VitaeChoose one complete piece of work
A good first workflow has a clear beginning, an owner and a result. For a service firm, that might be a website enquiry becoming a qualified sales conversation. For a recruitment agency, it might be a new client brief moving into a hiring pipeline.
- List the tools and people involved today.
- Write down which information gets copied or lost.
- Define the result you will check: a complete client record, an assigned owner and a visible next action.
Decide what moves and what stays
Bring the records needed for the first workflow. Keep specialist tools where they still serve a purpose. Agree the export format, fields, owners and history before anyone changes the source system.
- Include company and contact identifiers so records can be matched.
- Separate active work from records kept only for reference.
- Check attachments, notes, consent records and access restrictions explicitly.
Validate a small sample first
Review representative records with the people who use them. Check duplicates, custom fields, dates, currency and ownership. Compare record counts and sample histories with the original export. An import is only useful when the team can trust the result.
- Keep a secure copy of the original export.
- Record any fields or history that cannot be carried over.
- Agree who signs off the sample before the full move.
Test, then agree a switch date
Run the workflow from start to finish with a small team. Check permission boundaries, external connections and failures as well as the happy path. Agree when the old tool stops being the place to update those records.
- Name an internal owner and the people who need training.
- Keep a recovery plan if validation fails.
- Measure the same workflow before and after the change.
How long does migration take?
It depends on the source system, export quality, record volume, history and integrations. We agree the scope, validation and cutover plan with you before starting. Migration and setup charges are confirmed in your quote.