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Best Practices, Limitations,  Options, and More...

Capsule to Pipedrive migration

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What are my options for

converting Capsule to Pipedrive?

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Customer-centric companies need to continuously monitor performance and, if necessary, review existing processes for interacting with customers. Why is this significant? First of all, to maintain relationships with existing customers. Secondly, to determine the vectors for improving the organization, as well as the formation of areas of work with new customers in a changing market.

If the name resonates with you, chances are you're already working with Capsule and are thinking about changing it. It is likely that the installed system does not solve the new tasks of your business and are looking at an upgrade with Pipedrive.

Before you jump right into Pipedrive and purchase, we advise caution on getting the data migration figured out and well planned. If you upload ordinary contacts or accounts, you can use the contractor's services. However, not everything is so simple. Vendors are interested in rapid migration, and therefore will devote less time to your organization, it can be expensive and not so good.

 

Option 1

Migrating myself 

You can do it yourself manually if you have a small amount of information.

 

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Option 2

A wizard import tool or
an integration

There are a number of data migration tools on the market that provide direct API to API migration from Capsule to Pipedrive.

 

Option 3

A custom migration

We believe this is one of the most comfortable transitions to Pipedrive. Not that the previous options did it abnormally, but it will take over the whole lifting and handling process and you will be able to focus on learning and configuring Pipedrive.

 

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Option 1: Migrating myself and using the CRM vendor’s import tool

Any company in the process of work accumulates a huge database of customers, contacts, invoices and other business-relevant information. On your own, you will be able to transfer only basic data from Capsule CRM, nothing more. This is a difficult and long process. Too often we have seen customers who bought a new solution and tried to manage the import themselves, used the "native" tools of the CRM contractor, and in the final consequence simply ended up in a mess, with the loss of 1/2 of the data.  Before you buy a CRM solution, you need to get comfortable with a plan, partner, or tools to move forward.

pro

Pro

This option is free, and if it's meaningful to you, and you're okay with not importing complex functions and all, it's at no cost, and the time frame is your own.

cons

Con

The downside of this, other than bringing in the rest of your data, is you will be working with files of data, so make sure you know what you’re doing and feel comfortable that you are not jeopardizing the integrity of the data.  Deleting rows of fields can get hairy, especially if there was something there your team needed or will need in the future, so make sure you always have them highlight what’s important to maintain.

Option 2: Migrating with a wizard import tool or an integration tool

There are a number of data migration tools on the market that provide direct API to API migration. One of the excellent solutions is ready-made software for good data transfer between CRM systems. The service transfers data from Capsule CRM to another in a couple of hours.
It does not require technical skills. The result of the work is the rapid migration of data to the new CRM. Products, leads, deals, events, and more will seamlessly migrate from your legacy CRM to Pipedrive.

The data migration wizards on the market built just for data migration purposes are what you should consider in our opinion, as they will be simpler and more straightforward.  The main differentiator with these tools you need to look out for, are some will require you to create all the custom fields one by one, which is half the migration and a lot of work/hours.  Others, the tool is robust enough to create the custom fields for your, saving you a tremendous amount of time and a lot more valuable. Make sure to check..

Trujay offers a data migration wizard application as well as step-by-step support to ensure your comparison, testing, QA and delta migration goes smoothly. This will make migrating Capsule data to Pipedrive much easier.

Contact us     Try it for free

The Trujay migration app allows you to run as many free random examples as you want. The goal is to keep experimenting with the comparison until the data samples look exactly the way you want them to. Each example you run will overwrite the previous one, so don't worry about filling up your Pipedrive with sample data.

Free Sample Migration Demo Video 

pro

Pro 

This option is still categorized as "do it yourself" which makes it more cheap and the timing is up to you. In addition, the many Capsule to Pipedrive migration tools are bundled with just about every standard item you want to migrate (emails, attachments, notes, products, loudspeakers, etc.).

cons

Con 

With doing it yourself, you will not have guidance.  You’re moving into a new system here and re-design, starting fresh, understanding the logic/ functionality of the new system will not be here to aid you.  Check to see if there is a level of professional services support to help you if you get stuck.

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

So this is the option that defines "do it right". Among our customers, there is not a single one who would regret switching to Pipedrive, this is a specialized trading CRM system with wide functionality, a clear interface and sharp integrations. At very affordable prices. We have developed mechanisms that will make the transition fast, convenient and safe. It is possible without the involvement of programmers, if anything, our cool technical support is in touch.

In a personal migration, you may have a CRM implementation partner who has integrated it into their overall onboarding tactic with you. This option, in our opinion, is especially valuable, because trying to implement Pipedrive on your own and without optimizing all its functions can slow down the investments you make. The payback time of your investment in Pipedrive is critical if your true business goal is growth.

Contact us    Try it for free

When the project plan administrator guides you through the entire process of migrating from Capsule to Pipedrive, you will have time to think about things like clearing fields/properties, consolidating pipelines or processes, automating, etc. The entrepreneur is constantly looking for better options, changing A CRM system can be easier than endlessly “finishing” the one that is, putting up with the inconvenience and unjustified costs of maintaining it.

 

pro

Pro 

Custom migration allows you to really customize everything: filter, move objects to other objects, merge data, de-duplicate, etc. Some businesses can get bogged down in migrating their own data for six months! You can find a data migration companion that will do it in 2-4 weeks, depending on your complexity.

cons

Con 

This option will cost more as you are paying for professional services.  To thwart this, find a data migration partner who uses their own tools to automate a lot of the migration, therefor will have lower costs, lower human effort.

FAQs

Knowledge Base

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

Can I migrate parent/child relations between companies into Pipedrive?

If you want to migrate parent/child relations between companies into Pipedrive CRM during data import, Trujay Service Packages offer you to perform a custom migration. Our techs will apply a personal approach and move the required data to the right place in your Pipedrive CRM.

 

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.

Included:

  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

How can I find my Pipedrive CRM verification code?

If Pipedrive doesn't recognize your browser or device, you'll be prompted to confirm your identity with an emailed verification code.

 

Please, go through the following steps to find out how it works:

 

1. Open please an anonymous window in your browser (Ctrl + Shift + N for Chrome). Log in to the Pipedrive CRM, entering your email address and password. Then click the “Log in” button.

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2. After this step, you need to enter your verification code that has been sent to your email to access your Pipedrive account.

 

 So, check out your email inbox, copy the verification code, and paste it in the required field on Wizard.

 

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What are my options?

Data cleansing

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You can clean up the data yourself in the Capsule portal. This will require some effort and time on your side, however it will have no additional cost.

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You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Pipedrive, they can write custom scripts to only migrate what you specify.

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You can clean the data post-migration and should be relatively easy with Pipedrive’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Capsule to Pipedrive: Objects

Capsule Objects   Pipedrive Objects
Organisations ➜ Organisations
Attachments ➜ Files
Activities (Calls) ➜ Activities (Calls)
People ➜ People
Activities (Events)  ➜ Activities (Events) 
Activities (Meetings)  ➜ Activities (Meetings) 
Activities (Notes)  ➜ Notes
Opportunities ➜ Deals
Tags  ➜ Labels
Tasks ➜ Activities (Tasks, Deadlines, Emails, Lunches etc)
Users  ➜ Users 

Additional objects will need to be investigated for a Custom Migration

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De-Duplicating

There are several de-duplication tools on the market to consider and all of them are low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.

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Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (hello@trujay.com or support@trujay.com). From there you can mark and remove those and these costs are pretty minimal as well.

Ryan+McConville

“Great service with even greater customer service”

“Couldn't be happier, the team over there are top-notch. Ease of use with consistent delivery of product. Time from start to implementation should be communicated on the front end to set expectations.“

Ryan McConville

- President Marketing & Advertising at Kargo

Kargo
John+Kelleher

“Trustworthy, effective and straight talking”

“Trujay are the people I call when I look at an implementation issue and think 'how on Earth could that issue be resolved.' They've completed fabulous work for us and our clients. Highly recommend.“

John Kelleher

- Chief Executive at ESM Inbound

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Alex+Gaudelet

“Great experience for a migration which use to keep me up at night”

“A migration between CRMs is a very painful process, you want to make sure that your sales teams are not going to lose critical information in the process badly affecting their results. With Trujay I planned the migration myself and they were ready to help me when I couldn't figures some parts out myself.“

Alexandre Gaudelet

- CEO at Hospitality Firm

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You have options

To wrap up

So, your choice depends only on you.

This article we went over your options to consider as every business is unique. You might have resources with bandwidth, you might not. You might have resources you can trust the weight of the entire company’s data on to execute the process seamlessly and without data loss, you might not. Hopefully we covered enough options where you will be able to lock a plan into place before you move forward with the CRM vendor of your choosing.

If you ever want to discuss switching from Capsule to Pipedrive, please contact us here for a quick call.

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