Welcome to Smartr365!

Now you have signed the Smartr365 ‘Consent to Data Transfer’ Agreement,

here are the next steps to get your data migrated onto your new platform.

STAGE 1

Request data migration from previous CRM.

1. Please contact your original CRM provider and request the extraction of your company’s client data in either a CSV (Comma delimited) or .xls file format.

We ask you to request this from your CRM for a number of of reasons. We do not have a license to use your original providers software and do not wish to contravene your licence terms. Doing it this way ensures that the data that is handed over to us as a complete set of data, avoiding any issues of possible missing data.

Now that you have requested your data, you should expect your data back in 1-10 working days, dependent on their terms and conditions with your existing provider. If you have any difficulty requesting your data from your previous CRM provider, please let us know.

2. Preparing for your data migration

Once you have received your data, please check the CSV/xls thoroughly to check and confirm that the data being provided is complete and accurate.

If your previous provider has sent the data in multiple files or documents, please collate the information into this file.

STAGE 2

Map data using Smartr365 tool

Use one of our mapping tools below, to help you match your previous CRM’s headers with the Smartr365 data migration fields.

Are you exporting from?

1) The Key

2) E Keeper

STAGE 3

Send password-protected data to Smartr365

We take the security & integrity of your client data seriously. As a result we adhere to very strict security procedures when it comes to handling your data and as such, we do not accept USB sticks or portable devices internally and externally.

How to password protect your excel sheet before returning it to us

1. Open the sheet or workbook CSV/xls that you want to protect.

2. On the Review tab, click Protect Sheet or Protect Workbook.

Password protection buttons

3. In the Password box, type a password, and in the Verify box, type the password again.

4. Choose any other protection options you want and click OK.

5. Click Save.

STAGE 4

Data validated together with Smartr365 team

1. We check the file and field structures, the way that the data has been labelled and structured. We perform a variety of tests and checks to establish how consistent the data is, and whether fields are missing data etc. This provides us with a clear picture of the existing data and how it maps onto the Smartr365 template.

2. During this process, we may contact you for more information e.g. missing fields, incorrect email addresses or DOB. This is to ensure all the data being uploaded is valid and correct. We will then send you the latest data file for additional sign-off. This sign-off is to ensure you are happy with the Smartr365 mapping. This is your data at the end of the day. Once we have received confirmation, we will upload your data onto the Smartr365 platform, ready for your Go-Live date.

STAGE 5

Data Sign-Off agreement signed by customer

1. On your Go-Live date, you will receive your log-in credentials and the onboarding training schedule. At this time we would also ask you to check the existing data on the platform, and then sign the ‘Data Sign-off’ agreement to confirm you are satisfied with the transfer of your client data.

STAGE 6

Smartr365 Customer Go-Live!

 DATA MIGRATION FAQ’S

Can I upload all my data, even though I have thousands of clients?

Yes, this is our goal to upload all the data you can possibly provide in one excel sheet. Smartr365 is cloud-based so your new platform can hold as much data as you want, for no extra cost.

Which client mortgage information can be uploaded?

The Smartr365 platform has 54 fields of information that you can upload onto your platform. To get a kick start on your Go Live date we would suggest supplying all 54 fields but you can also supply us with the ‘bare minimum’ required fields. These are First Name, Last name, Advisor, DOB or Email Address or M/T Number.

The Client information we can upload onto your platform are:

First Name This is Applicant 1’s first name- this cannot be left blank or contain numbers or syllables. Please ensure that multiple entries of the same applicant have identical spelling on all entries as this will cause errors when validating your data and will mean that these entries won’t be linked under one applicant.
Surname Applicant 1’s Surname- like the above, this cannot be left blank or contain numbers or syllables. Please ensure that multiple entries of the same applicant have identical spelling on all entries as this will cause errors when validating your data and will mean that these entries won’t be linked under one applicant.
Client
Date of Birth
This is Applicant one’s Date of birth- this cannot contain letters and must be a valid date between 01/01/1900 until the present. This must be in the following format (dd/mm/yyyy).
Client Email
Address
This is the email address you use to contact the client on.  Please ensure this is in an email format otherwise this will be flagged as invalid. Duplicate email addresses are only valid if the First Name, Surname and Date of Birth are completely identical. We aren’t able to support multiple email address’ for one client- please ensure that the email address you give is correct and up to date.
Client Mobile
Telephone Number
This is the clients primary contact number. If you do choose to fill this out, please ensure it only contains numbers and is in the correct format as this will flag as invalid data.
Client Gender This can be left blank, but if you do fill this column out, you must use the full terms; Female or Male rather than ‘M’ , ‘F’, otherwise this will be classed as invalid data.
Client Marital Status This can be left blank, but if you choose to fill out this column, you must use the following terms: Married, Single, Divorced, Widowed or Civil Partnership.
Door Number This is referring to the client’s current address, not their mortgage address. This can be left blank.
Building name This is referring to the client’s current address, not their mortgage address. This can be left blank.
Street Address This is referring to the client’s current address, not their mortgage address. This can be left blank.
Town This is referring to the client’s current address, not their mortgage address. This can be left blank.
County This is referring to the client’s current address, not their mortgage address. This can be left blank.
Postcode This is referring to the client’s current address, not their mortgage address. This can be left blank, however, if you are filling out the address fields, this field becomes mandatory.
Client Employment
Status
This can be left blank, but if you choose to fill out this column, you must use the following terms: Employed, unemployed, Self Employed, Retired.
Source of
Business
This refers to where your lead has come from- this can be as specific and detailed as you want. This can also be left blank; however, this gives you an insight into where your leads are coming in from.
Adviser (User) This is the Owner of this lead. This field cannot be left blank. Please ensure that the correct adviser is next the correct client as this will be assigned to them once uploaded. The names used must be identical to the names added to the platform for the system to recognise the adviser when the data is uploaded.
Adviser Email Address This is the email address of the Owner of this lead. This field cannot be left blank. Please ensure that the email address you’ve put here is the same as the email address being used for the advisers Smartr365 account. This must be a valid email address.
Partner First Name This field is only relevant if there is a joint application.
Partner Surname This field is only relevant if there is a joint application.
Partner
Date of Birth
This field is only relevant if there is a joint application- if you have filled out the other information this cannot be left blank. This must be a valid date starting from 01/01/1900 and in the format (dd/mm/yyyy). 
Partner Email
Address
This field is only relevant if there is a joint application- if you have filled out the other information this cannot be left blank. This must be in the correct format and cannot be the same as the Applicant 1 email address. All email address’ must be unique to the specific client. The only time that email address’ can be duplicates is if the Frist Name, Surname, Date of Birth and Email address are all completely identical. 
Partner Mobile
Telephone Number
This can be left blank, but if you do choose fill this out, please ensure it only contains numbers and is in the correct format as this will flag as invalid data.
Partner Gender This field is only relevant if there is a joint application.
Partner Marital Status This field is only relevant if there is a joint application.
Partners Door Number This is referring to the client’s current address, not their mortgage address. This can be left blank.
Partners Building Name This is referring to the client’s current address, not their mortgage address. This can be left blank.
Partners Street Name This is referring to the client’s current address, not their mortgage address. This can be left blank.
Partners Town This is referring to the client’s current address, not their mortgage address. This can be left blank.
Partners County This is referring to the client’s current address, not their mortgage address. This can be left blank.
Partners Postcode This is referring to the client’s current address, not their mortgage address. This can be left blank, however, if you are filling out the address fields, this field becomes mandatory. 
Partner Employment
Status
This can be left blank, but if you choose to fill out this column, you must use the following terms: Employed, unemployed, Self Employed, Retired.
Provider This refers to the lender. This can be left blank.
Buyer Type This needs to match the Application types we have available on the platform: First Time Buyer, Remortgage, Purchase and Raise Funds. This will be linked to the Fact Find- so please ensure this is correct.
Mortgage Type This needs to match the Mortgage Types we have available on our System: if you have selected First Time Buyer, Remortgage or Purchase as the Buyer Type you need to select out of the following: Residential or Buy To Let. This will be linked to the Fact Find- so please ensure this is correct. If you have selected Raise Funds as the Buyer Type, you need to choose out of Further Advance or Second Charge. This will be linked to the Fact Find- so please ensure this is correct.
Additional Product Type This needs to match the Mortgage Types we have available on our System: Bridging Finance, Commercial Finance, Product Transfer, Transfer of Equity, Porting, Port and Top Up, Let to Buy, Shared Ownership, Help To Buy, Right To Buy. This will be linked to the Fact Find- so please ensure this is correct.
Product Description This can be left blank. This column can be used as a free text field to make any notes regarding the client/property.
Repayment Method The method which your client will pay back their mortgage. This can be left blank. If you do fill out this column you will need to ensure you only use the following phrases: Interest Only, Repayment, or Part and Part, otherwise this will flag as invalid data.
Initial Rate The current rate percentage. This can be left blank. Please only include the number and not the ‘%’ symbol as this will flag as invalid data.
Lender Reference Number The reference numbers This can be left blank.
Term The length of the mortgage, in years. This can be left blank.
Monthly Payment The price of the monthly payments. This can be left blank.
Purchase Price The amount the property was purchased for. This can be left blank.
Loan Amount The amount of the mortgage. This can be left blank.
Current Rate
Expiry Date
The date at which the current rate expires, this is essential for the Remortgage alerts and reports.
Mortgage property door number This refers to the mortgage address. This can be left blank.
Mortgage property Building name This refers to the mortgage address. This can be left blank.
Mortgage property street name This refers to the mortgage address. This can be left blank.
Mortgage Property Town This refers to the mortgage address. This can be left blank.
Mortgage Property County This refers to the mortgage address. This can be left blank.
Mortgage Property Postcode This refers to the mortgage address. This can be left blank.
Mortgage Status The status of the Mortgage Application. When migrated onto the platform- your leads will be sorted into these statuses you give to us. This can be left blank, but if you do fill out this column- it must be identical to one of the statuses we have on our system: New Lead, Remortgage, Call Back, Meeting, Decision in Principle, Pre Offer Processing, Valuation Instructed, Valuation Received Approved, Post Offer Processing, Contracts Exchanged or Completed.
Follow Up Date The next date you wish to follow up on the application in a certain way. This could be chasing the lender, arranging a meeting, or anything else you may want a reminder of. This can be left blank.
Rate Type This can be left blank. If you do fill out this column it can be either fixed, tracker or variable.
Not Proceeding With Whether the case in question is no longer being applied for. Such cases may be because the client has declined, has been declined, or for any other reason that the application has fallen through. This can be left blank. If you do fill out this column, please put a ‘Y’ for yes and ‘N’ for no.
How long does a typical migration take?

The data should be sent to Smartr365, 14 – 20days before the Go Live date.

*The timescale for migration can vary depending on a number of factors. Much of the time is dependent on the extent of the data checking that is needed (Data cleaning). If the original data is particularly poor in quality or structure or both, it may take a considerable time to reach a point where it is deemed suitable for the upload.

Will I lose any data in the migration process?

Data is never lost in the migration process. If certain lines cannot be uploaded due to incorrect information, we will notify you and send an encrypted file to you with this data before the upload.

Often we are able to clean and tidy up data, increase accuracy and consistency and present it far better than when it came out of the original CRM provider.

What happens on Go Live day?

The URL for your platform is activated. The file has been activated at this point and tested, all your advisors will receive an email allowing them to set up their passwords.

Once they login they will have access to all the mortgages assigned to them can now be accessed once they log in. You will then have access to the Smartr365 Interactive guide, SmartrUni and Weekly training webinars.

We hope the above helps to answer your questions regarding the whole process of migrating your data to Smartr365.