Experience of Account Data Migration NA to EU (BETA)

Smart CRM & Sales Hub Account & Settings
1

Hi,

We are planning to migrate our HubSpot with the help of the Public Beta Account Data Migration NA to EU and would be interested to hear what the community says about this tool. How was the migration? Did you run into any problem because you forgot something? Something you tought went way smoother than expected? Tips and tricks etc…

Really anything is of interest as I have not found much discussion around it.

Thanks!

2

Hi @ESvensson4, I hope that you are well!
Thanks for asking the Community!
Just to clarify, which tool are you going to use, please? Are you referring to the “HubSpot To HubSpot Migrator” tool, please? Or any other tool? And which one?
First, I’d like to share these resources that might be of interest:
- Introducing HubSpot’s EU Data Center
- HubSpot Cloud Infrastructure and Data Hosting | Frequently Asked Questions
- The solution from @johnelmer on this post “UE Data hosting”
I’ll be glad to put you in touch with some of our Top Experts and some of our Community Members who also were looking at migrating from US data center to EU data center:
Hi @Hermes, @johnelmer, @Jnix284 and @Phil_Vallender do you have any tips to share to help @ESvensson4 for the migration, please?
Also, if anybody else has anything to add and/or share, please feel free to join in the conversation :slightly_smiling_face:
Thank you so much and have a beautiful day!
Best,
Bérangère

3

Hi @BérangèreL,

I am talking about “Account Data Migration NA to EU (BETA)” the public BETA which you can opt-in to. It’s a selfservice tool - and it seems to be really convenient when you read the documentation, but I have not found anyone sharing their experience about using it. We have an agency we’re working with in one of our markets and they are also planning on using the same tool, but have not scheduled a migration date.
I could be so that not too many have tried it out yet…
We have scheduled a migration for 18th of April - and I could share my thoughts and share some learnings and experience on how it went as it could be useful for others.

4

Hi @ESvensson4 I haven’t tested the beta migration tool; however, I have been through multiple website migrations at a previous agency because the client was moving to the EU server and the experience of migrating content manually was a nightmare for them (not just having to rebuild the website, the entire experience).

All had to create a new portal and manually migrate all content/data independently, reconfigure users, etc. as there wasn’t a way to copy anything over.

Feedback from those early customers led to the migration tool and I have no doubt that the HubSpot provided solution will be the smoothest way forward.

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Did you completed this?? Any insights you can share with us here.

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We’ve completed our migration, and although most of it went smoothly, there were a few unexpected issues to note:

1. Our index page was down for about 20 hours during the migration, despite HubSpot’s assurance that all landing and website pages should remain operational. Only the index page was affected, as subpages continued to function normally. Fortunately, we migrated during a low-traffic period.
2. We use Teams in HubSpot to segregate objects, and post-migration, all users lost access to objects owned by team members. To resolve this, we had to create a new team structure, which restored permissions. Make sure to update access for inboxes, as ours were linked to the deleted teams, requiring reconfiguration.
3. The JIRA integration needs to be reconnected.

7

Looong after we performed the Migration here’s an update from me.

Hi all,

Here’s my input/learnings.

TLDR: Overall, this migration went much smoother than I would expect from a Beta. Most work was internal alignment and communications. Some technical documentation from HubSpot was not updated when we did the migration (it was updated afterwards and have probably been improved further since 2024-05-20) We had three main challenges we ran into, I would guess HubSpot have addressed them already.

For being a BETA – it worked great!

Main challenges:

  1. Rescheduling of migration.
  2. API’s stopped working.
  3. Missing Marketing emails data.

Learnings/take away.

  1. Prepare and be done with “your part” a couple of days before migration, not last minute.
  2. Follow the checklist provided by HubSpot.
  3. Open up a HubSpot Support ticket BEFORE starting the migration.

Short version ends here :grinning_face_with_smiling_eyes:

Main challenges:

1. Rescheduling of migration
Description: With short notice, HubSpot rescheduled our migration and communicated it will start earlier than expected: “We have rescheduled your migration to Friday, May 17 at 9 PM EDT (1 AM UTC). This change is being made because we anticipate the migration lasting longer than 36 hours”

Learnings/Input/how we solved it.

  • Make sure you have control way ahead of the migration date, I was done with all preparations two days before the migration date, so the changed migration time/date was just a minor bump compared with what it could have resulted in.
  • This was a bit confusing, as if I remember correctly, all info was communicated in our portals time zone at first (CET) but this info was then communicated in EDT.
  • This did not affect anything from a technical point of view, but it meant a lot of internal communication/had to be done with short notice which was stressful.

2. Technical challenges with API - Documentation/Support was not fully up to date and aligned on what needed to be updated.

Description ( From the Ticket) : Hi, We did a Migration to EU data center with the tool you offer. After the migration we’ve noticed two errors. Critical: We are using the HubSpot API for forms on our web. Sometimes it works, sometimes it don’t. See attached for the error code we’re getting back
Data: Marketing emails are all reset. It seems like we do not have any historical data.

The ticket was submitted 20th of May. The same day as we submitted the ticket HubSpot updated the documentation.

Learnings/Input/how we solved it (from the ticket)

Overall, a really easy fix – when we knew about. When looking at the documentation today 2024-12-23 it seems like they have updated it again. Below is what I sent to HubSpot Support 2024-05-23.

(Sent by me and how we solved it) About the API, we managed to solve it when we changed the endpoint from api to api-eu1 Some feedback:

  • This was not part of your documentation which our developer looked at here: https://product.hubspot.com/blog/routing-api-traffic
  • HubSpot Support also verified in the following ticket, that the only endpoint which would need to change would be the “SSO” and not any integrations. This is the ticket number: #14606781

We did change the SSO endpoint before the migration, as that was part of the following documentation (However, you’ve now changed this. It was updated latest on 20th of May: https://knowledge.hubspot.com/account-management/migrate-your-account-data-to-hubspots-eu-data-center)

This was the original text on that page:

OLD INFO
If you use single-sign on (SSO) (Enterprise only), you must complete one of the following actions before scheduling a migration:

  • If your identity provider (IDP) allows you to have two single-sign on URLs listed: add api-eu1.hubspot.com before the migration.
  • If your IDP allows for only one single sign-on URL to be listed at a time and you want users to continue to log in using SSO: Replace api.hubspot.com with api-eu1.hubspot.com during the migration. Users who are required to log in with SSO will not be able to do so until this link is updated.

3. Missing Marketing Emails data.

Description: See above challenge. This was fixed by HubSpot within 48hours.

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Thank you for the detailed update regarding your migration @ESvensson4 , this is really helpful should others decide to complete the migration.