Index

1. Introduction
2. Please read before you begin
3. Read-Only Standard Fields
4. Property Group Filtering
5. Pipeline Filtering
6. Pipelines and HubSpot Features limited by license tier
7. HubSpot to HubSpot Migrator
   • Important Notes 
   • Setup and Activation
8. HubSpot Schema Replicator
   • Important Notes
   • Setup and Activation
9. How to Uninstall the App
10. App Functions

 

Introduction

The HubSpot to HubSpot Migrator transfers your schema and data from the Source HubSpot portal to the Target HubSpot portal. This application is GDPR Compliant and hosted/processed in the EU. 

 

The HubSpot Schema Replicator only copies your HubSpot Schema from the Source HubSpot portal into the Target HubSpot portal. It does not copy data. Only the configuration/setup of certain parts of HubSpot.

 

Please read before you begin

Please ensure that you are a Super Admin in HubSpot before initiating the migration process or it may fail to complete.

 

Upon completion of your purchase of the app the migration process will automatically start. The app is a single use license so if you need to run multiple migrations you will have to purchase the app again. We do offer volume discounts and if you reach out to our support team they will discuss that with you. Please be aware of this before proceeding with purchasing the tool.

 

Read-Only Standard Fields

All of the default and custom properties that can be written will automatically map over during migration, but unfortunately there are some historical data points such as “Became a Customer On” and “Original Source Drill-Down” that are Read-Only formulas. Those we cannot write into the destination portal and therefore they will not map but rather “recalculate” the formula upon completion of the migration. The same applies to web analytics as that data is all read only and it is just not possible to write that to another portal. The source portals Deal "Created Date" property, and Ticket "Created Date" property will be migrated to the destination portal.

 

However if you are worried about losing that information don't worry! Our tool Ultimate Data Export exists to export all of that data and more out of HubSpot so that you still have access to that data for reporting purposes during the transition period. https://datawarehouse.io/product/hubspot-ultimate-data-export/ 

 

Property Group Filtering

Only Available in the Schema Replicator and Pro version of the HubSpot to HubSpot Migrator.

 

This function allows for the filtering of properties within selected property groups. This allows you to define which properties you want to migrate/replicate via their inclusion in a specific property group. If you only want to migrate/replicate a select set of properties simply assign them to the same property group or groups that you want to migrate/replicate. Then the app will only migrate/replicate the properties in the selected groups.

 

If you wish to migrate/replicate everything for a given object, select no options during this step.

 

The following property definitions and the data for these properties are always migrated regardless of your selections below in order to ensure the migration can be completed.

 

Contacts

• Contact Name
• Contact Email
• Business Unit Assignment when applicable

Companies

• Company name
• Company Domain
• Business Unit Assignment when applicable

Deals

• Deal Name
• Deal Pipeline
• Deal Pipeline Stage
• Business Unit Assignment when applicable

Tickets

• Ticket Name
• Ticket Pipeline
• Ticket Pipeline Stage
• Business Unit Assignment when applicable

Products

• Product Name
• Billing Frequency
• Unit Price

 

Pipeline Filtering

Only Available in the Schema Replicator and Pro version of the HubSpot to HubSpot Migrator.

 

This function allows for the filtering of pipelines. This allows you to define which pipelines and records within those pipelines that you want to migrate/replicate. If you only want to migrate/replicate select pipelines then you should select which pipelines you want.

 

If you wish to migrate/replicate all pipelines and records for a given object, select no options during this step.

 

Pipelines and HubSpot Features limited by license tier

If you have the standard sales pipeline in the source and destination portal please change the name of the pipeline in the source portal to something else before running the migrator unless you want those two pipelines to merge. All custom pipelines will merge from the source to the destination without issue. Beyond just pipelines the migrator will abide by the limitations set by the HubSpot API. It is your responsibility to understand those limitations before proceeding.

 

Please also note that depending on your version of HubSpot not all pipelines may be able to migrate. This is due to the aforementioned limitations Imposed by HubSpot and is not a deficiency in our tool. To circumvent this you must insure the total quantity of pipelines that will end up in the source is within those limitations. Generally speaking you should only be concerned about this if you are migrating to a Free or Starter HubSpot portal.

 

You can read about those limitations and more here https://legal.hubspot.com/hubspot-product-and-services-catalog.

 

HubSpot to HubSpot Migrator

 

Important Notes- HubSpot to HubSpot Migrator

The HubSpot to HubSpot Migrator is a version of the HubSpot Migrator app that migrates both the Schema and Data of one HubSpot Portal into another one. An example of a Schema would be the all of the Contact properties. An example of "Data" would be all of your contact records.

 

During the migration process, Owners of the Target HubSpot will have all of their relevant data associated with them. In this process, unless otherwise configured in the HubSpot portal itself, the user can potentially receive a massive amount of emails informing them of new data being assigned to them. It may be a good idea to either change this configuration beforehand on the Target HubSpot portal, or to warn your users of the upcoming emails. You can see how to change your notifications here https://knowledge.hubspot.com/settings/how-to-set-up-user-notifications-in-hubspot.

 

It is very common that you will find the need to clean the destination portal of duplicates or fields that are no longer needed after you migrate so you should plan to do that. It is also common that when you are migrating large volumes of data that some records may not be able to migrate due to various reasons such as improper characters and duplicate data. By using our tool you accept that you understand this can occur.

 

Do not feel the need to re-create custom properties or pipelines before initiating the migration, the tool will do that for you and if you attempt to do it yourself first you may experience errors during the migration process. If migrating into a sandbox you can and should use the native import feature to create your pipelines, workflows, etc.

 

The "Rollup" type of custom calculation properties cannot be created via the HubSpot APIS, and because of this our application cannot migrate them.

 

Custom Call/Meeting types cannot be migrated due to API limitations. However if the Custom Call/Meeting types from the source portal are created in the destination portal prior to running the migrator the data will map correctly to those Custom Call/Meeting types.

 

If you are interested in migrating to a specific business unit you will need to use the Pro version of the app.

 

If you are using a currency in the Source portal please make sure that same currency is enabled in the destination portal prior to the migration. Otherwise certain pieces of data may fail to migrate. For example if you have line items in the EUR currency in the source portal, and EUR is not enabled as a currency in the destination portal, if you attempt the migration those records will fail to migrate.

 

Setup and Activation - HubSpot to HubSpot Migrator

1. After adding the HubSpot to HubSpot Migrator to your cart on Datawarehouse.io, you will be taken to this page:
2. The “Authorize Source HubSpot” button will allow you to connect your Source HubSpot portal to the application. Reminder, the Source HubSpot Portal is where your data flows out from.
3. The “Authorize Target HubSpot” button will allow you to connect your Target HubSpot portal to the application. Reminder, the Target HubSpot Portal is where your data will go.
4. After these two connections are made, the “Continue to Checkout” option will be clickable. Please click this button to continue onwards to payment.  
5. When the payment is completed and the order is received, the migration will proceed automatically. You will receive an email informing you of the start of your migration.
6. The migration will usually complete in 24 hours, but may take longer depending on the amount of data your Source HubSpot portal contains. You will receive an email informing you of the completion of your migration once it is done.
7. During the process of migration, please refrain from making drastic changes to the Source HubSpot portal or the destination portal. Any changes made on the Source HubSpot portal, depending on the time of the change and the progress of the migration, may not be reflected on the Target HubSpot portal.
   
   

 

HubSpot Schema Replicator

 

Important Notes

The HubSpot Schema Replicator is a version of the HubSpot to HubSpot Migrator app that only replicates the Schema/Setup of a HubSpot portal from one portal into another. It does not migrate data, for example this version of the application will migrate all of your Contact properties but it will not migrate your Contact data.

 

The "Rollup" type of calculation properties cannot be created via the HubSpot APIS, and because of this our application cannot replicate them. All Calculation properties created via the HubSpot APIs that this app uses cannot be edited in the User Interface in HubSpot and they must be edited via APIS. This is a limitation with the HubSpot APIS and not our application. You can read about it here. https://developers.hubspot.com/docs/api/crm/properties If you need to alter or adjust the calculation properties after a replication we recommend deleting them in the destination and altering them in the source and running the application again.

 

If you are using a currency in the Source portal please make sure that same currency is enabled in the destination portal prior to the replication. Otherwise certain properties may fail to migrate. For example if you have a calculation property that references the EUR currency in the source portal, and EUR is not enabled as a currency in the destination portal, if you attempt the replication that calculation property would fail to replicate.

 

Currently this version of the application cannot replicate, call/meeting types, workflows, reports, and dashboards but we are working on adding this functionality as soon as the authorized and secure public APIS for it are made available.

 

Setup and Activation - HubSpot Schema Replicator

1. After adding the HubSpot Schema Replicator to your cart on Datawarehouse.io, you will be taken to this page:
2. The “Authorize Source HubSpot” button will allow you to connect your Source HubSpot portal to the application. Reminder, the Source HubSpot Portal is where your schemas are copied from.
3. The “Authorize Target HubSpot” button will allow you to connect your Target HubSpot portal to the application. Reminder, the Target HubSpot Portal is where your schemas will copy too.
4. After these two connections are made, the “Continue” option will be clickable. Please click this button to continue onwards to the configuration screen.
5. On the configuration screen you can check which schemas you do and do not want to replicate. Once you are ready click the "Continue to Checkout" button.
6. When the payment is completed and the order is received, the schema migration will proceed automatically. You will receive an email informing you of the start of your schema migration.
7. The schema replication will complete in about 15 minutes or less, but may take longer depending on the amount of schemas you replicate. You will receive an email informing you of the completion of your schema replication once it is done.
8. During the process of replication, please refrain from making drastic structural changes to the Source HubSpot portal or the destination portal. Any changes made on the Source HubSpot portal, depending on the time of the change and the progress of the migration, may not be reflected on the Target HubSpot portal.

 

How to Uninstall the App

*Do not perform these step until you are done using the Migrator

1.  Open up your Source or Destination HubSpot Portal. In the top right section of HubSpot click on the house icon.

2. A menu will drop down. Click on the Connected apps link.

 

3.  Then click on the actions button for the HubSpot to HubSpot migration app. And click uninstall.

4. Perform this same sequence in the remaining Source or Destination portal to finish uninstalling the app.

 

 

App Functions

 

Object Type	Process	Errors and Duplicates
Owners	The emails of the Source HubSpot Owners will be used to create new users in the Target HubSpot portal. These new users will only have default privileges, and will need to be given their correct levels of permission.	If the user already exists in the Target Portal, the Source user will not be created. Users that have failed to be created for any reason will be logged. Deactivated Users that are still record owners will not migrate
Folders	The folders of the Source HubSpot will be copied and created in the Target HubSpot. The names and path of the folders will remain the same. Two extra folders named “root” and “source_hubspot_attachments” will be created. The “root” folder will hold files that previously existed in the Source HubSpot portal’s root directory. This is due to HubSpot not allowing files to be created directly in the root directory via API. The “source_hubspot_attachments” will contain files from the Source HubSpot that are of HIDDEN_PRIVATE status. These include attachments of objects like deals, companies, and engagements.	If the exact same folder path already exists, then the folder will not be created. Folders that have failed to be created for any reasons will be logged. Product Folders, and Forms folders are not migrated due to API Limitations.
Files	Files from the Source HubSpot will be downloaded directly from the Source HubSpot into the Target HubSpot. The Migrator Application will not store any files. Files that previously existed in the Source HubSpot portal’s root directory will be stored into the Target HubSpot portal’s “root” folder. Attachments whose directory was otherwise hidden in the Source HubSpot Portal will now be stored and visible in the “source_hubspot_attachments” folder.	Hidden attachments with the exact same name may have an additional number appended to the end of them. These will still be correctly associated with their respective objects If a file name has a character in it from a Language not supported in the Destination portal then that file may fail to migrate. Files names with special characters may fail to migrate due to API limitations. Files that have failed to be added for any reasons will be logged.
Custom Properties	Custom Properties from Deals, Products, Line Items, Tickets, Contacts, and Companies will be transferred from the Source HubSpot to the Target HubSpot. Any property that is generated by HubSpot, but not included in a default portal, cannot be transferred over due to the limitations of HubSpot’s API. An example of which is “hs_price_usd”, a Product property.   *More Details about Custom Property Migration Conditions listed at the bottom of this page.	"If a custom property of the same internal name exists in both the Source and Target HubSpots, the Migrator will attempt to combine the options of the Source and Target HubSpots, and then update the Target HubSpot with the new list of fields. Internal name does not match then it will create a new value or fail to migrate that property/value" The following property settings cannot be migrated due to API limitations. Set min character limit, Set max character limit, Restrict to numeric values, Don't allow special characters, Show in search results. Custom Properties that have failed to be migrated for any reason will be logged. The migrator will create a custom property called Origin Portal ID to designate records that were migrated and to identify which portal they came from.
Pipelines	Pipelines from Deals, and Tickets will be transferred from the Source HubSpot to the Target HubSpot.    With the Pro version of the app you can filter which pipelines you want to migrate from the source and the app will only migrate those pipelines and the deals within them.	Pipelines that have failed to be created for any reasons will be logged. If a pipeline has the same name it will be merged.
Deals	Deals from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained.	If the same Deal exists in both the Source and Target HubSpots, the deal will be recreated in the Target HubSpot, resulting in a duplicate. Any Deals that fail to be created will be logged.
Products	Products from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained.	If the same Product exists in both the Source and Target HubSpots, the product will be recreated in the Target HubSpot, resulting in a duplicate. Any Product that fails to be created for any reason will be logged. Product Folders are not migrated due to HubSpot API Limitations.
Line Items	Line Items from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained.	If the same Line Item exists in both the Source and Target HubSpots, the line item will be recreated in the Target HubSpot, resulting in a duplicate.] Any Line Item that fails to be created for any reason will be logged.
Tickets	Tickets from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained.	If the same Ticket exists in both the Source and Target HubSpots, the ticket will be recreated in the Target HubSpot, resulting in a duplicate. Any Ticket that fails to be created for any reason will be logged.
Companies	Companies from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained.	Companies are deduplicated/merged using the domain name property in HubSpot. If the same Company Domain Name exists in both the Source and Target HubSpots, the company record will be merged in the Target HubSpot. Domain Name is the "key" for merging Companies. Companies that do not contain the same Domain Name, but have the same Company name will not be merged. This may result in duplicates. Any Company that fails to be created for any reason will be logged.
Contacts	Contacts from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained. Contacts are mapped and merged using the contact email address. Contacts without an email address will not be migrated. In the event that the Source HubSpot has a Contact with a Custom Property with values that are invalid for the Custom Property type (ex. Having the value “yes” for a boolean type field), then the contract will be transferred without the invalid property in question.	If the same Contact exists in both the Source and Target HubSpots, the Target HubSpot’s contact will be updated with the information from the Source HubSpot. Extra information will be added, and conflicting fields will be overwritten by the data from the Source HubSpot. Any Contact that fails to be created for any reason will be logged. "Marketing Contact" status is not migrated and all contacts migrated are migrated as Non-Marketing Contacts. You can select all migrated contacts inside of HubSpot after the migration and flag them as marketing contacts as needed.
Lists	Active and Static Contact lists will migrate from the Source to the Target Portal. Company lists and Deal lists are not migrated due to API limitations.	If an active list in the source portal references a form as part of a filter it will not migrate. This is because we do not migrate forms. Active Lists that are built with a filter that references historical web traffic data will not populate with the same information. This is because we do not migrate historical web traffic data. Active lists that are built with a filter refencing marketing emails will not migrate. This is because we cannot migrate marketing emails. Active lists that reference objects/records that we cannot migrate will not be migrated. The migrator will create a list of all contacts migrated from the source portal. List Folders are not migrated due to HubSpot API Limitations.
Forms (Schema Only)	All Form types will migrate from the source to the target portal   No form submissions are migrated. We only migrate the form setup.	Forms are matched on an exact name match. If a form already exists it will be updated. If it does not exist it will be created. Assigned campaign is not migrated. The Form Submission notification setting is only migrated if the owner/team was migrated or if it already exists in the destination If a form is assigned to the default BU part of a Pro migration or Schema Replication and you want to assign it to a different BU you will need to clone the form in the HubSpot UI and assign it to the BU you wish to associate the form with. If forms reference a custom lifecycle stage they will fail to migrate. This is because we are unable to migrate custom lifecycle stages. Forms Folders are not migrated due to HubSpot API Limitations.
Engagements (Notes, Meetings, Tasks, Emails, Calls, SMS, Postal Mail)	All Engagements related to Contacts, Companies, Deals, and Tickets will migrate from the source to the Target Portal.	Campaign Emails do not migrate due to HubSpot API Limitations. Engagements with a significant amount of attachments will take longer to migrate and will likely extend your migration period beyond 24 hours. Comments on engagements cannot currently be migrated due to HubSpot API limitations. Custom Call/Meeting types cannot be migrated due to API limitations. However if the Custom Call/Meeting types from the source portal are created in the destination portal prior to running the migrator the data will map correctly to those Custom Call/Meeting types. Call recordings are migrated if the call was made and recorded natively in HubSpot. This party apps that store call recording are not migrated.
Custom Objects	All Custom Objects Schemas, Properties, Data, and Associations will migrate from the Source to the Target portal.	HubSpot as of 1/14/2023 has a maximum limit of 10 total custom objects schemas per HubSpot Portal. Our application cannot breach these limits. As an example if the source portal has 5 custom object schemas, and the destination portal has 7 custom object schemas, only 3 custom object schemas from the source will be migrated. The remainder will be ignored. If a custom object schema in the source matches a custom object schema in the destination, the custom object data and associations from the source will migrate into the existing custom object in the destination. If the schema does not match exactly then the app will create a new custom object in the destination and migrate the data into that object. Any Custom Object that fails to migrate for any reason will be logged.
Business Units	With the Pro version of the app you can filter which business units you wish to migrate from and too.   Business Units themselves are not migrated as it is not possible to create a new Business Unit via APIs.	You can only select one Business Unit to migrate to and/or from in a single migration run. Any Business Unit assignment that fails to migrate for any reason will be logged.

 

 

* Custom Properties Migration Details.

 

Property exists in Destination	Property exists in Source	Type(s)	Expected Action
True	False	any	Any new Contact created as a result of migration from the Source portal have the default value from the destination set for this property
False	True	any	New Custom Property created. All Contacts in Destination portal have the default value set, unless there is a matching Contact in the Source portal, in which case it is set to the value of the property for that Contact in the Source portal
True	True	Same type/Internal Id Match	*Example* If the value options are a List, these are merged to a single list covering all options in both Portals.
True	True	Different Type/Internal Id Match	Property will fail to migrate If the API name is the exact same in the Source and Destination portals but the Type is different.
True	True	Different Label, Same Type / Internal Id match	Label change will migrated. The rest of the data will be migrated normally. *Example* If the Picklist property is named Industry in the source, and Vertical in the detitanation but the internal name matches, the Property Label will be renamed to Industry. The picklist options are merged to a single list covering all options in both Portals.