Migrating from Self-Hosted to Cloud

Overview¶

This guide walks you through migrating your data from a Grovana self-hosted instance to Grovana Cloud. The process involves setting up your cloud workspace, exporting your data, and re-importing it.

Step 1: Create Your Cloud Workspace¶

1. Arrange a managed workspace with the Grovana team and use the supplied workspace address
2. Complete the initial setup wizard
3. Note your new workspace URL

Step 2: Recreate Your Data Model¶

Before importing data, recreate your custom objects and fields:

1. Go to Settings → Data Model in your cloud instance
2. Create custom objects that match your self-hosted setup
3. Add custom fields to standard and custom objects
4. Configure field settings (unique, required, etc.)

Step 3: Invite All Users¶

1. Go to Settings → Members in your cloud instance
2. Invite all team members who had accounts on self-hosted
3. Wait for everyone to accept their invitation
4. Verify all users appear in your Members list

Step 4: Export Data from Self-Hosted¶

Export each object from your self-hosted instance:

1. Navigate to each object (Companies, People, Opportunities, etc.)
2. Configure the view to show all columns you want to migrate
3. Click ⋮ → Export view
4. Save each CSV file with a clear name (e.g., companies-export.csv)

Export in this order (for reference when importing): 1. Companies 2. People 3. Opportunities 4. Custom objects (following their dependencies) 5. Tasks, Notes

Step 5: Update Workspace Member References¶

The exported CSVs contain user IDs from your self-hosted instance. These IDs won't match your cloud instance, so you need to replace them with emails.

For each CSV file with user references (Owner, Assignee, etc.):

1. Open the CSV in a spreadsheet application
2. Add a new column next to each user ID column (e.g., accountOwnerEmail next to accountOwnerId)
3. Fill in the email address of each user
4. You can delete the old ID column or leave it (it will be skipped during import)

Example:

Before:

name,domain,accountOwnerId
Acme Corp,https://acme.com,old-uuid-123

After:

name,domain,accountOwnerEmail
Acme Corp,https://acme.com,[email protected]

Step 6: Plan Your Import Order¶

Import files in the correct order to maintain relationships:

1. Companies first (no dependencies)
2. People second (link to Companies)
3. Opportunities third (link to Companies and People)
4. Custom objects (following their dependencies)
5. Tasks and Notes last (link to other records)

See How to Import Relations for details on maintaining relationships.

Step 7: Import to Cloud¶

For each CSV file, in order:

1. Navigate to the object in your cloud instance
2. Click ⋮ → Import records
3. Upload the CSV file
4. Map columns to fields:
5. Map user email columns to the appropriate relation fields
6. Map other columns as usual
7. Review and fix any errors
8. Confirm the import
9. Verify a few records before proceeding to the next file

Step 8: Recreate Configuration¶

After importing data, manually recreate:

Views¶

• Recreate saved views with filters, sorts, and column configurations
• Set up any kanban or calendar views

Workflows¶

• Recreate automations in Settings → Workflows
• Test each workflow before relying on it

Roles and Permissions¶

• Configure roles in Settings → Members → Roles
• Assign users to appropriate roles

Integrations¶

• Reconnect email and calendar sync for each user
• Reconfigure any API integrations with new API keys

Post-Migration Checklist¶

FAQ¶

Need Help?¶