About the Client
The client, a software technology company, needed to migrate large volumes of structured CRM data and file attachments from Salesforce to HubSpot without disrupting day-to-day business operations. Beyond migration, they required workflow automation to improve lead distribution and renewal tracking.
RT Labs was engaged to design and implement a reliable data migration and automation framework that ensured accuracy, continuity, and long-term operational scalability.
Challenge
The migration involved both technical complexity and operational risk:
- Attachment Migration Complexity: Salesforce files needed to be transferred and mapped correctly to new HubSpot records.
- Zero Downtime Requirement: Business teams had to continue working during the migration.
- Manual Lead Operations: Lead assignment and renewals were handled manually, slowing response times.
- Data Structure Differences: Salesforce and HubSpot schemas required careful transformation.
- Limited Data Visibility: Inconsistent field organization reduced reporting quality.
Without automation and validation, the migration could lead to data loss, workflow disruption, and reduced sales productivity.
Solution
RT Labs implemented a custom migration and automation pipeline designed for accuracy, traceability, and scale.
Key Deliverables:
- Automated Attachment Migration Engine: Developed custom scripts to extract Salesforce attachments, transform metadata, and associate them correctly inside HubSpot.
- Data Mapping & Validation Layer: Ensured all records, relationships, and properties were transformed accurately between systems.
- Workflow Automation Setup:
Built automated pipelines for:
- Renewal deal notifications
- Round-robin lead assignment
- Sales pipeline stage transitions
- Custom Data Presentation Models: Designed structured property groupings to improve data visibility and reporting consistency.
- Operational Monitoring: Implemented logging and validation checks to ensure migration integrity and traceability.
This approach allowed the client to modernize their CRM foundation while improving internal automation.
Impact
- 80% reduction in manual effort for attachment migration
- 60% automation of lead distribution workflows
- 75% improvement in CRM data organization and usability
- Fully automated renewal tracking and notifications
- Faster CRM adoption with minimal business disruption
Results
With RT Labs’ data engineering and automation framework, the client achieved:
- Complete and accurate migration of CRM records and attachments
- Automated lead and renewal workflows
- Improved reporting and data consistency
- Reduced operational overhead
- A scalable CRM data architecture ready for future integrations
The project transformed CRM migration from a one-time technical task into a long-term operational upgrade.
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