Cornerstone: Microsoft Dynamics 365 to HubSpot CRM Migration

Client

Cornerstone

Timeline

2.5+ months

HighLevel Subscription

GCP

Hubspot

Microsoft Dynamics 365

Task

Migrate vast CRM data from Microsoft Dynamics 365 to HubSpot, ensuring a seamless transition without data loss or workflow disruption.

Problem Statement

Complex Data Migration

The CRM contained a wealth of information, with over 21,000 contacts and more than 12,000 companies, each with a variety of attributes. Careful mapping was essential when transferring deal pipelines and activities to ensure that everything remained structurally sound.

Maintaining Data Integrity

It was essential to maintain precise connections among contacts, companies, and deals. To achieve this, custom properties had to be established in HubSpot to ensure compatibility with Dynamics 365.

Handling Large Data Volumes

The migration involved handling large volumes of data for over 48 hours while ensuring no downtime occurred. Additionally, attachments stored in SharePoint needed to be reorganized prior to the migration.

Complex Data Migration

Maintaining Data Integrity

It was essential to maintain precise connections among contacts, companies, and deals. To achieve this, custom properties had to be established in HubSpot to ensure compatibility with Dynamics 365.

Handling Large Data Volumes

Our Solution

Secure & Authorized Data Extraction

OAuth 2.0 Authentication Setup

To enable secure access, we registered an Azure App with OAuth 2.0 authentication, obtaining a Client ID, Client Secret, and Tenant ID.

API Permissions & Admin Consent

Configured necessary API permissions under Microsoft Graph API and Dynamics 365 API, ensuring full access to CRM and SharePoint data.

JavaScript-Based Data Extraction

Developed JavaScript scripts to authenticate via OAuth 2.0, fetch data from Microsoft Dynamics 365, and handle pagination for large datasets.

Secure & Authorized Data Extraction

Data Processing & Transformation

Data Cleaning & Structuring

Python scripts processed raw CRM data, ensuring consistency, accuracy, and proper formatting before migration.

Custom Property Mapping

Created custom properties in HubSpot to mirror Dynamics 365 fields, preserving data relationships.

Time Zone & Financial Adjustments

Converted deal closing dates from Bangladesh Standard Time (BDT) to Eastern Standard Time (EST) and normalized deal amounts for financial accuracy.

Data Processing & Transformation

Seamless Data Migration & Associations

Bulk Contact & Company Migration

Transferred 21,307 contacts and 12,331 companies with their respective properties, ensuring no data loss.

Deal & Activity Migration

Migrated 300+ deal properties, including tasks, emails, notes, and appointments, while maintaining original associations.

Automated Relationship Mapping

Node.js scripts linked contacts, companies, and deals correctly, maintaining the integrity of CRM workflows.

Seamless Data Migration & Associations

Performance Optimization & Attachment Migration

Google Cloud VM for High-Volume Processing

Deployed migration scripts on a Google Cloud VM, allowing 48+ hours of continuous data processing without disruptions.

Structured Attachment Migration

Reorganized SharePoint folders, extracted attachments, and uploaded them to HubSpot in a structured manner.

Error Handling & Efficiency Improvements

Implemented retry mechanisms and validation checks to minimize errors and enhance migration performance.

Performance Optimization & Attachment Migration

Results

100% Data Accuracy & Integrity

We successfully migrated all CRM data, ensuring no loss or corruption occurred, while maintaining the correct relationships among contacts, deals, and companies.

Improved CRM Usability

Enhanced HubSpot by implementing structured data, which streamlined usability and accessibility. Automation of various processes significantly minimized manual tasks and reduced the likelihood of errors.

Faster & More Efficient Migration

Successfully executed the migration with little to no downtime by leveraging cloud automation tools, while also decreasing processing times even when managing large-scale data transfers.