How to Migrate from Autotask to HaloPSA (Built-In Migration Tool Walkthrough)

hi everyone in this video I'm going to talk about the process of migrating from autotask into Halo how easy the process is I get asked this almost every day in my Consulting calls how easy is it to migrate from autotask into Halo so if if you're in that position where you're currently using autotask and you're thinking about switching to Halo and you want to know how you can bring all of your information your tickets and customers and all those kind of things in from autotask into Halo then I'm going to show you how to do that process from here so let's go and take a look at how this works so what we want to do the very first thing we need to do is inside autotask we need to create a an API user account so to do that we simply click on admin then we go into account settings and users resources and users and then from here we simply create an API user account so we just got to give this some details we can call it whatever we want at this point let's do that um oops it's what happens when you use fake accounts they don't really work too well um let me just do this again okay and still didn't work okay so then we create our security level and there's three bits of information that we need at this point so we need to have a username a password and um and an API identifier key so what we're going to do is we're going to create the generate key I'm going to hit generate secrets and this is going to create us a username a password and then from here we use the custom integration and we can just call this Halo and then we need this tracking identifier key once you have those three bits of information we can then go into Halo and put that information in and then we can start to do the migration so to do that inside Halo the very first thing we want to do is go into configuration and then we want to go into migrations or to task and we need to put that information into here so you can see we have the username the password and the identifier and then we click test configuration and we get a successful test don't try copy these details I am going to kill those at the end of this this video but what this will allow you to do now I used to have a bunch of things that you can do so we can bring in all the companies all the locations we can also bring in things like contracts or contacts we can bring in agreements which are contracts we can bring in employees products service catalogs and my favorite one we can bring in tickets as well so let's actually go and have a look at how we do all of these step by step now they are of course in this order for a reason so we need to go through them in this order but very simply we click on companies and locations it's now saying when we bring these companies into Halo what do we want to do in terms of getting um you know assigning vat to these customers so let's just go in and give them a vat rate and what we will now do is this will go and pull all of our companies in uh in from inside Auto task so here they all are here I can see there's a bunch of these and what I'm going to do I'm simply going to hit the start button and this is going to go ahead and put all of my companies in every single company and every single location it's going to pull them in and you'll start to see it says done don't worry about the um QuickBooks Online sync failed that's basically just saying there's this company already exists and it's trying to sync it back into um into QuickBooks I'm going to leave this to to go and I'll come back and show you once this is done how we do the rest of it okay and there we have it so you can see that the sink has finished so we have now synced all of these companies into Halo so let's go and take a look if we look at customers we can see here are all of our customers and some of the names you might be familiar with if you've ever seen the the order task demos is we've got this company called able manufacturing we can see that you know the address has been brought over currently one hasn't yet been brought over is any any of our users but we can bring those over as well so if we go into able manufacturing within all the tasks and we have a look at who the users are what we'll be able to see from here we can see you know that we have five contacts and this is their their names that are are in here so let's go and actually bring those into into Halo so very simply all we do now is we come back into configuration back into the migration and this time we're just going to say bring in contacts so what we're now saying is if we can't match if doesn't know the company that it belongs to then it's just going to create it as the unknown account and the unknown company um and there we go so we're just going to Simply hit the stop button and this process actually doesn't take very long and you can see here that this is basically saying it's updating them um if it's already found the details or it's going to come in and and add them if they don't exist so you can see how quick this process is now while this is going it's probably a good opportunity for me to talk about this um before you start doing any of this kind of stuff obviously make sure that you know firstly the data is clean I just so happen to be using demo accounts so for me I don't really mind if this data is is all over the place but make sure the data is clean you know that you've got the correct titles the correct addresses all of that kind of stuff because we want to make sure that you're going to be bringing in clean information of course you can tick these boxes up here and just select the particular ones that you actually want and only bring in those particular ones but in this case it's brought everybody in it's added all by those so that's fine um what we'll do is we'll just go ahead and stop this so if we now go into here and we have a look at sites and users and then we've got a primary location and we look at users we can see we have the exact same users in order to in Halo that we had in Auto task so so far you can see how easy this process is to just bring everything in there's no you know no importing from um you know CSV files none of that kind of stuff it's very very cool very easy way to uh to bring stuff in let's just do products as well um So currently just to show you there's nothing in the product list within in Halo so if we go back to the products and we say let's bring those in that's not going to take very long at all so we're going to say products import same thing just bring them in and simply click the start button and you'll see this just goes ahead and Chucks all of these products in okay and then they all come and you'll see again this process is very very quick very straightforward so if we now go look at products you'll see if you look at non-serialized we have all of the products entered into Halo so the fun part is going to start now so those parts are fairly straightforward fairly easy but let's bring in billing codes so billing codes again gives us things like labor um you know which uh which halo calls charge types Auditors calls them work types and um service codes we're just going to bring all of those in and we need those to be brought in because the next step that we're going to do is to bring in things like um tickets we need to assign those to the right place but we're also going to bring in contracts um and and have all of that stuff assigned to the correct place so here we go bring this in there's all of our codes brought in and the next step that we want to do is now bring in agreements now this does warn you that company and billing codes must be imported from all the tasks before the agreements will work agreements in Halo is contracts in all the tasks you can rename it in in Halo to be contracts but for now we'll just leave them as agreements and we'll just bring everything from the beginning of the year now this is where the real cool thing comes in if we go into order tasks and we have a look um yeah let's go back to Able Manufacturing and let's have a look at one of the contracts that we have on the system for able manufacturing so we have three contracts and let's look at the recurring service contract and here we will see on this recurring service contract that we have under services we have a bunch of services in here um at a particular amount so we're going to get these exact this exact contract and these exact Services brought in to um into Halo so let's go and do that right here's all the all the agreements let's import this in and away it goes exactly the same process just brings the stuff straight in very very quickly or should be at least relatively quick there you go so the first one's done this process takes a little bit of a time but luckily we don't have too many of these so hopefully this should um should bring in what we need it looks like actually on this I know this bringing in the recurring service contract so that's already in there on the recurring service contract so we can see at the top here it's it's already brought that in at that description so if we were to go into Halo I don't want to stop this now um because some of the tickets that we bring in are going to need to have these agreements imported in but we'll just let this go and then I'll show you what Halo has actually done is it's created these as as agreements and at the same time it's actually taken all of the services that all the task has so on the contract here all of these Services get get created in uh in Halo as recurring invoices so it's it it allows us to take all of the stuff just like that and create any kinds of agreements that we want so let's do this now one thing this will do and it does say in that that screen beforehand as well that um you know this won't update any contrast so if you've already created the contract or the agreement inside Halo for that customer um it will not update the contract it will simply create a new one so just bear that in mind that um you know the the process will only create a brand new contract okay so they're in sync is finished so let's go and take a look let's go into Halo let's go into the agreements so if we're going to agreements up here and we go look at the agreement for able manufacturing and I guess it's this one yeah the recurring service contract and we go into recurring invoices what we will see on the recurring invoices is our services so you can see that there's actually two recurring in invoices created and we have those services created on one of them so we bring in this stuff in and you can see how they all are the exact same amount that we had in order to task okay so let's go see what else we can do from a um uh you know from an import perspective so brought all of those in now my favorite one let's bring in all of the ticket information now what this is going to do is it's going to bring in everything to do with the tickets so it's going to bring in the ticket name the ticket title ticket number it's also going to bring in you know any notes that you've had against the tickets something to bear in mind though of course you know if in Halo you have set up um the email that automatically emails a customer when a ticket is created you might want to make sure that that's turned off because what this is going to do is once these tickets get created um it could potentially send an email to your customer so you might want to do this at your demo stage before you've kind of turned on all of that that email um also we have to write a custom Json filter now we can do that fairly easily by going into a tool that we call um the postman tool now this is something I will post a link in the description below that will talk all about this how to get this and how to kind of put the stuff into um you know into here and then what all we need to do is this again to query a list of all tickets and we can see here is the value that we need as far as um you know getting that Json filter so what we then need to do is we need to paste that Json filter back into here with inhaler so when I click on import now I'm going to bring this in as a test ticker type and I'm going to say that I only want to bring stuff back as far as yeah let's do 2022 it's fine same thing applies in here is we will have every single ticket we've got five pages of them and when I simply hit the start button these tickets will start to arrive inside Halo again um and it goes without saying there's a bunch of test tickets in here there's a bunch of random information just make sure that the tickets that you are bringing in of course are tickets that you want to bring in that you need to bring in and you may need to adjust that Json filter a little bit based upon you know if you want to bring in only new tickets or close tickets or you know tickets for a particular customer on a particular date and time um you know you need to adjust that Json filter because that's what's going to determine how far back and what kind of tickets we can pull in um how far back one thing that this does do which is also really cool is this will actually apply the same status in Halo for what those tickets are in order to ask so if they've come in as a completed status it will actually mark them as complete in Halo it will also if they're in the you know in progress or whatever it will actually map that same status so once these come through we'll be able to see kind of how that works so I'm just going to let this go and I'll come back and talk about the rest of it from there and there it's done so now you can see the sink has finished so let's go and take a look at this inside Halo so if we simply go into service desk we will see here is all of our tickets that have been created here they all are we can see some of the statuses are in progress some of them are new it just brings in every single ticket I don't know if we had any closed ones on that list but it'll bring in all of the tickets that we currently had inside autotask so let's go and take a look at what kind of information we're going to get out of here okay that's a bad example but perhaps we can you know look at maybe one of the Justice League ones also a bad example but if we go through here I'm not really um sure which ones these are what I was trying to find is to see if there's one that's maybe able manufacturing might have some there you go there's an example of a ticket that has been brought into um into Halo so we now have you know the information of how long we spent on it what the notes are that came in from order task um as well as that we also have information about uh you know who who it's for um and we can just click on any one of these pretty much and you'll be able to see the information it's probably the wrong ones I'm clicking on but I think you get the idea here that this gives us the ability to really find out it's probably because those don't have a huge amount of information on them um let's just see if we can search for let's just search one of the Justice League ones I know I've been playing with that account quite a lot there we go perfect example right so here we can see some summary notes you know we put our internal notes in there our summary notes we've also got you know any information about where this was forwarded from when it was created and you can see it's brought in the time as well so it was created at 1601 and we ended at 1616. so it really is as easy as that to bring in information from autotask into Halo goes without saying you know I've done this in in a demo environment obviously like I said we need to make sure we clean things up we also need to make sure we've turned off emails so that people aren't being notified about all of these things and we also do need to bear in mind you know that if we had internal notes Here in in Auto task um that these are going to show us notes in Halo and may potentially actually be able to be seen by our customers so we just need to be careful with some of the stuff but the point of this demo was to show you how easy it is to bring that stuff in and and what it does so it's as simple as that so if you are thinking of migrating from order task into Halo um this is the kind of process we can go through obviously there's a bunch of stuff we need to do in the background first like you know setting up teams um those kinds of things but on the whole pretty much that's the migration process hope this video has been useful if so I would really appreciate it if you could give me a like And subscribe and um and look forward to seeing you on the next video so thank you very much and see you soon [Music] thank you [Music]