How to prepare for importing data from Equisoft/connect

Discover the tips that will make importing data from Equisoft/connect easier.

Importing data from one CRM to another is a bit like moving into a new house. The key to success is to be well prepared.

We've identified a few things to check in your Equisoft/connect environment before asking them to extract your data.

Checklist

Identify contacts to import or exclude
Identify segmentation fields to be imported
Identify non-contact activities
Management of "to do" activities prior to today
Identify documents not linked to contacts
Make sure you are designated as the user of all your contacts' documents
Extraire vos FNA

Identify contacts to import or exclude

Our tool imports all the contacts that will be included in the archive that Equisoft will deliver to you.

It is therefore important to ensure that you are assigned as the user for all the contacts you wish to import into your Laylah environment.

Each user to be transferred must perform the same check.

Import only your contacts

From the Contact module, click on Show options to the right of the search box.
Select your name from the list in the User field.

Your contacts are those on which you are assigned as a User.

By filtering only your contacts, if you're missing contacts it may be because they're assigned to another user.

Identify contacts you don't want to import

You can exclude certain contacts from import without deleting them. Simply assign them the Exclude class.

This class is not usually present in your Equisoft database, so you'll need to add it.

Follow the steps described in Edit an administrator drop-down menu (Equisoft) to add the Exclude class. If you don't see this option, ask your Equisoft database administrator to do so.

Identify segmentation fields to be imported

At Equisoft/connect, several fields are used to segment customers. We import data from the following segmentation fields:

Class
Distribution list
Industry
Hobby
Source
Segment 1 to 6

All the values in these fields will be migrated to the contact file Tags field.

On the Equisoft/connect side, each of these fields has several options in its drop-down menu, and some values may no longer be used.

Delete values you no longer wish to use.

Follow the steps described in Edit an administrator drop-down menu (Equisoft) to remove values you no longer use.

This way, you won't have to clean out your Laylah contact sheets.

Identity activities that are not linked to a contact file

We import all activities and tasks, whether to-do or completed.

However, tasks and activities must be linked to a contact record in order to be imported.

You can use the Activities list or Today list view to ensure that all your activities are linked to a contact.

Management of "to do" activities prior to today

In Equisoft/connect, an activity may have taken place previously, but still be considered as a to-do activity if it has not been transferred to a completed activity.

Since we import all activities into tasks, it's important that your previous activities for which there is no further action to be taken are transferred into completed activities.

Here's how to do it.

From the Agenda module, click on the Activities list option in the left-hand vertical menu.
Select the following filters:
1. Time frame -> Late
2. User -> yourself
3. Status -> To do
Select the activities to be transferred to completed activities.
Click on the options menu button represented by a chevron pointing downwards and click on Massive Modification.
Select the Massive transfer to completed activity option from the drop-down menu.

Identify documents not linked to contacts

The import tool doesn't allow you to import documents at the moment, but we're working on it.

In the meantime, you can request your document archive from Equisoft and view the documents on your computer.

It's important that your documents are associated with a contact, otherwise it will be difficult to find them in the archive sent to you.

Here's how to do it in Equisoft/connect.

Select the Document module from the main menu.
Click on the button Click here to view all data if no data appears in the list.
Filter documents by user or remove all filters as required.
Click on the Contact column in the list twice to display contacts in alphabetical order. Documents with no contact will appear first.
Designate a contact for all documents that have no associated contact.

Make sure you are designated as the user of all your contacts' documents

Before asking Equisoft to retrieve your documents, you must be designated as the user of all your contacts' documents.

If this is not the case, documents for which you are not designated as a user may not be sent to you in the extraction..

Here's how to avoid that:

Select all your contacts in the contact list.
Click on the options menu button represented by a chevron pointing downwards and click on Massive Modification.
Select the Propagate users option and click OK.

You will then be designated as the user of all the documents of the contacts you have selected.

Extract your FNA

If you've done FNA with Equisoft/plan, make sure you've kept a copy of the FNA report in the customer's documents.

This is the only way to obtain a copy of these FNAs.