Getting started
Key points to consider before a migration
Before considering starting a migration, there are some things you have to keep in mind:
New Assigned IDs: Once the migration is complete, every item—including your apps, records, and projects—will be assigned a brand-new, unique ID in the new organization.
Fresh Record History: Your data history will start with a clean slate; the latest version of each record from your original organization will be imported as "Version 1" in the new one.
Updated Timestamps: Since items are being newly created during the transfer, all records and activity logs will reflect the migration timestamp rather than the original collection date.
API Tokens and Data Shares: Once the migration is complete, you will need to manually recreate any existing API tokens and data shares in your new organization. If you have data events, calculation fields, or external integrations (such as Power Automate or custom-built tools) that depend on these, please be sure to update them with the new credentials so they continue to work as expected. You can create new API tokens from this section of your panel.
Data Events, Calculation Fields and Reports: You do not need to worry about moving the code within these, as it is migrated along with the app structure, which we will review in later steps. However, if your Data Events or Calculation Fields reference specific field keys, you will need to update the existing code to match the new field key values to ensure continued functionality.
Preparatory steps
These are some preparatory steps to ensure all the data is properly migrated to the new organization.
Before starting the migration, the first essential step is to ask your team to stop all data collection activity. The source organization will be temporarily paused until the destination organization is fully set up and ready for work. By pausing activity, you ensure that no new records or structural changes are made during the migration process, which prevents any data from being missed or left behind.
Moving all the data could take from some hours up to severeal days depending on the size of your organization and the import/export times. We recommend scheduling the migration during a period when your organization's activity is low. Additionally, we suggest planning an alternative method for collecting data while the migration is in progress.If you have mobile users actively collecting data, you must ask them to sync any unsynced or draft records before starting the process. This is another key point to prevent any data from being missed.
Finally, ensure that both the source and destination organizations are active and prepared to begin the migration. If you need assistance on getting the new organization active or resolving any billing situation, please reach out to our billing team at [email protected].
¡Let's get started!
On the source organization
We need to start exporting all the information from the source organization, including apps, records, map layers, choice lists, classification sets, and users.
Apps: To export your apps structure, the easiest option is to use the /import - /export method. Open the first app of your active apps list and modify the URL so it includes /export at the end:
Repeat this process for each one of the apps you want to migrate until you have all the apps files/templates organized on a folder.
Note: If your app includes a self-referencing record link it will fail to import on the further steps, we suggest to first export the app data as shown on the next section of this article, remove the record link from the app structure, export the app and once it is migrated to the new organization add the record link back.
Records: Now comes the time to export the data inside of your applications. As a first step, go to the "Exports" section on the left side bar and start a new export:
Once completed, you will see this interface. Select CSV as the file format, enable Include photos, and click Toggle All. This will export all your records, including their photos, in CSV format.
Since you exported a lot of apps records, the inside of the downloaded ZIP will look something like this:
Uncompress each app records folder outside of the ZIP file and compress again to a ZIP:
Repeat this process for each app in the folder.
Limits on export
Large exports can take several hours to process. Exports that run longer than approximately six hours are likely to fail, so when working with large exports, we strongly recommend splitting the records export into smaller batches. In addition, keep each export under 10,000 records, as the import limit is 10,000 records per import.
To split the records on smaller batches you can simply limit the amount selecting a spefic range and set of apps, example:
Map Layers: Regarding the layers, the ideal scenario is having them already stored outside of Fulcrum and ready to upload to your new organization. However, if you need to download your map layers from Fulcrum, you can do so from here:
If the layers are in GeoJSON format, click on the edit layer option and save the layer JSON.
Repeat this process for each one of the map layers you want to migrate.
Choice Lists and Classification Sets: To export your Choice Lists and Classification Sets you can follow this same procedure for both:
Open either a Choice List or a Classification Set.
Add /export at the end of the URL.
You will get a JSON file downloaded to your device, you can use AI or an online tool like this one to convert this file to CSV so you can import it back later.
Members: Export your members list from this button:
Once done you will need to adjust the file so it only includes the columns: first_name, last_name, email and role
Roles: There is no direct way to export roles; it would be a great idea to take note of your existing roles and permissions configuration.
On the destination organization
Now that you have exported all the essential data from your source organization, please access the destination/new organization to start the import processes.
Choice Lists and Classification Sets: Before managing applications and records, replicate your existing Choice Lists and Classification Sets. You can either rebuild these manually or upload your modified file from the source organization by appending /import to the URL.
Apps: Importing apps is quite simple; all you need to do is access the new organization and add /import at the end of the home URL, and select Choose File, just like this:
Once the modal to upload files appears, upload one of the apps you exported from the source organization, repeat this process for each one of the apps you previously exported.
Doing this you will be done moving all your apps structure to the new organization.
Records: Time to import records! For this, you need to access the "Imports" section on the left panel and start a new import:
Select the app to which you would like to import the records first
Select "Create New Records"
Select the records file that corresponds to this app
Complete the import process
Repeat for each one of your apps
Considerations for apps using record links: Because record IDs are regenerated during the import process, the original record IDs will no longer be valid once the app is migrated. If your app contains record links to records in other apps, it is important to follow a specific order. First, import the app that does not contain the record link. After that, open the records file for the app that includes the record link field and update the values in the record link column so they match the newly generated record IDs. This step is required to ensure that the record links continue to point to the correct records after the migration is completed.
Useful articles on how to import records:
Map Layers: Do not forget to upload the layers that are important for your team and organization.
Roles: Before proceeding with the organization members import, you must recreate all your organization roles with their respective permissions configuration.
Members: For the members, go to the Members section on the left panel, click on "Add Members" and select the file you exported and modified from the source organization.
Considerations for organizations using SSO
If your organization uses SSO as an authentication method, you must configure the SSO for your new organization.
Access https://web.fulcrumapp.com/settings/authentication to move the configuration.
Consider that the domain must be a unique value, so you will need to choose a new one.
Advanced migration
If you’re planning a more complex migration and require direct assistance, please contact your Account Executive to discuss options. They can help coordinate support from our Professional Services team.
Issues with the migration?
Are you experiencing issues at any step of the migration process? Don’t worry — we’re here to help. Please reach out to our Technical Support team via live chat on the web or by email at [email protected].