Transfer data from other apps using HubSpot Smart Transfer

With HubSpot Smart Transfer, you can move your data from other apps to HubSpot. Through its structured workflow, you'll be able to identify how data fields and objects should be mapped between HubSpot and other apps, ensuring a smoother data transfer.

With Smart Transfer, you'll be able to:

• Audit the existing data in your other app before transferring to HubSpot.
• Transfer your data from another app to HubSpot.
• Clean your data after a transfer.
• Revert a transfer. 

Before you get started 

• Smart Transfer is only available for the following apps: 
  • Pipedrive
    
  • Zoho CRM
  • Dynamics 365
  • ActiveCampaign
  • Copper
  • Mailchimp
  • Keap
  • Salesforce
  • Account Engagement / Pardot
  • Marketo
  • ZenDesk
• Only Super Admins will be able to access Smart Transfer. 

• The transfer is one-way from other apps to HubSpot. 

Access Smart Transfer

1. In your HubSpot account, navigate to Data Management > Data Integration.
2. Click Transfer data. 

3. Search for the app that you want to migrate data from and click Transfer. 

Or, you can access Smart Transfer in your account settings.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Integrations > Connected Apps.
3. Search for and select the app that you want to migrate data from.
4. Click the Smart Transfer tab.

The data transfer via HubSpot Smart Transfer can be set up using the steps in the User Guide or by accessing the individual steps under the Smart Transfer tab. 

User Guide 

The User Guide provides a list of tasks to help you get started transferring data from other apps to HubSpot:

• Audit your data: run an audit of the data that you want to transfer to HubSpot.
• Prepare your portal: run the automated configuration process to create the properties and pipelines based on the CRM configuration of the app you're transferring from.
• Sync your records: turn on the sync for the objects that you configured in the previous step.
• Transfer the rest of your data (optional): transfer with a one-time transfer data that cannot be transferred via Data Sync.
• Mark your empty properties for deletion: run a scan of your data and mark empty properties for deletion.
• Clean up empty properties: remove transfer-specific workflows and archive any empty properties marked for deletion.

Audit your data

With the Audit CRM step, you can run an audit of the data in the other app. Smart Transfer will map the data configuration (e.g., objects, properties) from the other app to HubSpot. 

The audit will include the following details about the data in the other app:

• How the objects in the other app will map to HubSpot objects, when supported. 
• Record counts for record types in the other app.
• Configuration information for each object detailing the pipelines, pipeline stages, and fields.
• For fields, whether a field is supported, its data type, the expected property type in HubSpot, and the enumeration options.
• Additional configuration settings, such as users, currencies, and date formats. 

To start the audit of your data:

1. Click Audit my data from the User guide or click Audit your data from the Smart Transfer tab.

• • The Audit Results will display objects in the other app and the corresponding objects in HubSpot.
  • The property count and record count for each object will also appear.

2. To see more details on each object, you can click on the property or record count in the [other app] Details column. 

3. After a first audit is run, you can run a second audit to check for updates.

• • To start another audit, in the upper right of the Audit Results table, click Run a new audit.
  • After running a new audit, a comparison is created to identify any configuration changes made since the previous audit. 

4. To export the results of the audit, in the upper right of the Audit Results table, click Export results.
5. To search for a specific object in the results of the audit, in the upper left of the Audit Results table, enter your search term in the search bar to look up the object. 

Prepare your portal for transfer

With the Configure transfer step, you can set up the data framework needed for the transfer from the other app to HubSpot. This lets you to control which properties, pipelines, currencies, and users will be created in HubSpot to prepare your account for the data that'll be transferred from the other app. During this step, you'll select the fields and other configuration elements you want to transfer from the other app.

As part of the configuration process, workflows will be automatically created in HubSpot to manage the differences in data models between HubSpot and the app you’re transferring from. These workflows will automatically be turned on after the configuration is complete. For example, Pipedrive has multiple fields showing the close date of a deal. HubSpot Smart Transfer will create a workflow that fills the close date in HubSpot with the value from the appropriate field in Pipedrive. The workflows that HubSpot Smart Transfer creates are different for each app you transfer data from. Learn more about the workflows for each app. 

To start configuring the transfer:

1. Click Transfer my data from the User Guide or click Configure your data from the Smart Transfer tab. 
2. On the Data types page, select the objects and data types you want to transfer to HubSpot. In the upper right, click Next. Each supported app has its own set of objects and engagements that can be transferred to HubSpot using HubSpot Smart Transfer's Data Sync, including: 

• • Calls
  • Company properties
  • Contact properties
  • Currencies
  • Deal pipelines and stages
  • Deal properties
  • Sales emails
  • Meetings
  • Notes
  • Product properties
  • Tasks
  • Users
  • Workflows

3. On the Configure page, select the properties for each object that you want to transfer to HubSpot. At the top of the page, it's recommended to turn on the toggle for Automatically sync (recommended). In the upper right, click Next. 

Please note: if you need any filters for the sync or if mappings need to be confirmed before syncing the records, it’s recommended to turn off the toggle for Automatically sync (recommended). This will prevent unwanted records from being transferred.

4. On the Review page, review the objects, properties, and pipelines you have selected to be transferred to HubSpot. 
5. In the top right, click Transfer to start the configuration transfer.
6. To download an error log for the transfer, click Download errors.

Learn more about how to resolve sync errors in HubSpot Smart Transfer. 

Sync your records 

After the configuration transfer, you can start syncing your data to HubSpot using HubSpot data sync based on the configuration set up previously. Learn more about how HubSpot data sync works. 

To start the sync:

1. Click Sync my data from the User guide or click Sync your data from the Smart Transfer tab.
2. The sync will begin to process and it can take several hours to complete depending on the volume of data. 

Once the sync is complete, you'll receive a notification in your HubSpot notification center. 

Transfer the rest of your data (optional)

After you first sync, you can transfer more data with one-time transfers for data that can't sync through Data Sync, like attachments and lists.

The data for one-time transfers is different for each app. Learn about the data that can be transferred via one-time transfers.

1. To start a one-time transfer, click Transfer my post-sync data from the User guide or click Transfer additional data from the Smart Transfer tab. 
2. On the Data types page, choose which data types you want to include in the transfer. In the upper right, click Next. 
3.  On the Review page, review the properties, pipelines, and other settings that'll be created. In the upper right, click Transfer. 

Please note: the data transferred through one-time post-sync transfers won't be part of an ongoing sync and thus won't automatically stay up-to-date.

Next steps

Learn more about HubSpot Smart Transfer: 

• Mark empty properties for deletion in HubSpot Smart Transfer.
• Resolve sync errors in HubSpot Smart Transfer.
• Revert a transfer in HubSpot Smart Transfer.