This is a comprehensive guide for migrating your business processes, data, and workflows to Metanow CRM. The goal is to ensure a smooth transition, minimizing disruptions while maximizing the advantages of Metanow CRM’s features.

TABLE OF CONTENTS

• Preparation for Migration
• Migrate CRM Data
• Migrate Workflows and Automations
• Migrate Marketing Campaigns
• Migrate Communication Tools
• Final Checks and Training
• Decommissioning Your Previous Platform
• Frequently Asked Questions

Preparation for Migration

Step 1: Review Your Current Setup

• Identify Key Features: List all key features used in your current platform, such as CRM, automation workflows, marketing campaigns, calling, SMS messaging, and e-commerce tools.
• Document Existing Workflows: Record details of existing workflows, pipelines, and campaigns that need to be replicated in Metanow CRM.
• Assess Data Volume: Evaluate the amount of data (e.g., contacts, deals, emails) to be migrated, ensuring you have adequate storage and resources in Metanow CRM.

Step 2: Define Migration Goals

• Set Clear Objectives: Define what you aim to achieve with the migration, such as improved automation, better CRM integration, or cost savings.
• Prioritize Features: Prioritize which features and data sets are most critical to migrate first.

Step 3: Prepare Backup

• Export Data from Your Previous Platform: Export all necessary data from your previous platform, including contacts, companies, deals, tickets, workflows, and other essential records.
• Backup Data: Ensure you have a secure backup of all data before beginning the migration process.

Migrate CRM Data

Step 1: Export Data from Your Previous Platform

• Contacts and Companies: Export data for contacts and companies as CSV files.
• Deals and Pipelines: Export your pipelines and associated deals.
• Marketing Assets: Export emails, landing pages, forms, and workflows.
• Products and Invoices: Export your product catalog and any generated invoices.

Step 2: Import Data into Metanow CRM

• Import Contacts and Companies:
  • In Metanow CRM, navigate to Contacts > Import Contacts.
  • Upload the CSV files exported from your previous platform, mapping fields appropriately (e.g., first name, last name, email).
• Recreate Deals and Pipelines:
  • Set up new pipelines in Metanow CRM under Opportunities > Pipelines.
  • Manually recreate deals or import them if necessary.
• Migrate Products and Invoices:
  • Recreate product listings in Metanow CRM under Payments > Products.
  • Set up invoices and payment links using Metanow CRM’s invoicing tool.

Migrate Workflows and Automations

Step 1: Review Existing Workflows

• List Active Workflows: Identify and document all active workflows in your previous system, including triggers, actions, and delays.
• Evaluate Workflow Complexity: Assess the complexity of each workflow to determine the best approach for replicating it in Metanow CRM.

Step 2: Recreate Workflows in Metanow CRM

• Create Automation Triggers:
  • In Metanow CRM, navigate to Automation > Workflows.
  • Set up triggers equivalent to those in your previous system (e.g., form submissions, contact updates).
• Rebuild Actions and Delays: Recreate actions such as sending emails, SMS, tagging contacts, or updating deal stages. Configure any necessary delays and conditional logic within workflows.

Step 3: Test Workflows

• Run Tests: Before activating workflows, run tests to ensure they function as intended.
• Adjust Settings: Make necessary adjustments based on test results to ensure smooth operation.

Migrate Marketing Campaigns

Step 1: Export and Recreate Email Campaigns

• Export Email Templates: Save HTML copies of your email templates from your previous platform.
• Import or Rebuild in Metanow CRM:
  • Navigate to Marketing > Email Campaigns in Metanow CRM.
  • Recreate or import your email templates and configure them to match your existing designs.

Step 2: Rebuild Landing Pages and Forms

• Export Landing Pages: Download the HTML for your landing pages.
• Rebuild in Metanow CRM:
  • Use Metanow CRM’s Sites > Landing Pages builder to recreate landing pages.
  • Ensure all forms and CTA buttons are linked to your Metanow CRM workflows.

Step 3: Campaign Settings

• Configure Campaigns: Set up your campaigns in Metanow CRM, ensuring that all assets (emails, landing pages, forms) are linked. Assign specific goals, budgets, and tracking settings as needed.

Migrate Communication Tools

Step 1: Migrate Calling and SMS

• Telephony Integration: If you use a third-party telephony service for calling and SMS, integrate it with Metanow CRM. Go to Settings > Phone Numbers in Metanow CRM to set up your account.
• Configure Communication Workflows: Set up SMS and call automation workflows in Metanow CRM under Automation > Workflows. Ensure all client communication is appropriately logged and tracked.

Step 2: Setup Conversations Inbox

• Configure Inbox: In Metanow CRM, navigate to Conversations > Inbox. Set up your default inbox and connect communication channels such as email, SMS, and social media messaging.
• Test Communication Channels: Ensure all channels are functioning correctly and that messages are properly routed to the appropriate inbox.

Final Checks and Training

Step 1: Perform Final Data Validation

• Cross-Check Data: Ensure that all data has been successfully migrated and that there are no discrepancies between your old platform and Metanow CRM records.
• Validate Workflows and Campaigns: Confirm that all workflows, automations, and campaigns are operational.

Step 2: Train Team Members

• Metanow CRM Training: Provide training to your team on how to use Metanow CRM, focusing on the differences from your previous platform.
• Utilize Metanow CRM Support: Encourage team members to leverage Metanow CRM’s support resources. For assistance, please visit our knowledgebase.

Step 3: Monitor and Optimize

• Monitor Performance: Track the performance of your new setup in Metanow CRM, making adjustments as necessary.
• Continuous Improvement: Regularly review and refine workflows, automations, and campaigns to ensure they align with business goals.

Decommissioning Your Previous Platform

Step 1: Transition Period

• Run in Parallel: Consider running your previous platform and Metanow CRM in parallel during the transition phase to ensure no critical operations are missed.
• Gradual Phase-Out: Gradually reduce reliance on your old system as Metanow CRM becomes fully operational.

Step 2: Cancel Your Previous Subscription

• Final Data Backup: Before canceling your subscription, ensure all data is securely backed up from the old platform.
• Official Cancellation: Follow your previous provider’s process to cancel your subscription and terminate services.

Step 3: Post-Migration Review

• Review Success: Evaluate the success of the migration process and document any lessons learned.
• Continuous Monitoring: Keep monitoring the system post-migration for any potential issues.

Frequently Asked Questions

How should I prepare for migrating to Metanow CRM?

Start by reviewing your current setup, identifying key features you use (CRM, automation workflows, marketing campaigns, calling, SMS messaging, e-commerce tools), documenting existing workflows and pipelines, and assessing your data volume. Define clear migration objectives, prioritize which features to migrate first, and export all necessary data from your previous platform as a secure backup before beginning the migration process.

How do I export my data from my previous platform?

For contacts and companies, export them as CSV files. For deals and pipelines, export your pipelines and associated deals. Also, export marketing assets including emails, landing pages, forms, and workflows. For products and invoices, export your product catalog and any generated invoices from your previous platform's payment tool.

How do I import contacts and companies into Metanow CRM?

In Metanow CRM, navigate to Contacts > Import Contacts, upload the CSV files exported from your previous system, and map fields appropriately (e.g., first name, last name, email). After importing, verify that all contact and company data has been correctly transferred and that relationships between records are maintained.

How do I recreate my deals and pipelines in Metanow CRM?

Set up new pipelines in Metanow CRM under Opportunities > Pipelines to match your previous pipeline structure. Then either manually recreate deals or import them if possible. Ensure all deal stages, properties, and associated data are accurately configured to maintain your sales process.

How do I migrate my email campaigns to Metanow CRM?

Save HTML copies of your email templates from your previous platform. Then navigate to Marketing > Email Campaigns in Metanow CRM to recreate or import your email templates, configuring them to match your existing designs. Test the emails to ensure proper formatting and functionality before sending to your contact list.

How do I rebuild my landing pages and forms in Metanow CRM?

Download the HTML for your landing pages, then use Metanow CRM's Sites > Landing Pages builder to recreate them. Ensure all forms and CTA buttons are linked to your Metanow CRM workflows. Test each landing page and form to verify functionality and proper data capture.

How do I recreate my workflows in Metanow CRM?

Identify and document all active workflows from your previous system, including triggers, actions, and delays. In Metanow CRM, navigate to Automation > Workflows, set up equivalent triggers (e.g., form submissions, contact updates), rebuild actions (sending emails, SMS, tagging contacts, updating deal stages), and configure necessary delays and conditional logic. Run tests before activating workflows to ensure they function as intended.

How do I migrate my calling and SMS capabilities to Metanow CRM?

If using a third-party service for telephony, integrate it with Metanow CRM for calling and SMS by going to Settings > Phone Numbers to set up your account. Then set up SMS and call automation workflows in Metanow CRM under Automation > Workflows, ensuring all client communication is appropriately logged and tracked. Configure your Conversations Inbox in Metanow CRM to manage all communications channels.

What final checks should I perform after migrating to Metanow CRM?

Cross-check all data to ensure it has been successfully migrated and there are no discrepancies between your old platform and Metanow CRM records. Validate that all workflows, automations, and campaigns are operational. Test communication channels to verify functionality. Provide training to your team on using Metanow CRM, focusing on differences from your previous platform. Monitor performance and make adjustments as necessary.

Should I immediately cancel my previous subscription after migration?

No, consider running both platforms in parallel during a transition phase to ensure no critical operations are missed. Gradually reduce reliance on your old system as Metanow CRM becomes fully operational. Before canceling your subscription, ensure all data is securely backed up. After cancellation, continue monitoring the new system for any potential issues and document lessons learned from the migration process.

Start your 7 day free trial today!