Migrating from ACT! to Microsoft Dynamics CRM 2011

The following article was sent to us by the author, Gus Gonzalez.  If you are moving to Dynamics, it may be helpful.

JL Technical Support

Migrating from ACT! to Microsoft Dynamics CRM 2011
Gus Gonzalez
20 May 2012 6:25 PM

Follow these steps to complete a Sage ACT! to Microsoft Dynamics CRM 2011 Migration:

Preparing Microsoft Dynamics CRM 2011 and getting a Full Export out of Sage ACT!:
1. Make sure all Sage ACT! users have been created as Microsoft Dynamics CRM Users and have a Security Role assigned that allows ownership of the records to be imported.
2. Download/Open the ACT! Exporter tool available here: http://jltechnical.com/download.htm
3. Set the appropriate file options, in most cases you’ll want to use the Custom Control setting below:
4. Run the export
TIP: For more control over the integration and to avoid some possible data issues, create a local SQL database to house the data and create the tables you need.
WARNING: If you are importing multiple ACT! databases the csv files for the same entity may not share exactly the same columns. Make sure the same columns are available in all csv files after the import.
TIP: Before exporting the data into csv files, identify the key columns for matching and for lookup links and make sure no data in those fields have leading spaces. Use the following Microsoft SQL query for this:
UPDATE [tablename]
SET [columnname] = LTRIM([columnname])
5. If records need to be assigned to a CRM user upon import and the names in ACT do not match exactly with those in CRM, you may need to create a name cross reference table in the Microsoft SQL database to match ACT! name with CRM names. Then you can use a join in your source query to pull in the CRM name and map the ownerid’s to CRM.
6. Once you have the csv files you will be importing, you will need to remove special characters embedded in those files that Microsoft Dynamics CRM. I use a free tool called Notepad++ (http://notepad-plus-plus.org/) in combination with a Notepad++ Plugin called TextFX. This plugin can be installed via the Plug in manager Plugins -> Plugin Manager -> Show Plugin Manager”:
Once you have Notepad++ with TextFX installed follow these steps to process each of your csv files:
Select All

Navigate to TextFX -> TextFX Characters -> Zap all non printable characters to #:

7. Save your csv files.

8. Gather all csv files containing the records to be imported into Microsoft Dynamics CRM 2011 and zip them into one single zip file which will be used for the import.

Importing the Sage ACT! Data
1. Navigate to Workplace -> Imports and click on the Import Data button; this will launch the Microsoft Dynamics CRM 2011 Import Data Wizard.
2. Upload your Sage ACT! zip file, if you find any errors during the upload process, you likely missed a step of the preparation or data cleanup process detailed above.
3. Select the Default (Automatic Mapping) System Data Map:
4. Map the csv files you are importing to the respective Microsoft Dynamics CRM 2011 entities.
5. Complete the mapping of the Sage ACT! fields to the respective Microsoft Dynamics CRM 2011 fields.
TIP: When mapping a lookup field, use the Id value instead of Name as much as possible.
6. Once all fields are mapped correctly click next and review the summary.
7. As the last step, make sure you save your Data Import Map, if you find any issues you will be able to just tweak your existing data map instead of having to re-map all the fields again:

TIP: If any of your entities fails upon import, navigate to Workplace -> Imports, select your Import Job, Click on the “Delete” drop down button on the ribbon and select All Records Imported to This Entity During This Import.

Troubleshoot your issue and re-import until all records are successfully migrated to Microsoft Dynamics CRM 2011.

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