HubSpot to HubSpot Migrator Follow
Index
- Introduction
- Please read before you begin
- Important Notes
- Read-Only Standard Fields
- Pipelines and HubSpot Features limited by license tier
- Setup and Activation - HubSpot to HubSpot Migrator
- How to Uninstall the App
- Migrator Functions
Introduction
The HubSpot to HubSpot Migrator transfers data from the Source HubSpot portal to the Target HubSpot portal. This application is GDPR Compliant and hosted/processed in the EU. Custom Objects are now able to be migrated as of 01/15/2023.
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 HubSpot to HubSpot Migrator 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.
Important Notes
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.
If you are interested in migrating to a specific business unit we currently cannot migrate directly to a business unit because there are no APIS to control this at this time. However we create a field called "Original HubSpot ID" that you can use as an identifier for all migrated data for Contacts/Companies/Deals/Tickets. Simply create a filter view where "Original HubSpot ID" is not "NULL" then mass assign all of those records to the business unit of your choice and you are good to go. You can read how to do mass edits here. https://knowledge.hubspot.com/crm-setup/how-can-i-bulk-edit-contacts-companies-deals-or-tasks
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.
Read-Only Standard Fields
All of the default and custom properties that can be written map over during migration, 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/
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.
Setup and Activation - HubSpot to HubSpot Migrator
- After adding the HubSpot to HubSpot Migrator to your cart on Datawarehouse.io, you will be taken to this page:
- 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.
- 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.
- After these two connections are made, the “Continue to Checkout” option will be clickable. Please click this button to continue onwards to payment.
- 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.
- 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.
- 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.
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.
Migrator 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. |
|
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 “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. |
|
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. |
|
Custom Properties |
Custom Properties from Deals, Products, Line Items, Tickets, Contacts, and Companies will be transferred from the Source HubSpot to the Target HubSpot.
*More Details about Custom Property Migration Conditions listed at the bottom of this page. |
|
Pipelines |
Pipelines from Deals, and Tickets will be transferred from the Source HubSpot to the Target HubSpot. |
|
Deals |
Deals from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained. |
|
Products |
Products from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained. |
|
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. |
|
Tickets |
Tickets from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained. |
|
Companies |
Companies from the Source HubSpot portal will be transferred over to the Target HubSpot portal. All associations to other objects will be retained. |
|
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. |
|
Contact Lists |
Active and Static Contact lists will migrate from the Source to the Target Portal. |
|
Engagements (Notes, Meetings, Tasks, Emails) |
All Engagements related to Contacts, Companies, Deals, and Tickets will migrate from the source to the Target Portal. |
|
Custom Objects |
All Custom Objects Schemas, Properties, Data, and Associations will migrate from the Source to the Target portal. |
|
* 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. |
True |
True |
Same type |
*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 |
Property will fail to migrate If the API name is the exact same in the Source and Destination portals but the Type is different. |