Best Practices for Migrating App Data into Softools

Migrating data from another system into Softools is a critical activity that benefits from careful planning and testing. Below are recommended best practices to help ensure a smooth, reliable migration with minimal disruption to users.

1. Pre-Migration Checks

Before migrating any data, ensure the target Softools App is fully functional:

• Confirm all required Fields, Pages, Workflows, Permissions, and Integrations are configured and tested.

• Validate that the App behaves as expected with manually created test records.

Migrate a subset of data first

• Always perform a pilot migration with a small subset of records.

• This is especially important if:

  • The full dataset is large.

  • The migration involves heavy processing or complex workflows.

• Use this subset to validate field mappings, workflows, and performance before committing to a full migration.

2. Choosing a Migration Method: API vs CSV

You can move data into Softools either via the API or by CSV export/import. The right choice depends on several factors:

CSV Export / Import

Best suited when:

• The migration is a one-off exercise (e.g. moving a legacy process).

• Manual testing and validation are acceptable.

• The dataset can be cleansed and transformed offline.

API-Based Migration

Best suited when:

• The migration will be repeated periodically.

• There is a lot of manual effort to repeat testing.

• You need better automation, logging, or error handling.

• The source system supports reliable APIs.

Consider the long-term effort, not just the initial migration.

3. Data Cleansing and Preparation

Before importing, decide what data should be migrated:

• Do you need all historical data, or only recent / active records?

• Are all Fields required, or only a subset?

Clean the data to reduce issues later:

• Check for bad or inconsistent values, such as:

  • Slightly different spellings that should be the same.

  • Legacy values that no longer apply.

• Standardise values for Select Lists and other constrained Fields.

• Remove obsolete or duplicate records where appropriate.

4. Disable Automations During Migration

• Switch off Workflows, Notifications, and Integrations that could trigger during the migration.

• This prevents:

  • Accidental emails or alerts.

  • Workflow actions running on incomplete data.

• Re-enable them only after post-migration checks are complete.

5. Plan for Downtime (or Data Freeze)

Decide whether downtime is required:

• If users can update records during migration, those changes may be lost.

• Options include:

  • A full downtime window.

  • A temporary “read-only” period.

  • Clear instructions to users not to make changes.

For higher-risk migrations:

• Consider running the migration out of office hours.

• Or migrate records in batches (e.g. per Team) to reduce impact.

6. User Communications

Clear communication reduces confusion and support requests:

• Inform users:

  • What is happening and why.

  • When it will happen.

  • Whether downtime is expected.

• Provide:

  • On-boarding or guidance if the process changes.

  • Clear channels to report issues post-migration.

• Share a “go-live” confirmation once the migration is complete.

7. Ensure Data Is in the Correct Format

Before import, validate data formatting for Softools:

• Date Fields must be in the format:
  yyyy-MM-ddThh:mm:ssZ

• Ensure all required Fields have values for every record.

• Confirm numeric and boolean fields are correctly typed.

CSV delimiter settings

• Ensure the delimiter character (comma, semicolon, etc.) matches:

  • The country settings of the CSV.

  • The options selected in Softools during import.

Ensure the correct CSV File Type to handle characters in Field Data. Some characters are not supported unless the file type handles the UTF-8 characters set. Without this a common error is the loss of accented letters. 

8. Importing into Non-Backing Fields

Some Field types require special handling:

• Select Lists and Image Lists

  • Data must be imported in a way that matches the configured options.

• ListFields

  • Expect data in a JSON array format.

  • This is a common pitfall, test thoroughly with sample records before full migration.

9. Post-Migration Checks

Once the migration is complete, validate the results:

• Perform spot checks across different record types.

• Confirm:

  • Record counts match expectations.

  • Totals or key values align with the source system.

• Test real scenarios on live data:

  • Add a new record.

  • Execute the critical path of the process end-to-end.

10. Fallback and Recovery Plan

Even with good planning, issues can arise with live data:

• Have a fallback plan, even if only for a few hours.

• This could include:

  • Rolling back to the old system temporarily.

  • Pausing usage while issues are resolved.

• Make sure responsibilities and decision points are clear before starting.

11. Trial Runs and Dry Runs

If the migration is complex or business-critical:

• Perform a full trial run in a test environment.

• Time the migration to understand how long it will take.

• Use lessons learned to refine scripts, mappings, and comms.

Final Thoughts

A successful migration to Softools is as much about preparation and communication as it is about moving data. By validating early, cleansing thoroughly, and planning for the unexpected, you significantly reduce risk and ensure users can adopt the new system with confidence.

If you have questions or need help planning your migration, reach out through your usual Softools support channels.