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April, 7th, 2025
There are three main methods for matching records:
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Manual Matching – Best suited for a small number of records, i.e., user accounts.
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Matching Rules – Allows you to set one or multiple rules (criteria) for matching large datasets automatically.
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Bulk Matching – Used to match a large number of records from the source CRM to one record in the new CRM.
These methods can be used individually or in combination. In this article, we'll focus on the third method: Bulk Matching.
The matching stage is located after fields mapping in the MigrateMyCRM wizard and usually has at least one object, Users. Often, the lists of user accounts in the source and target CRMs differ, resulting in some source accounts being labeled as ‘Not matched’. By default, they are matched by a user's first and last name or email address.
If left unmatched, any associated contacts, deals, or tickets will be migrated without ownership, appearing as unassigned in the target CRM. Bulk matching helps resolve this by allowing you to match multiple records at once.
How to proceed
1. In most cases, you'll want to apply updates to a specific subset of records—for example, all user accounts marked as ‘Not matched’. To do this, the first step is to set a filter:
All further updates will only be applied to the filtered records.
2. Decide how you'd like to match the selected user contacts.
a). If you want to recreate them in your destination CRM exactly as they appear in the source, change their status to “Create New”. If this option is not available for you in the interface, please, go two steps back in the wizard menu to the "Select Object" step and make sure that you have both matching and migration toggles enabled.
Once selected, click “Apply.”
Don’t worry if the list appears empty at first—just switch the filtered view to “Create New” to see the changes you made.
b). If you'd prefer to map many unmatched users from the left panel to a single account in the right panel, you can do that too:
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Click the “Bulk Match” button.
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Apply the “Matched” filter.
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Click “Value” and choose the appropriate account from the dropdown list on the right.
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Then, click “Apply”.
Unlike the mapping interface, there’s no “Save” button on the matching screen. All your changes are automatically saved as you make them. You can roll back to the previous matching version by navigating to Versions:
- Select a previous version
- Click 'Use this version'