrive user’s API token is required to ensure that all emails and attachments transfer properly.

      1. Obtain the API token for each Pipedrive user whose data needs to be migrated.
      2. Enter each user’s API token during the system connection step within MigrateMyCRM.
        • Note: If there are multiple users with relevant data in Pipedrive, ensure that you’ve gathered API tokens for each one to capture all emails and attachments associated with them.

      Step 2: Prepare Your Migration Settings

      Since you've already imported your companies, contacts, and deals into HubSpot, 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 3: Select the Pipedrive Objects for Migration

      Identify the specific Pipedrive objects you want to migrate to HubSpot, specifically:

      • Emails: All email interactions tied to your records.
      • Attachments: Files associated with records in Pipedrive.

      Set these objects to “Migration” only to ensure they are transferred and linked to the appropriate parent records in HubSpot.

      Step 4: Configure Field Mapping

      Review the field mappings for the objects you've selected with the Migration strategy (e.g., emails, attachments). Ensure that all mappings align correctly between Pipedrive and HubSpot.

      Next, establish matching rules to connect your Pipedrive records with HubSpot records accurately. Set these rules based on the matching properties between source and target records.

      • General Matching Guideline: Match records based on unique fields that exist in both Pipedrive and HubSpot (e.g., email addresses, company names).
      • Example Rule: If a unique identifier exists in both systems, use it to set up the rule:
        • ID in Pipedrive = Pipedrive Contact ID in HubSpot

      If records were imported through CSV or another method without unique Pipedrive IDs, use other reliable fields for matching.

      Step 5: 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 emails and attachments 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 emails and attachments in HubSpot are linked correctly to their parent records.

      If the sample results meet your requirements, you’re ready for the full migration.

      Step 6: 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.

      1. Go Back to the Matching Step: Click Refresh to update matched records.
      2. 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.