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HubSpot Sandbox Migrator Follow

Index

  1. Introduction
  2. Please read before you begin
  3. Important Notes
  4. Read-Only Standard Fields
  5. Setup and Activation - HubSpot Sandbox Migrator
  6. How to Uninstall the App
  7. Migrator Functions

 

Introduction

The HubSpot Sandbox Migrator transfers data from the Source HubSpot Production portal to the target Sandbox Portal. The applications is GDPR Compliant and hosted/processed in the EU.

 

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.

 

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.

 

 

Read-Only Standard Fields

All of the default and custom properties that can be written map over during migration, unfortunately there are historical data points such as "Created Date" and “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.

 

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/ 

 

 

 

 

A note about Read-Only Standard Fields

All of the default and custom properties that can be written map over during migration, unfortunately there are historical data points such as "Created Date" and “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.

 

 

Setup and Activation - HubSpot Sandbox Migrator

  1. Visit https://datawarehouse.io/product/hubspot-sandbox-migrator/ and go through the checkout process.
  2. After checkout is completed a datawarehouse.io representative will reach out to you to set up your Sandbox Migrator app.
  3. After the datawarehouse.io team has set up your sandbox app per your specifications you will receive a custom and secure link to initiate your migrations from. It looks like the following image.Sand.JPG
  4. 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.
  5. 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.
  6. After those two connections are made, please enter the name and email address of the person or entity the status updates and logs should be emailed too.
  7. Once that is completed click start migration and it will automatically initiate.
  8. Repeat steps 3-7 as often as you would like. Each time will initiate a separate sandbox migration.
      • The migration to the sandbox 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. Only up to 100k contact records will transfer for sandbox migrations. This is a limit imposed by HubSpot and we cannot overcome this. This limitation only applies to sandbox migrations.

 

 

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.

 

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

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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.
  1. If the user already exists in the Target Portal, the Source user will not be created.
  2. Users that have failed to be created for any reason will be logged.
  3. 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.  
  1. If the exact same folder path already exists, then the folder will not be created.
  2. Folders that have failed to be created for any reasons will be logged.

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.
  1. 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
  2. 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.
  1. 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.
  2. The migrator cannot migrate formula fields.
  3. Custom Properties that have failed to be migrated for any reason will be logged.

Pipelines

Pipelines from Deals, and Tickets will be transferred from the Source HubSpot to the Target HubSpot. 
  1. Pipelines that have failed to be created for any reasons will be logged.
  2. 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.
  1. 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.
  2. 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. 
  1. 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.
  2. Any Product that fails to be created for any reason will be logged.

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. 
  1. 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.]
  2. 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. 
  1. 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.
  2. 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. 
  1. If the same Company exists in both the Source and Target HubSpots, the company will be recreated in the Target HubSpot, resulting in a duplicate.
  2. 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.
  1. 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.
  2. Any Contact that fails to be created for any reason will be logged.
  3. "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.

Contact Lists

Active and Static Contact lists will migrate from the Source to the Target Portal.
  1. 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.
  2. 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.
  3. Active lists that are built with a filter refencing marketing emails will not migrate. This is because we cannot migrate marketing emails.

Engagements (Notes, Meetings, Tasks, Emails)

All Engagements related to Contacts, Companies, Deals, and Tickets will migrate from the source to the Target Portal.
  1. Campaign Emails do not migrate due to HubSpot API Limitations.
  2. Engagements with a significant amount of attachments will take longer to migrate and will likely extend your migration period beyond 24 hours.
  3. Comments on engagements cannot currently be migrated due to HubSpot API limitations.

 

* 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

*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.

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