Data Import Services - Guidelines & Expectations

Welcome to your Data Import with Membrain!

Whether you're just stepping onboard with Membrain or if you are utilizing our other Data Import Services, this article serves as your comprehensive guide to understanding your upcoming Data Import with Membrain. Our commitment to delivering optimal import quality is a shared responsibility. and as a valued customer you play a crucial role. We recognize the importance of clarity and precision in this process, and your proactive engagement is key to achieving success.

Throughout you import, we emphasize the significance of clear communication. Whether you have questions, concerns, or specific considerations, we encourage you to reach out. Your feedback and collaboration are not only welcomed but are integral to shaping the success of your project. Navigating these data import steps together we can ensuring a smooth and successful transition to Membrain.

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Table of Contents

• Data Import Timeline

• Data Import Spreadsheet Guidelines

• Types of data that can be imported into Membrain

• Need help?

Data Import Timeline

The Data Import process is comprised of four stages and include guidance and walkthrough of your data, system preparation, a sample import and a final import. During the import process we will work closely together to get a good understanding of how your data should be imported and visualized in Membrain and to get you the tools you need to get a running start in the system.

Stage 1 - Introduction & Discovery

This marks the start of your Data Import process as part of ClearPath or another Data Import Service. We’ll plan the imports needed to get you off to a good start in Membrain, explain the overall process and available import types, and cover any technical requirements for your data. During the ClearPath Planning Meeting, you’ll also meet the Data Migration Specialists who will support your imports.

Meetings:

• Clearpath Planning Meeting

Things we might talk about during this meeting:

• Roles and responsibilities of the data import

• What types of imports you might need

• Specific conditions we need to be aware of

• Answer questions you might have about technical requirements, file formats and data sharing preferences

Finally we will schedule a Data Import Planning meeting and ask you to provide us with samples of all types of data that you want to import to Membrain 2-3 business days ahead of that meeting.

Stage 2 - Review & Recommendations

Once we’ve received your data samples, we’ll begin the Data Import Planning meetings. These meetings ensure your data is correctly structured, aligned with your business needs, and ready for a successful import into Membrain. Your data expert and decision-makers should attend.

The goal is to define the scope of your import needs and create a plan for importing your data and preparing your Membrain environment. We’ll document the agreed Import Plan in a collaborative Data Import Roadmap & Report, which will be continuously updated with import progress and results throughout the process.

Meetings:

• Data Import Planning

• Extra Data Import Plannings if needed

During the first of these meeting we will also decide on the timeline, and goal dates of sample and final imports along with delivery deadlines of each responsible party.

Together we will review your data files in detail together, and we appreciate if you are prepared to answer questions/make descisions about:

• Details about each file and your data structure

• Information about each column in your spreadsheets

• Explain how the data is used currently

• Make executive descisions about what parts of your data you will or won't require

Once this stage is complete the import plan includes the data you have presented to us this far.

Stage 3 - Import Samples & Preview

Following the Data Import Planning sessions, we'll run test and Sample Imports to validate your data, resolve any questions, and create the final import templates. Results and feedback will be documented in the Data Import Roadmap & Report.

Meetings:

• Sample Import Preview & Validation

• Additional Preview & Validation, if needed

During the validation meeting, we'll review the imported samples, address feedback and outstanding questions, and finalize the import templates. Once everything is confirmed, we'll be ready to proceed with the full imports ahead of your go-live.

Stage 4 - Finalizing the Import

Once Stage 3 is complete and all import templates are finalized, we're ready to receive your latest data and perform the Final Imports.

We strongly recommend completing the Final Imports before go-live and as close to go-live as possible. Final import files must be delivered at least 5–7 business days before the data is needed in Membrain to allow time for preparation, import, and validation.

Results will be shared with you and documented in the Data Import Roadmap & Report.

Note: If final files are delivered late (fully or partially), the planned final import date will be adjusted accordingly.

Data Import Spreadsheet Guidelines

File Format

The data must be in a spreadsheet format, like XLS/XLSX or CVS.

File Preparation

The data is ideally kept in an unformatted state. Please refrain from using macro-enabled spreadsheets, merged cells, grouped data, etc., as these formats are not permissible. If applicable, please remove any data columns containing redundant information or system fields that you don't want to keep, ahead of submitting the data.

File Size

For optimal performance the size of each individual spreadsheet should not exceed 50 MB. Larger files can affect the data processing and import speed.

Data Age

The Data Import Services is primarily meant to be used to import the relevant data that you need to build your business going forward. That said, some historical data can be very important to bring with you into Membrain. We usually recommend importing historical data going back to a maximum of 3 years, especially Activity types of data like Notes, historical Emails, Appointments and Tasks.

Data Arrangement, Formatting and Quality

• Your import data must be arranged in an unfiltered spreadsheet with clear, unmerged, Columns (with Header Names) and Rows without formulas.
  
• Each row has fully populated mandatory data (see more information about mandatory data here).
  
• Only one import type per spreadsheet/file. Companies in one sheet, Contacts in another and so on. You can either separate different types of import data by file or by different sheets in the same file.
  

Types of data that can be imported into Membrain

Most of your data can be imported into Membrain (with a few exceptions)

• Companies
• Contacts
• Prospects (Leads)
• Sales Projects (Opportunities)
• Sales Project Products (Product Revenue)
• Account Growth Projects
• Activities - Appointments
• Activities - Tasks
• Activities - Notes (including historical Emails)
• Flows
• Tickets

What types of data cannot be imported into Membrain?

• Documents & Files - these must be uploaded to their respective location manually inside Membrain
• Historical emails - emails can only be imported into Membrain as Notes via an Activity import including date and participant/recipient details, as well as the email content itself. Membrain's Sales Inbox can look back over the past 30 days and sync relevant emails to related projects, according to System Settings and Stakeholder information.

Need help?

If you need help or have questions about Data Import Services, please contact the Customer Success Advocate or Data Migration Specialist involved in your onboarding or support@membrain.com