Purpose:  The purpose of this document involves understanding metadata, preparing sample data, uploading, troubleshooting failures and then re-importing. Finally, to ensure successful and accurate data migration into the Kizen CRM system

Step-By-Step Guide

Step 1 : Understanding Metadata

Gain a clear picture of the CRM's data structure. This includes the following: 

1. Knowing which objects exist.

2. What fields each object has, the data types of those fields, e.g text, number, relationships.

3. How different objects relate to each other. For example, for each contact there could be multiple enrollments, hence enrollments has 1:M relationship with a contact.

4. Wait for a few minutes - the results of the metadata will be available via email.

Here's a sample of Enrollments Metadata

Attention:  It is very important to understand each and every field in the object definition as this will help in minimum failures and reduce time to troubleshoot errors during data import to Kizen CRM. Enables you to structure your data correctly for import, minimizing errors due to mismatched field types or missing required fields

Step 2 : Preparing Sample Data

Create a small representative dataset that mirrors the structure defined by the metadata.

1. Admins can click on "Upload Records" which is available in every object on the top right hand corner drop down.

2. Click on "DOWNLOAD TEMPLATE". Save the .csv in your local drive.

3. Update the data in the cells accordingly.

Attention:  Provide a test case for the import process, allowing you to identify potential issues early on with smaller and more manageable dataset

Step 3 : Uploading Sample Data

Put the prepared data into the CRM system using its import functionality.

1. Navigate to the "Upload Records" drop down and now select "Choose File".

Important: Please keep the column headers the same when uploading the data as mentioned in the previous step

2. Verify the column header and scroll down to see the records to be imported.

3. Finally, click "Upload".

4. Wait for few minutes the results of the import will be available via email.

Here's a Sample Enrollments Data

Attention:  For sanity, verify the column mapping fix any discrepancy deemed appropriate. Also check the sample records.

Step 4 : Troubleshooting Failures

Analyze any error messages or import failures to pinpoint the root causes. This could involve issues with data formatting, missing required fields, or conflicts with existing data in the CRM. The provided "Failure Report" likely plays a crucial role here, detailing specific records and the reasons for their failure. 

1. Check your email for the outcome of the import.

2. Download the failure attachment to study and understand the root cause of the data import failure.

3. Once identified fix the failure in the main data import file.

Attention:  Look at the metadata and verify that Web indeed is wrong value for Lead Source field it should have been "Website"

Step 5 : Re-importing

Once errors are addressed, attempt the import again with the corrected data. 

1. After fixing the data field for the Lead Source column with updating "Web" to "Website".

2. Re-run the import process.

3. Wait for the email to send confirmation.

Attention:  Ideally, leads to a successful import where your data is accurately reflected within the CRM system

Conclusion: Overall, this methodical approach helps to mitigate risks associated with data migration, ensuring data integrity and minimizing disruptions to CRM operations. By understanding the system's structure, testing with sample data, and iteratively addressing issues, you increase the likelihood of a smooth and successful data import into the Kizen CRM.