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Introduction

Migrating large datasets between platforms can be a complex and challenging task. In 2023, NetNut approached OPTI to migrate 750,000 email folders from FreshSales to HubSpot.

The objective was to convert the complex folder structure into an organized format, validate and transfer the data, and associate email messages with the correct contacts in HubSpot.

OPTI was responsible to migrate all the emails and maintain the data integrity.

Provocări tehnice

Challenges

Complex folder structure - The client had 750,000 folders, each containing subfolders with important email data that needed to be meticulously organized.

Data conversion - The complex structure required conversion into a structured and readable format, such as CSV or JSON, to ensure compatibility with HubSpot.

Variable email details - Multiple variable email details, including CC and BCC email addresses, needed to be accurately processed and validated.

Contact association - Email messages had to be correctly associated with the appropriate contacts in HubSpot to enable effective marketing and communication strategies.

Spatz Medical
"They're always incredibly responsive and quick to address any requests we have."
- Ethan Harris, Spatz Medical

Solution

OPTI developed a migration script designed to handle the extensive number of files and efficiently feed them into the HubSpot API, making them appear as native HubSpot emails linked to the correct contacts.

Data conversion and extraction

  • The script traversed the FreshSales folders extracting all relevant email data.
  • The extracted data underwent rigorous validation checks to ensure its accuracy.
  • The validated data was structured into a CSV format.

Bringing emails to HubSpot

  • Each email within the dataset was assigned a unique ID to maintain organization and prevent duplication.
  • The email upload process included thorough validation steps to ensure that the data was transferred correctly.
  • The script linked multiple recipients' addresses such as those in the CC and BCC fields, to their corresponding contacts in HubSpot.
  • Emails were treated as native HubSpot messages associating them with the belonging contact.
This large-scale CRM data migration project required a custom script to handle data conversion and validation. The ETL (Extract, Transform, Load) process was optimized to ensure every email was correctly mapped to its corresponding contact in HubSpot, a critical requirement for maintaining the continuity of sales operations