Changing CRM systems is a great time to have a tidy up and ensure that you’re not transferring data that you no longer need.
Archiving or deleting inactive records
In Jupix, we recommend reviewing your active records and archiving or deleting those which you no longer require before your scheduled migration date.
In order to delete records of information within Jupix ahead of your migration to Alto, there are two possible methods. You can:
- Delete individual records - Depending on your Jupix permissions, there will be a Delete Contact function within the Special Actions menu. This can be used to delete all personally identifiable information held for individual Applicants, Contacts, Potential Vendors, Vendors, Potential Landlords and Landlords.
For more information on this process and how to ensure that records are no longer active within Jupix, click here
OR - Delete records in bulk (batch deletion) - Depending on your Jupix permissions, Batch deletion is available for lists of Applicants, Vendors and Landlords within the Special Actions menu. This can be used to delete in bulk all personally identifiable information held.
For more information on this process and how to ensure that records are no longer active within Jupix, click here
Tidying up records and data differences to be aware of
In addition to the above, we recommend some further housekeeping to tidy up your records:
- Applicants
- Extend the expiry date for applicants (if the expiry date has passed) so that they migrate over to Alto as Searching Applicants, OR, archive applicant records
For more information on Extending the expiry date for applicants within Jupix, click here
For more information on Archiving an applicant within Jupix, click here
- Extend the expiry date for applicants (if the expiry date has passed) so that they migrate over to Alto as Searching Applicants, OR, archive applicant records
- Tenancies (ensure your tenancy records are up to date and show the correct status in Jupix)
- Tenancies that are no longer active should be updated to a Status of Moved Out
For more information on Finishing a tenancy within Jupix, click here - Tenancies that have been renewed should be set to renewed with the new term and start and end dates
For more information on Renewing a tenancy within Jupix, click here - Tenancies that are now periodic should be updated to a Status of Active - Periodic
For more information on Renewing a tenancy as periodic within Jupix, click here
- Tenancies that are no longer active should be updated to a Status of Moved Out
Once your records have been tidied up, there's a possibility that later on down the line once you have migrated, that you notice some differences/inconsistencies between your Jupix data and how that data is presented in Alto.
If you do notice any, we have further information and steps as part of a Post-Migration Task that you can follow to overcome these differences.
For now though so that you are aware, some examples of the data differences that you might encounter include:
Properties in Jupix with open tenancy Applications which are at a status of Offer Pending will migrate as File notes and Offers on the relevant property records Timeline in Alto.
Only once an application progresses to a proposed tenancy (or more) will it migrate to Alto as an Active tenancy.
The number of properties available for rent seen in Jupix may not fully match up with the number migrated to Alto as we need to make sure all properties with an Active tenancy have a status of Let.
In this instance, properties within Jupix that have an Active tenancy and a status of Instructed - On Market will migrate as Let in Alto, and so will need to be remarketed.
Properties in Jupix which are at a status of Sold STC, Under Offer or Exchanged with no existing or accepted offers or current sales will migrate as Archived in Alto.
Media is only migrated for Active properties in Jupix. Therefore, if you want media such as photos, documents and .pdf's for Archived properties to migrate across to Alto, you will need to unarchive the property before we take a copy of your Jupix data.
For more information on Re-activating an archived property within Jupix, click here
Property Notes
Property Notes are restricted prior to 01/01/2019 unless they are priority notes.
Property/Landlord Maintenance Notes
Property/Landlord Maintenance Notes in Jupix will migrate to the relevant records Timeline in Alto.
- Property Maintenance Notes will appear within the property Timeline on Alto, with the date of the migration against the notes
- Landlord Maintenance Notes will appear within the landlords Timeline on Alto, with the date of the migration against the notes
To Do Notes
Any personal To Do Notes from the To Do section on the Home screen/Diary, won't migrate across to Alto so we recommend that you make a note of any future personal To Do's for each user.
The number of Applicants seen in Jupix may not fully match up with the number migrated to Alto. This is due to a couple of reasons:
- We only migrate applicants as Active, where they have an expiry date in the future, or no expiry date (Date Profile Expires)
In this instance, if the applicant had expired in Jupix, the record will still be in Alto but will not be showing as an applicant.
- During the migration process, where two or more applicant records match, these records will merge, which can cause the number to be different
The number of estate agents seen in Jupix may not fully match up with the number migrated to Alto. Where an estate agent is linked to a property as the owner, the record will migrate with the contact Type set as Client, which is what Alto requires it to be, to be classed as the owner.
The number of suppliers (Third Party Contact) seen in Jupix may not fully match up with the number migrated to Alto. This will be due to the following reasons:
- If a supplier is also an owner, they will be imported as a vendor/landlord. Their Alto contact Type will be set as Client
- If a supplier is also an applicant, they will be imported as an applicant. Their Alto contact Type will also be set as Client
Tenancy history that has been migrated from Jupix will appear within the property Timeline on Alto, rather than the tenancy Timeline.
Progression chain notes
Sale chain and sale chain notes against sales will need to be added in manually in Alto.
Progression milestones
In Jupix, the progression milestones can not be amended whereas in Alto, you can have a customised set of progression tasks.
Add Accounts starting balances
If you’re using the Property Management and Accounts functionality within Alto, you’ll need to add Opening Balances. These are the breakdown of ALL the monies you hold in your client account and, if applicable, deposit account. These will need adding into Alto to give you starting balances which reconcile precisely with these accounts.
In preparation for adding your Opening Balances to Landlord, Property, Tenancy and Supplier records, you will need to choose a date shortly after your migration to close down your Jupix accounts to establish what your closing balance is. We recommend that you clear down your client account to its lowest possible balance to reduce the number of entries that you need to manually add into Alto.
For more information on running Jupix reports in advance of using the Alto Accounts functionality, click here
For more information on Getting started entering your opening balances, click here
Migrating your data
The day before you start using Alto, we’ll take a copy of your Jupix data. During this 24-hour window, your team can use Jupix as normal – but any changes they make will NOT be reflected in the data we migrate.
Therefore, your team MUST ensure they take note of any changes that day (i.e. record changes, viewings, diary appointments) and then manually update Alto when they log in the following day.