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FAQs - Data Migration (Transfer of Data from One Project to Another)

FAQs - Data Migration (Transfer of Data from One Project to Another)

In this article:

About Data Migration

There are situations where you may want to close a project and transfer the data to a new project for various reasons. This is referred to as data migration. There are a few different types of migrations that can occur, as follows:

  • A project is transferred from one client to another client, e.g. a client that has enlisted a sales and marketing company that is using Lasso chooses to create their own account with Lasso.
  • A project within a client is split up into multiple projects, e.g. a client that has all their communities in one project (e.g. an onsite project) wants to separate each community into individual Lasso projects to utilize the Lasso API and/or more detailed reporting.
  • Multiple projects are merged into one project, e.g. a client that has separate projects for each of their communities deems it more manageable to have all communities in one project.  

There are some important things to note about data migration:

  • Not all data can be transferred, and what is transferred depends on the type of migration.
  • During data migration, users must not make any additions or updates in Lasso. The process generally takes 1-2 days, depending on the volume of data being transferred.
  • Following migration, users must not make any additions or updates in the original project(s) but must begin to use the new project(s) instead. It is important to educate users on this prior to migration so that no data is entered into the original project(s) after migration.
  • Any open activities are not transferred so users will not see their upcoming activities from the original project(s) in the new projects.
  • There are limitations with the migration of history as follows:
    • If the data is being migrated from one project to another project within the same client, history that was recorded in the original project(s) will show on the registrant profile but will not be available in the new project reporting.
    • If the data is being migrated from one client to another client, the history will be transferred and will be available in reporting. However, the history will not include the content of emails or the text entered into the Comments section.  Only history date, history type, subject, and sales rep will be transferred.

Please discuss data migrations with your Lasso Client Director.

Need-to-Knows

There are some important things to note regarding data migrations:

1 - Not all data can be migrated, and what is transferred depends on the type of migration. Please see the Data Not Included in Migration section for details.

2 - If it is a client-to-client migration, the client whose database houses the project being transferred must agree to allow the data to be migrated to a new Lasso database as well as specify which data is to be migrated, e.g. email templates, sales processes, all registrants or only certain registrants, etc.

3 - Prior to data migration, the new project and client if applicable is set up with all relevant users, questions/answers, custom fields, email templates, sales processes, etc. Data mapping may be needed if the new setup is different from the original. These items will be reviewed with your Lasso Client Director.

4  - Registration page(s) and integrations should be connected to the new project just prior to the migration date, and website tracking should be set up during the process or immediately after.

5 - During data migration, users must not make any additions or updates in the original project(s). The process generally takes 1-2 days, depending on the volume and complexity of the data being transferred.

6 - Following migration, users must not make any additions or updates in the original project(s) but must begin to use the new project(s) instead. It is important to educate users on this prior to migration.

7 - Activities that have not been completed in the original project(s) are not transferred so users will not see overdue or upcoming activities from the original project(s) in the new project(s).

8 - Saved custom lists and groups that users have created in the original project(s) will not be transferred to the new project(s). If users have concerns about this, please discuss with the Lasso data migration team.

9 - With the exception of reports in the Client Admin Center and the Appointment Report in the Sales Center, reporting is project-based, meaning the data contained in the Sales Center reports are for the Sales Center you are logged into only. If the migration is from one project to multiple projects, please be aware that you will need to go into each Sales Center to run the standard Lasso Sales Center reports and exports following migration. 

10 - There are limitations with history as follows:

  • If the data is being migrated from one project to another project within the same client, history that was recorded in the original project will show on the registrant profile but will not be available in the new project reporting.
  • If the data is being migrated from one client to another client, the history will be transferred and will be available in reporting. However, the history will not include the content of emails or the text entered into the Comments section.  Only history date, history type, subject, and sales rep will be transferred.

11 - If you are utilizing the Lasso API and/or data export service, ensure that any necessary adjustments are made.

12 - Please ensure that users know what to expect following migration. Your Lasso Client Director will be happy to set up a training session if needed.

Data Not Included in Migration

Sales Center items that are not included:

  • Activities and appointments that have not  been completed (completed activities and appointments are imported as history)
  • History comments and email bodies; history migration includes date/time, history type, and subject only (Note: If a user checked the box beside Copy to Notes when adding history, the comments will be part of Notes.

In the below example of a history entry, the green highlighted areas are included in the migration. The red highlighted area is not. The yellow highlighted area is included in Notes if the user checked the box when adding the history.

history.jpg

  • Relationships (these must be manually entered following migration)
  • Outside realtor phone numbers other than Work Phone
  • Outside realtor associations (these must be manually entered following migration)
  • Reservations
  • Mass mail reporting
  • Website analytics reporting
  • Saved custom lists and groups
  • SSRUs
  • Media Spend entries
  • Stored documents

Inventory Center items that are not included:

  • Individual deposits (only total deposits and total deposits received will show for each unit)
  • Cancelled deals history
  • Sales Rep commissions
  • Realtor commissions
  • Subject status details
  • Stored documents

Please discuss with data migrations with your Lasso Client Director.