Before changing export CRM: data migration, permissions and exit checks

Migrate relationships, not just rows

One company can link to several contacts, messages, quote revisions and sample feedback. Equal record counts do not establish that attachments, ownership or current terms survived.

List active quotations, unfinished samples, promised next actions and unresolved fees. Validate ongoing work separately from historical material. Business continuity determines priority, not simply ease of export.

Inspect the old system’s export first

Obtain a real sample and inspect fields, encoding, dates, files and relationships. An export label does not establish complete scope, and linked attachments may not remain available after subscription ends.

Confirm scope, permissions, charges and access arrangements with the provider. This is an operational method, not a universal retention or contractual promise.

Sample difficult records as well as clean ones

Include multiple contacts, multilingual names, duplicates, files, revisions and open tasks. Use a controlled test scope, and follow company authorization arrangements for real information.

Map relationships, timezones, custom fields and duplicate decisions explicitly. List unmapped data separately instead of discarding it or placing it into the wrong field to match counts.

1. Inventory critical work and records.
2. Export and preserve original samples.
3. Define mappings, relationships and duplicate rules.
4. Import and inspect contents as well as totals.
5. Have operators and permission owners validate separately.
6. Document gaps and acceptable alternative retention.

Define the authoritative record during cutover

Uncontrolled changes in two systems create new divergence. Specify the current source for each record, where new inquiries enter, who captures transition changes and when final reconciliation happens.

Make rollback concrete with retained records, trigger conditions and an owner. Unreadable critical files or incorrect task ownership can justify stopping expansion. Do not remove old access before necessary acceptance is complete.

Test permissions with ordinary roles

Administrator visibility does not prove correct salesperson access. Test owned, shared, restricted and transferred records with actual roles, checking both missing and excessive access. Ownership and visibility are separate.

Staff changes require customers, files and actions to have receiving owners, not merely disabling a login. Keep separate companies or tenants separated. Resolve unclear access before expanding the import.

Specify Reacho migration scope separately

Provide required data types and a small anonymized sample. Ask which parts are supported now, which need manual handling and which require external retention. Customer import does not establish one-click migration of every message, file and historical document.

Use the checklist to retain sample evidence, ownership, gaps and acceptance. Completion means operators can continue with correct records and appropriate access, while remaining history has a defined retrieval path.

Common questions