How to Use the Combine Function for Data Migration

April 8th, 2025

The Combine function is particularly useful in a few key scenarios when migrating data between CRMs. Below, we’ll explore two of the most common use cases where this function can help streamline your data mapping process.

Use Case 1: Merging Similar Fields with Different Names

Over time, different team members may have created similar picklist or multi-select fields in your source CRM, but under different names. These fields may serve the same purpose but exist separately in different records. When migrating to a new CRM, you may want to:

• Retain the data from both fields.

• Avoid replicating an inefficient schema in the new CRM.

Example Scenario

Imagine your source CRM has two fields in contacts:

• Source

• Contact Source

While 40% of contacts have values stored in the Source field, 80% use Contact Source. Instead of duplicating this inconsistency in the new CRM, you can consolidate them into a single Source field in the new system.

Solution

1. Create a multi-select field called Source in the new CRM.

2. Ensure it includes all unique values from both Source and Contact Source fields.

3. Use the Combine function to merge data from both fields into the newly created Source field.

Steps to Implement

First, map one of the source fields to the new Source field. Click the Functions icon and select Combine.

Your mapped fields will now be displayed as a combined function.

Click the Function icon in the middle of the mapping to open a pop-up window.

If all possible values from the source fields exist in the new field, the mapping tool will automatically match them. You can review the matches by clicking the pop-up in front of each field to see the one-to-one matched picklist values.

That's it! During migration, the tool will populate the new CRM’s Source field with both values from Source and Contact Source wherever applicable.

Use Case 2: Consolidating Checkbox Fields into a Picklist

Another common issue in CRM schema design is the excessive use of checkbox fields, especially for product tracking. In many older CRM setups, sales teams track product sales by using individual checkboxes for each product.

When migrating to a new CRM, you may want to:

• Preserve historical data for older deals.

• Simplify your schema by replacing multiple checkbox fields with a single picklist field.

Example Scenario

In your source CRM, there are 10+ checkbox fields, each representing a product. Sales reps check the boxes to indicate which products were sold in a deal. Instead of migrating these checkboxes as-is, you can consolidate them into a multi-select picklist field called Products in the new CRM.

Solution

1. Create a multi-select field Products in the new CRM with options corresponding to your product names.

2. Use the Combine function to map all checkbox fields into the Products field.

Here's how it would look like on the mapping UI: 

After you open the Function pop-up, you will be able to add or remove relevant source fields as needed.

Adjust the value matching so that only checkboxes marked as True (or Yes) are included in the Products field.

Once configured, the migration tool will ensure that if multiple checkboxes were selected for a deal, the new Products field will correctly contain all relevant product names in the new CRM.

Conclusion

The Combine function helps clean up your data structure while ensuring a smooth migration process. Whether you’re merging duplicate fields or replacing multiple checkboxes with a more efficient picklist, this function can simplify your CRM transition and improve data consistency.

By following these steps, you can ensure that your migrated data is both accurate and well-structured in your new CRM. 🚀