Migrating from Other CRMs
Overview¶
This guide walks you through migrating your data from any CRM to Grovana. The process involves auditing your data, preparing your Grovana workspace, exporting from your current system, and importing into Grovana.
Note
Views, workflows, and permissions must be recreated manually after migration. Plan time for this configuration work.
Step 1: Audit Your Current Data¶
Migration is an opportunity for a fresh start. Don't bring over clutter.
What to keep:
- Active contacts and companies
- Open opportunities and deals
- Important notes and activities
- Custom fields you actually use
What to leave behind:
- Outdated contacts (no activity in 2+ years)
- Duplicate records
- Test data
- Unused custom fields
Step 2: Map Your Data Model¶
Create a mapping document between your current CRM and Grovana:
| Your CRM | Grovana |
|---|---|
| Account / Organization | Company |
| Contact / Person | People |
| Deal / Opportunity | Opportunity |
| Activity | Task or Note |
| Custom Object | Custom Object |
For each field, document:
- The source field name
- The target Grovana field
- Any format transformations needed (dates, phone numbers, etc.)
Note
Keep this mapping document handy during import—you'll reference it when mapping columns.
Step 3: Set Up Your Grovana Workspace¶
Before importing data, prepare your Grovana workspace:
Create Custom Objects and Fields¶
- Go to Settings → Data Model
- Create any custom objects you need
- Add custom fields to standard and custom objects
- Configure field settings (unique, required, select options, etc.)
Warning
Fields must exist before import.
The CSV import creates records, not fields. Create all custom fields in Settings → Data Model before importing.
Invite Your Team¶
Warning
Invite users BEFORE importing data.
If your data includes user references (Account Owner, Assignee, etc.), those users must exist in Grovana before import. Otherwise, those relations cannot be mapped.
- Go to Settings → Members
- Invite all team members
- Wait for everyone to accept their invitation
- Verify all users appear in your Members list
Step 4: Export from Your Current CRM¶
Export your data from your current CRM:
- Look for an Export function (usually under Settings, Data Management, or Admin)
- Export to CSV format when possible
- Export each object type separately (Companies, Contacts, Deals, etc.)
- Include all fields you want to migrate
Export these objects (in this order for reference):
- Companies / Accounts / Organizations
- Contacts / People
- Deals / Opportunities
- Notes and Activities
- Custom objects
Step 5: Clean and Format Your Data¶
Open each exported CSV in a spreadsheet application and prepare it for Grovana.
Remove Duplicates¶
- Sort by the unique field (email for People, domain for Companies)
- Remove or merge duplicate rows
- Verify no duplicates exist in Grovana already
Format Fields Correctly¶
| Field Type | Required Format |
|---|---|
| Domain | https://domain.com |
[email protected] (must be unique) |
|
| Date | YYYY-MM-DD |
| Phone | Three columns: Number, Country Code, Calling Code |
| Boolean | TRUE or FALSE (uppercase) |
| Select fields | Use API names, not display labels |
Warning
Domain format is critical.
Use https://domain.com (not domain.com or www.domain.com). This matches Grovana's format and prevents duplicates when you connect email/calendar sync.
See How to Prepare Your CSV Files for complete formatting requirements for all field types.
Add Relation Columns¶
To link records (e.g., People to Companies), add a column with the parent's unique identifier.
Example: People CSV with Company link
firstName,lastName,email,companyDomain
John,Smith,[email protected],https://acme.com
Jane,Doe,[email protected],https://widgets.co
See How to Import Relations for detailed instructions on linking records.
Update User References¶
If your data includes user assignments (Owner, Assignee):
- Add a column with the user's email (not just their ID from the old system)
- Use the same email addresses that users used to join your Grovana workspace
See How to Prepare Your CSV Files for complete formatting guide.
Step 6: Import to Grovana¶
Warning
Import Order Matters!
Always import in this order:
- Companies first (no dependencies)
- People second (link to Companies)
- Opportunities third (link to Companies/People)
- Notes and Tasks (link to records)
- Custom objects following their dependencies
The parent record must exist before you can reference it.
Import Each Object¶
For each CSV file, in order:
- Navigate to the object in Grovana
- Click ⋮ → Import records
- Upload the CSV file
- Map columns to fields:
- Map user email columns to the appropriate relation fields
- Map relation columns (like
companyDomain) to relation fields
- Review and fix any errors in the UI
- Confirm the import
- Verify a few records before proceeding to the next file
Detailed guides:
Step 7: Large Migrations (50,000+ Records)¶
For large migrations:
| Volume | Recommended Approach |
|---|---|
| Under 10,000 records | Single CSV import |
| 10,000 - 50,000 records | Split into multiple CSV files |
| 50,000+ records | Plan the migration with your administrator or implementation partner |
Step 8: Post-Migration Setup¶
After importing data, complete your workspace configuration:
Recreate Views¶
- Set up saved views with filters, sorts, and column configurations
- Create any kanban or calendar views you need
Recreate Workflows¶
- Rebuild your automations in Settings → Workflows
- Start with the most critical workflows
- Test each one before relying on it
Configure Roles and Permissions¶
- Set up roles in Settings → Members → Roles
- Assign users to appropriate roles
Connect Email and Calendar¶
- Each user connects their own account in Settings → Accounts
- Grovana will start syncing emails to contact records
- See Email & Calendar
Train Your Team¶
- Walk through the new interface together
- Document any team-specific processes
Common Issues and Solutions¶
| Issue | Cause | Solution |
|---|---|---|
| Duplicate errors | Email/domain already exists | Remove duplicates from file, or include unique identifier to update existing records |
| Relation not found | Parent record doesn't exist | Import parent objects first (Companies before People) |
| Missing fields | Custom field doesn't exist | Create field in Settings → Data Model before importing |
| Select field errors | Using display labels | Use API names (enable Advanced mode in Settings to find them) |
| User relation empty | User hasn't accepted invite | Ensure all users accept invitations before importing |
See How to Fix Import Errors for detailed troubleshooting steps.
Post-Migration Checklist¶
Data Integrity¶
Success
All records imported (compare counts with source system)
Success
Relations working correctly (People linked to Companies)
Success
User assignments mapped correctly (Owner, Assignee)
Success
Custom fields populated
Success
No unexpected duplicates
Configuration¶
Success
Views recreated
Success
Workflows recreated and tested
Success
Roles and permissions configured
Success
Email/calendar sync connected
Team Readiness¶
Success
Team trained on new system
Success
Old CRM access plan decided (keep for reference? When to disable?)
FAQ¶
Can I migrate workflows automatically?
Not currently. Workflows must be recreated manually in Grovana.
What about file attachments?
File attachments are not included in CSV exports. You'll need to re-upload them manually, migrate via API, or contact our team for assistance.
Can I keep both systems running during migration?
Yes, we recommend keeping your old CRM running until you've verified the migration is complete. Just be careful not to create new data in both places.
How long does migration typically take?
Depends on data volume and complexity. Small migrations (under 10,000 records) can be done in a few hours. Large migrations may take several days including data cleanup and testing.