This detailed guide walks you through migrating your forms, data, and workflows from JotForm to a CRM. It aims to facilitate a seamless transition with minimal disruption while maximizing the benefits of the CRM’s integrated marketing and automation features.

Preparation for Migration

Step 1: Review Current JotForm Setup

Identify Key Forms and Data: List all active forms in JotForm, including any associated data, such as submission entries, email notifications, and integrations.
Document Form Workflows: Record details of how each form interacts with your current workflows, email notifications, and any third-party integrations.
Assess Data Volume: Evaluate the amount of data (e.g., form submissions, contact information) to be migrated.

Step 2: Define Migration Goals

Set Clear Objectives: Determine what you want to achieve by migrating to CRM, such as enhanced automation, better integration with CRM tools, or cost savings.
Prioritize Features: Decide which forms and data are most critical to migrate first.

Step 3: Prepare Backup

Export Data from JotForm: Export all necessary data from JotForm, including form submissions, templates, and configurations.
Backup Data: Ensure all data is securely backed up before beginning the migration process.

Migrate Data

Step 1: Export Data from JotForm

Export Form Submissions: Navigate to each form in JotForm, select the form submissions, and export them as CSV files.
Export Form Templates: Save copies of your JotForm templates for reference during the recreation process in CRM.

Step 2: Import Data into CRM

Recreate Forms in CRM:
- Navigate to Sites > Forms in CRM.
  - Use the form builder to recreate your forms, ensuring that all fields match those from JotForm.
Import Contacts: If you have contact information stored in JotForm, import this data into CRM by navigating to Contacts > Import Contacts and uploading your CSV files.
Set Up Custom Fields: In CRM, create any necessary custom fields that match the data you were collecting in JotForm.

Migrate Forms and Workflows

Step 1: Review Existing JotForm Workflows

List Active Workflows: Identify and document all workflows triggered by form submissions in JotForm, such as email notifications, data routing, and integrations with other tools.
Evaluate Workflow Complexity: Assess the complexity of each workflow to determine how best to replicate it in CRM.

Step 2: Recreate Workflows in CRM

Create Automation Triggers:
- In CRM, navigate to Automation > Workflows.
- Set up triggers for each form submission that replicates the logic from your JotForm workflows (e.g., sending notifications, updating contact records).
Rebuild Actions and Conditions:
- Recreate actions such as sending confirmation emails, tagging contacts, or updating CRM records.
- Set up any necessary conditions or branching logic to mirror your existing workflows.

Step 3: Test Workflows

Run Tests: Before activating workflows, conduct thorough testing to ensure they function as intended.
Adjust Settings: Make necessary adjustments based on test results to ensure smooth operation.

Migrate Integrations and Notifications

Step 1: Recreate Integrations in CRM

Identify Necessary Integrations: Determine which third-party tools you were integrating with JotForm, such as payment gateways, email marketing tools, or CRMs.
Set Up Integrations in CRM:
- Use CRM’s built-in integrations or Zapier to connect to external applications.
- Go to Settings > Integrations to set up necessary connections.

Step 2: Recreate Email Notifications

Set Up Internal Notifications:
- In CRM, navigate to Automation > Workflows and set up internal notifications for when a form is submitted.
Configure Autoresponders: If you were using autoresponders in JotForm, set these up in CRM by creating automated email sequences that trigger upon form submission.

Final Checks and Training

Step 1: Perform Final Data Validation

Cross-Check Data: Ensure that all data has been successfully migrated and that there are no discrepancies between JotForm and CRM records.
Validate Forms and Workflows: Confirm that all forms and workflows are operational in CRM.

Step 2: Train Team Members

CRM Training: Provide training to your team on how to use CRM’s form builder and automation tools, focusing on the differences from JotForm.
Utilize CRM Support: Encourage team members to leverage CRM’s support resources and community forums for ongoing learning.

Step 3: Monitor and Optimize

Monitor Performance: Track the performance of your new setup in CRM, making adjustments as necessary.
Continuous Improvement: Regularly review and refine forms, workflows, and integrations to ensure they align with business goals.

Decommissioning JotForm

Step 1: Transition Period

Run in Parallel: Consider running JotForm and CRM in parallel during the transition phase to ensure no critical operations are missed.
Gradual Phase-Out: Gradually reduce reliance on JotForm as CRM becomes fully operational.

Step 2: Cancel JotForm Subscription

Final Data Backup: Before canceling your JotForm subscription, ensure all data is securely backed up.
Official Cancellation: Follow JotForm’s process to cancel your subscription and terminate services.

Step 3: Post-Migration Review

Review Success: Evaluate the success of the migration process and document any lessons learned.
Continuous Monitoring: Keep monitoring the system post-migration for any potential issues.