Overview

Prospect migration allows migrating A-Applicant and B-Opportunity ranked Mailchimp members.

To elaborate, it involves the automatic fetching of

1. sales and marketing data from Mailchimp,
2. documents from our local server,
3. emails from the Outlook server,
4. form submissions from Gravity Forms,
5. and other data that is not available other than through our personal notes.

When migrating an individual, the system creates one interaction record 📋 which will be referred to as the migration interaction hereafter. It is this interaction record that contains everything regarding your migration session; data to confirm and documents as attachments to transfer.

Accessing Important Things

• To access the migrator, click Prospect Migrator on the bottom right ↘️ corner of the Back Office app (check top left ↖️ next to the app launcher to see which app you're on).
• You can access the aforementioned migration interaction record 📋 through the link provided in the migration dialog window, or manually through the My interactions to audit list.

Before You Begin

• If the student has a folder 📂 with submitted application documents, find that folder here and ensure that another folder exists in it named as their email address. This is an empty folder. It should reside alongside the student’s other files.
• ❗️ ATTENTION ❗️: Only files that are numbered (e.g. "01.", "04.", "10.") will be imported to Salesforce. Make sure you rename the files accordingly if you want them imported to Salesforce.

1. To Start

• Begin by focusing on the Prospect Migrator mini-window. Paste the prospect's Mailchimp email address and hit next.

2. Initial Stage

• Now, the system communicates with Mailchimp 🐒, Outlook 💌, OneDrive 🗂 (or the server), and Gravity Forms.
• OneDrive issue - sometimes, OneDrive search fails to work as intended (like a lot of Microsoft products 🙊) and cannot find the folder you created with the email address. In this case, you should attach the documents yourself by uploading all docs to the Files related list in the Related tab of the migration interaction record 📋 (see image below)

3. If the Email Address Already Exists in Salesforce

• At this point, you will be informed of it if:
  • You have previously attempted migration of this email address - this is indicated by a pre-existing migration interaction record 📋
  • This individual already exists in our Salesforce system - this is indicated by a pre-existing contact record.
• This part is purely informational and you may continue the migration regardless of whichever records pre-exist. The contact/opportunity information will be overwritten and a new set of files will be imported and transferred again 🔁

4. User Confirmation Stage

• Confirm the migrated data ☑️ - Open the migration interaction record 📋 and check all fields. Confirm contact/opportunity data taken from the Mailchimp member profile, and mailing/billing address information taken from Gravity Forms, is correct.
• Some fields are required *️⃣ - There are some fields which must have a value such as the rating fields or if the prospect comes from an agent, the agency affiliation information. This must be filled out to continue.
• Tip 😉 - If you don't want the attachments to be transferred to the opportunity automatically, you should uncheck Auto Transfer Attachments in the migration interaction record 📋 now.

5. User Input Stage

• Payment info - provide 💫
• Interview info - provide ✨
• WUAS info - provide ⚡️
• Tip 😉 - Mailchimp notes are available for your convenience. Use Ctrl + F / cmd + F to quickly find payment, interview, and WUAS info.

6. Completion 🏁

• An account record should have been created.
• A contact record related to the account record should have been created.
• An opportunity record related to the contact and account records should have been created.
• You can confirm that all records were created by looking at the Account, Contact, and Opportunity fields at the bottom of the migration interaction record 📋