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Import

Move your accounts, contacts, deals, activity and email history from Salesforce, HubSpot or Pipedrive into Rainbook with a dry run first, a full report after, and Undo for 14 days.

How import works

Import runs from Settings › Import in a guided wizard. Your export files are read in your browser and written into your Jira site as Rainbook work items. Large imports and older history are held in Rainbook's storage on Atlassian's cloud for your site; nothing goes outside Atlassian.

1. Source and files. Pick Salesforce, HubSpot, Pipedrive or another CSV, and drop in your export files. Rainbook recognises each object and shows row counts and date ranges.
2. Users. Rainbook matches the owners in your old CRM to Jira users by email, then by name. Anyone without a match lands with no owner, in Needs an owner, and keeps their old owner's name on the record. Your reps open Needs an owner and claim the records that are theirs, or you choose a person for an owner now. If a file has no owner column, or leaves some owners blank, Rainbook asks who owns those records: you, by default. An owner named in the file who isn't on this site always waits in Needs an owner. If your site doesn't allow unassigned work items, Jira gives records with no owner to the space lead: to keep them in Needs an owner, turn on Allow unassigned work items in Jira settings › System › General configuration before you start.
3. Objects. Confirm where each object goes and how far back to bring history.
4. Fields. Check the proposed field mapping (below).
5. Dry run. Rainbook finds duplicates and checks every row. Nothing is written.
6. Review. Read the dry-run report, adjust, and run it again as often as you like. Then click Start import.
7. Run. Watch progress by phase, with an estimate. You can pause and resume.
8. Report. See exactly what was created, updated, merged and skipped.

To run an import you need to be a member of rainbook-admins, because an import reads and changes records across the site. Creating a new Jira field from the wizard also needs a Jira admin.

Export from your old CRM

Spreadsheets up to 100 MB are read directly. For a larger spreadsheet, save each sheet as a CSV file (in Excel: File › Save As › CSV UTF-8) and upload the CSV files instead. If a file is over the size Rainbook accepts, the wizard tells you the limit before anything starts.

Pipedrive's exports don't include email, so email history comes from Salesforce and HubSpot, or from Rainbook Mail Sync once you connect your mailboxes.

Map your fields

Each column shows its type, how full it is, five sample values and Rainbook's suggested target. The Salesforce, HubSpot and Pipedrive presets map the standard columns for you; you adjust what's left.

• Send a column to any field on the target work type, to a Rainbook field, or create a new Jira field from the wizard.
• Keep columns you don't need as fields as extra data on the record, or skip them.
• Map picklist values, deal stages to your pipeline's statuses, owners to Jira users, countries and currencies.
• Clean values on the way in: trim, split full names, normalise phone numbers, and read dates in the source's format and time zone.

Your mapping is saved, so the next import from the same source starts where you left off.

Dry run, duplicates and Undo

The dry run checks your files against what is already in Jira, against earlier imports and against themselves:

• Records you imported before are updated, not duplicated. By default Rainbook fills empty fields; you can choose to overwrite instead. Unchanged rows are reported as unchanged and left alone.
• Accounts that match on domain, or on company name and country, are merged into the existing account.
• Contacts that match on email address, or on name and account, are merged.
• Deals that match on name, account and close date are skipped.
• Emails already in Rainbook are skipped.
• Duplicates inside your file become one record.
• Unclear matches are listed for you to decide.

Merging only fills in; it never deletes anything. On paid plans Rainbook's AI helps settle name-only matches.

Undo import is available for 14 days after an import completes. It removes what the import created, and keeps any record someone has changed since, unless you tick the option to remove those too. It lists the merged fields it didn't revert.

If you delete an imported record in Jira while a paused import waits to resume, Rainbook won't re-create it for 7 days. To bring it back sooner, undo the import and import again.

What moves

A contact becomes a Contact work item when they are on an open deal, have activity in the last 180 days (you can choose from 30 to 730 days), match a filter you choose, or are the only contact on an account with an open deal or revenue. Everyone else lives in the people directory and becomes a contact as soon as they email you or join a deal.

Card numbers and US Social Security numbers in notes, activities and email are masked in your browser before anything is written: a card number becomes "[card ending 4242 removed]" and a Social Security number "[SSN removed]". Everything else imports as it is in the source.

Email history, attachments and older history

• Email from the last 90 days becomes Conversation work items, one per thread, with every message as a comment headed with its sender, recipients and sent time. Each thread follows the visibility of the records it links to. Threads with no matching record are visible to everyone in your CRM, or private to you if you turn on Make unlinked threads private.
• Email attachments aren't imported yet. Rainbook Mail Sync captures attachments on new email once your mailboxes are connected.
• Older email, activities and notes are gathered per account as Imported history. The account's timeline lists them as "Imported history (n items)", and you can open any older thread to read it in full. History that everyone who can see the account may read is also attached to the Account work item, so it stays in Jira; more private items stay in Rainbook's storage, where only the people allowed to see them can open them. Sites with the Regulated pack keep it as that page describes.
• Original dates and authors are kept. Jira can't backdate items, so every imported record carries its original created date in the Original created field, and every imported comment starts with an "Imported" header naming the original author and time. Rainbook's reports use the original dates.

When you connect your mailboxes afterwards, Rainbook Mail Sync starts where the imported history ends and adds new replies to the imported threads, with no duplicates. See Mail Sync.

After an import, Mail Sync works through the imported threads and meetings in the background, usually within a few hours. If you uninstall and reinstall Mail Sync before it finishes, a reply to a thread it hadn't reached yet starts a new Conversation.

Pause, resume and big imports

• Safe to close. Close the tab whenever you like. When you come back to Settings › Import the run is waiting, and it resumes without uploading your files again. If your browser storage was cleared, select the same files again and Rainbook checks they match.
• Another browser. A paused import continues in the browser that started it. From another browser, choose the same files again to continue. Attachments are imported only from the browser that started the import; the report lists any it left out.
• One run at a time. A second tab or admin sees "Another window is running this import."
• Pause and Cancel. Pause stops after the current batch. Cancel stops and offers Undo.
• Jira's limits. If Jira asks Rainbook to slow down, the import waits and carries on by itself, and the run shows "Jira is limiting this site, so the import waits and continues on its own".
• Jira Automation. Before the run, the review step lists the rules in Jira Automation that could fire on every new work item and recommends pausing them. Each run of those rules uses your Automation steps, so the review step shows the cost: enter how many rules fire on create and it shows the expected steps.

The import report

The report shows, for every object, the rows read and the records created, updated, merged, unchanged, skipped (with the reason), failed (with Jira's error) and sent to the people directory. It reconciles your open pipeline and the last 12 months of closed-won deals per currency against your source, to the cent, and lists records left without an account or parent. Download it as CSV. Every import is recorded in Rainbook's activity history with who ran it and the counts.

Import into Jira Free

Imports on Jira Free work the same way and create the same records. Jira Free has no private records, so everyone on the site sees what you import.

Run it again for the changes

You can run a trial import, keep working in your old CRM for a week, and then import again. The second run updates the records it matched last time and adds what's new, so the switch-over is calm.

Direct import from Salesforce, HubSpot and Pipedrive

In December, every import starts from export files. Direct imports that sign in to Salesforce, HubSpot or Pipedrive and pull your records for you arrive in January, on paid plans, and only run once a Rainbook admin turns them on in Settings › Integrations. They use the same wizard, dry run and report, and later runs pick up the changes without signing in again.