Migrate and import customer data

For

Company admins and data owners

Owner

CRM product

Outcome

Import the intended customer records once with clear ownership and source history.

Last verified

2026-08-30

Next review

2026-11-28

Status

supported

Customer journey

Import customer data

Estimated time

20 min

Permissions and roles

Company admin · Data owner

Open the completion checklistSteps, proof, and recoveryClose checklist

Prerequisites

• An approved source export
• A field and ownership mapping
• A duplicate policy and a retained source backup

Permissions in practice

• Company admin: run the import and review outcomes.
• Data owner: approve mapping, duplicate, ownership, and retention decisions.

Steps

• Keep the original export and remove credentials, payment data, and unnecessary private notes.
• Create a small synthetic or approved test file with representative field and duplicate cases.
• Import the test file into the correct workspace and inspect created, updated, skipped, duplicate, and failed outcomes.
• Correct the mapping or source file. Use a new test identifier for a new logical import.
• Run the approved import and compare source and destination counts by outcome.
• Sample ownership, source, phone formats, custom fields, duplicates, and the next action.

Success proof

• The destination counts reconcile to the source by outcome.
• Sampled records have the intended owner, source, fields, and duplicate result.
• The original export and import evidence have an approved retention location.

Common failures

• The file has unstable identifiers, invalid phone formats, or an unclear owner mapping.
• The import result is unknown and a second full import is being considered.
• A duplicate was created because the team changed the logical request identifier.

Recovery

• Stop the next import and inspect created, updated, skipped, duplicate, and failed counts.
• Use the duplicate troubleshooting guide and correct the mapping before a bounded retest.

Rollback

• Keep the source export and approved destination evidence before removing an incorrect batch.
• Use the workspace data correction or support path. Do not delete records only to test rollback.

Next task

Verify roles and ownership before handing records to the team.

Open next guide

Treat migration as a controlled data change. Keep the original export, use a synthetic or small test file first, and approve the duplicate policy before the full import.

Prepare the source file

• Keep one header row and one customer record per row.
• Use stable email and phone formats and include country codes where required.
• Remove credentials, payment data, private notes, and columns that Sakhaa does not need.
• Define the source, owner, consent status, and custom-field mapping.

Test before the full import

1. Create a copy that contains representative synthetic or approved test rows.
2. Import the test file into the correct workspace.
3. Inspect created, updated, skipped, duplicate, and failed results.
4. Correct the file or mapping. Use a new test identifier for a new logical import.

Verify and close the migration

• Compare source and destination counts by outcome, not only the total row count.
• Sample records with missing email, missing phone, international phone, custom fields, and duplicate identifiers.
• Confirm owners, sources, pipeline links, and the next action.
• Store the approved evidence and remove temporary files according to the retention decision.

Do not repeat a full import until you know whether the first run created or updated records.