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GoldMine to Microsoft Dynamics CRM, Post III: Migrating Customer Details

This Post is the third in a series of four about migrating from GoldMine to Microsoft Dynamics CRM. It details system preparation and migrating contact details, including email and web addresses. The final post will step through the process of migrating activities, history, emails, attachments and opportunities.

This Post covers:

  • Installing Inaport
  • Installing Inaport Migration Maps
  • Setting up Connectors for GoldMine and Microsoft Dynamics CRM
  • Preparing the GoldMine Database
  • Preparing the Microsoft Dynamics CRM Database
  • Mapping System Users from GoldMine to Microsoft Dynamics CRM
  • Migrating Customer Details from GoldMine to Microsoft Dynamics CRM
  • Migrating GoldMine email and web addresses to Microsoft Dynamics CRM

To speak with an InaPlex consultant about your migration needs, email here to request a call or webinar; otherwise, please read on.

Installing Inaport

Inaport can be installed on any system that has connectivity to the GoldMine database and attachments, and to the Microsoft CRM system. Inaport supports:

  • GoldMine v 6.0 and greater
  • Microsoft Dynamics CRM (online and on premise) v 4.0 and greater

To purchase a license, go to http://www.inaplex.com/Licensing/Store.aspx and select Purchase/Evaluation from the left side bar. This will let you purchase a license which will be emailed to your specified email address. You will be given the option to download the Inaport software immediately, or can do this later by selecting Download Software from the left side bar.

To get an evaluation license, go to http://www.inaplex.com/Licensing/Store.aspx and continue with evaluation options. There is no charge for an evaluation license and no need to put down any credit card. You will be given the option to download the Inaport software immediately, or can do this later by selecting Download Software from the left side bar.

Setup and testing can be done with an evaluation license and then used with the full license when it is purchased.

Installing Inaport Migration Maps

Inaport Migrations Maps are provided at no charge with the purchase of an Inaport 30 day Professional license, or a full Professional License. Migration Maps provide a great deal of automation, and can be modified and extended to accommodate any user-specific elements.

To download a Migration Map go to http://www.inaplex.com/Licensing/Store.aspx and select Download Software. There is no limit to the number of Migration maps that can be downloaded, however, maps need an Inaport license containing a connector to the target CRM system to run.

Migration Maps only work with Inaport Professional. Most migrations require an Inaport 30 Day Professional License, however if there is ongoing data integration a full license is needed. 30 Day Licenses can be upgraded to a full license for the difference in license price.

Setting up Connectors for GoldMine and Microsoft Dynamics CRM

After installation, the next step is to create connectors to the GoldMine database and Microsoft CRM. There are movies on the web site that show how to do this for Microsoft CRM:

When migrating from GoldMine there is usually no need to create a connector; it is normally easier to use an SQL connector to the GoldMine database.

You will now have Inaport configured to transfer GoldMine information into and out of Microsoft Dynamics CRM.

Preparing the GoldMine Database

As previously mentioned, inconsistencies in the GoldMine data (often referred to a “dirty data”) can hinder successful migration, so at least some time should be spent reviewing the status of the GoldMine data and deciding what needs to be “cleaned” and whether there is any data that shouldn’t be migrated.

Of particular interest is how companies and company names have been handled. GoldMine is a contact-centric database, while MS CRM is a company-centric database. For this reason, consistency in company names is especially important. For example, there may be some contacts at InaPlex represented in slightly different ways:

  • Babe Ruth, InaPlex Incorporated
  • Richard Feynman, InaPlex
  • Queen Elisabeth, InaPlex Inc
  • Thomas Jefferson, Inaplex Inc,
  • Florence Nightingale, Inaplex inc.

During a migration, the migration maps will use the name of the company to match the account in MS CRM. If the name is not found, a new account is created and the contact placed under it. If the account name is matched, the contact is placed under the match. When there are slight variations in account name, as in the example above, this needs to be addressed so that a new company is not set up for each name.

Fortunately, in this example, the Inaport migration maps would automatically normalize the company name so that all the above items would be recognized as one company. Normalization automatically manages typical variations in names to avoid duplication.

The normalization process does, however, have its limitations; for instance, “InaPlex US” and “InaPlex UK” would not be matched. Inconsistencies such as these require a little more attention.

It is possible to use other pre-defined matching functions – for example, you may have an account or company identifier in a KEY field – to overcome company name inconsistencies. If there isn’t one that meets your requirements Inaport has other capabilities that can be used, for instance “fuzzy matching” functions that allow you to use string similarity scoring. Such functions are part of the Professional license and provide extensive capability to complement the standard normalization provided with Migration Maps.

Preparing the Microsoft Dynamics CRM Database

Before starting to import data from GoldMine, the following needs to be addressed in MS CRM:

  • Create any required users. Inaport has the ability to map record ownership from GoldMine to Microsoft CRM, but the users must be created in MS CRM first.
  • Create any required custom fields. Areas to consider for custom fields include:
    1. The KEY1-5 fields in the CONTACT1 table; there are not obvious fields in the Contact entity in CRM for them.
    2. Other CONTACT1 fields to consider are MERGECODES and the PHONE Extension fields
    3. Contact2 UDEF fields.
  • If Details Tab data is being migrated from GoldMine, decide whether or not a custom entity in CRM is needed to store the data.

Mapping System Users from GoldMine to Microsoft Dynamics CRM

Inaport gives you the ability to establish a mapping between the users in GoldMine and the users in Microsoft CRM. This mapping is used by all the standard profiles to map the record ownership from GoldMine to MS CRM – i.e. a record that is owned by John Smith in GoldMine will be owned by John Smith in MS CRM, provided you establish the mapping. You can also map multiple GoldMine users to a single MS CRM user, to handle cases where the GoldMine user is no longer with the company, for example.

If you are using an SQL connector to the GoldMine Database you will need to make a small modification to the database to allow Inaport to identify the users

To do this, set up a small table in the database that holds summary user information by following these steps:

  1. Open the GoldMine database in SQL Management Studio
  2. Run the following SQL statement:
select username id, username [login], username [name] into ip users
from users

To establish a user map:

Login to Inaport

  1. Make sure the connectors have been created
  2. Go to Tools – User Map; select the GoldMine connector as the source and the MS CRM connector as the target, and click Get Users
  3. Select a user from the source column, a user from the target column, and Click ‘Add to map’

Once software is in place, connectors have been established, databases prepared and maps implemented, the migration process can be started. Following are details on migrating GoldMine companies and contacts, and their email and web addresses to Microsoft Dynamics CRM.

Migrating Customer Details from GoldMine to Microsoft Dynamics CRM

There are five standard profiles for migrating companies and contacts from GoldMine:

  1. 01_CompanyContact
    Import the company and contacts to accounts and contacts in MS CRM
  2. 02_ContactEmail
    Update the contacts with the emails from GoldMine
  3. 03_ContactWeb
    Update the contacts with web addresses from GoldMine
  4. 04_AdditionalContacts
    Import the secondary contacts from GoldMine into main contacts in MS CRM
  5. 05_AdditionalContact_Emails
    Import the email addresses for additional contacts

These profiles are designed to be run in the order above. Secondary contacts are imported to the same account as their primary contact.

To ensure that runs perform as expected, use the Inaport Preview function. This function lets you see what the data will look like after all clean-up and transformation has been applied. The Inaport Preview function applies profile rules to the source data so that you can see their effect without committing any changes to the target database. This makes it easy to tweak profiles and be confident they’re doing exactly what is expected. The Inaport Preview function provides an useful safety net for the entire migration process.

Migrating Company and Contact Details

The CompanyContact Profile is relatively straightforward and rarely requires intervention, unless you need to map custom fields, such as KEY1…..5.. As mentioned previously in this Post, although there can be data inconsistencies, Inaport functions automatically handle a lot of the discrepancies within data fields, such as different telephone formats and different name conventions.

Should data need to be “cleaned” further, Inaport has a range of data transformation tools, including fuzzy matching, to help ensure data is consistent and clean, and that duplicates are blocked.

Migrating GoldMine email/web addresses to Microsoft Dynamics CRM

SQL Pivot statements are an excellent way of overcoming the problems arising from different data conventions involving on-to-many data formats across various CRM systems, which is the problem when migrating web addresses from GoldMine to other CRM systems. Full details on how to do this can be found in our blog post Migrating GoldMine Email and Web Addresses,

Conclusion

Managing the migration of email and web addresses from GoldMine demonstrates how the inconsistencies across different CRM systems can complicate the migration process.

It also demonstrates, however, the flexibility and power of Inaport, and how it can be used to manage quite complex data formatting challenges. The next post looks at this in even more detail as we show how to migrate Activities, History, Emails, Attachments and Opportunities from GoldMine to Microsoft Dynamics CRM – something that most migration “solutions” address poorly, if at all.

If you have questions about this post, or need more information on migrating from GoldMine or any other CRM system, click here to request a call from one of our experienced consultants. Meanwhile, look out for the concluding post on Migrating from GoldMine to Microsoft Dynamics CRM, coming soon.

Inaport, from InaPlex, delivers CRM integration and data migration solutions for leading CRM systems including Salesforce, Microsoft Dynamics CRM, Sage CRM, Infor CRM (previously Saleslogix), Goldmine and ACT. It has a range of connectors and maps for quick results, and its straightforward approach provides a wealth of powerful functions. To learn more please book a free webinar, download a free 30 day evaluation license, or visit the InaPlex website.

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