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Ben RosenthalBen Rosenthal 

Where to put customer engagement notes when migrating activity logs from HubSpot

I'm transitioning from HubSpot CRM to Salesforce Essentials. With help from Import2, I was able to export the activities (meetings and calls) I logged in HubSpot. I'm looking for some help figuring out where to put them in Salesforce.

Thinking to the future, I will be creating cases for my customer interactions. I previously assumed I would import meetings as events, however I haven't found an easy way to see the connections between events and contacts.

Is the best practice instead to create a Post in the case feed to log notes from a meeting with a client? Or is there another preferred approach?

If I had generated the associated cases first, is there a way to import this content into posts? Likewise, how would I import the notes from the calls I've logged?

Thanks for helping me think through this design challenge!
Best Answer chosen by Ben Rosenthal
J. SteadmanJ. Steadman

Ben,

Please note that a few of the items below may not be possible in essentials. In a general sense, you're running a migration from a previous system in Salesforce. In this case you'll need to run a data load. Data loads in Salesforce can either be performed internally (with the data import wizard), or via an external app through the API, (such as Apex Data Loader, which is available for download through the setup menu within Salesforce). In your case the data import wizard does not support activities. You'll need to explore the data loader option.
 

  1. 1. How will I import the activities?
    1. Use the Apex Data Loader
  2. 2.How do I ensure they're tied to relevant cases?
    1. 1.Salesforce gives each record a unique Id. This field is the most reliable way to associate records.
    2. 2.You can create and export a case report that includes record Id as a column
    3. 3.When preparing your activity file for import you can then add the "Case Id" value to each activity to the "WhatId" in order to associate correctly upon data load.
  3. 3.Can I import meetings as events?
    1. 1. Generally speaking, yes. An event can be created that is associated with a case.
  4. 4. Where can I find these meetings after import?
    1. 1.You would need to add the "Activity History" and "Open Activities" related lists to your page layout in order to see the activities or previous events related to that case.
    2. 2. If you don't add these related lists, you may not be able to see them on the case.

There is a helpful resource related to data loading available here: http://pages.mail.salesforce.com/gettingstarted/sales-cloud/lightning-essentials/import-business-contacts/#

Be prepared for a little work. Massaging data loads during a migration can be a tedious, sometimes frustrating process. We all wish you the best of luck!

If you found this helpful please consider marking this "best answer". Cheers!

J.

All Answers

J. SteadmanJ. Steadman
Hi, Ben!

The preferred method of logging this interactions on Salesforce is through Activities. 

Activities may be related to all objects, including cases, and are used to capture in person meetings, phone calls, e-mail, and other interactions. 

If if this was helpful please consider marking this “best answer”. Cheers!

J. 
Ben RosenthalBen Rosenthal
Great, that makes sense to me. How do I import activities and ensure they’re tied to the relevant cases? I can import meetings as events (a type of activity, right?) but then where do I find them? I seem to be missing something here.
J. SteadmanJ. Steadman

Ben,

Please note that a few of the items below may not be possible in essentials. In a general sense, you're running a migration from a previous system in Salesforce. In this case you'll need to run a data load. Data loads in Salesforce can either be performed internally (with the data import wizard), or via an external app through the API, (such as Apex Data Loader, which is available for download through the setup menu within Salesforce). In your case the data import wizard does not support activities. You'll need to explore the data loader option.
 

  1. 1. How will I import the activities?
    1. Use the Apex Data Loader
  2. 2.How do I ensure they're tied to relevant cases?
    1. 1.Salesforce gives each record a unique Id. This field is the most reliable way to associate records.
    2. 2.You can create and export a case report that includes record Id as a column
    3. 3.When preparing your activity file for import you can then add the "Case Id" value to each activity to the "WhatId" in order to associate correctly upon data load.
  3. 3.Can I import meetings as events?
    1. 1. Generally speaking, yes. An event can be created that is associated with a case.
  4. 4. Where can I find these meetings after import?
    1. 1.You would need to add the "Activity History" and "Open Activities" related lists to your page layout in order to see the activities or previous events related to that case.
    2. 2. If you don't add these related lists, you may not be able to see them on the case.

There is a helpful resource related to data loading available here: http://pages.mail.salesforce.com/gettingstarted/sales-cloud/lightning-essentials/import-business-contacts/#

Be prepared for a little work. Massaging data loads during a migration can be a tedious, sometimes frustrating process. We all wish you the best of luck!

If you found this helpful please consider marking this "best answer". Cheers!

J.

This was selected as the best answer
J. SteadmanJ. Steadman

Hey, Ben! If my answer was helfpul could you please mark a "best answer" to close this question?  Thanks!
 

J.