Migrating your Data with the New Migration Tool

This article walks you through how to use Ordergroove’s new migration tool to import subscriber data into your program. Whether you're starting fresh or switching from another subscription platform, this guide will help you get up and running smoothly.

Before You Start

Ordergroove uses a newline delimited JSON file for imports. Each file can store up to 100,000 customer records. This is similar to CSV spreadsheets where each customer's data is its own object on its own line. For more information take a look at View migration file structure information.

What's changed in the new version

If you’ve already used the legacy migration tool, the workflow has changed:

• We’ve combined the Test Run and Migration tools. In the legacy tool you would run a test migration, and if everything went right, you’d move on to a ‘real’ one. Now we have a validation tool built into the process, so there’s no need to run a fake migration.

Best Practices

Before importing any data, we recommend splitting the data into two groups: Active and Inactive Subscribers. This is so you can prioritize fixing any active records first to minimize downtime.

• Active Subscribers: Any customer who has had a successful order placed within the last calendar year with a future unfulfilled order. Any customer who has recently created a new subscription and has a future order date for their first recurring order.
• Inactive Subscriber: Any customer who has no active subscriptions.

Using the New Migration Tool

1 - Upload Your Data

Open up Ordergroove, and go to Developers > Migrations. Click Upload Records, and drag your first migration file into the dialog box.

2 - Fix Errors in Needs Review

Once the upload is complete, all of the records are split into Needs Review and Ready to go. Each of the records in Needs Review have an error to resolve before it’ll import.

There are two ways to fix the errors:

1. Go through with the import, and fix the errors with a re-uploaded file later. The migration tool will only import the Ready to go customers. Continue to the next step for details.
2. Pause here and fix your file. Once you’re done, start from the beginning and re-upload the file.

3 - Review Ready to Go

With the errors fixed, all of your customers should be in Ready to go. There are two ways to complete the migration:

1. Migrate All: If you want to migrate all of the customers in Ready to go at once, you can click Migrate Records on the right next to the search bar.
2. Pick and Choose: Using the checkboxes on the left, you can select certain customers and import them with the Migrate Records button on the left.

Once you hit either Migrate button, Ordergroove starts importing the file. You can see live updates in the Migrated tab.

4 - Validate Your Work

With the import complete, we need to double check and make sure everything was imported correctly. Pick one of the customers from your import file, we’re going to take a closer look:

1. Open up Ordergroove and go to Data > Customers.
2. Search for the customer. You can use their Name, Email, Customer ID or Phone Number (if provided).
3. Click on the customer and it’ll open up a detailed view. Take a moment to review the customer information, does everything look alright, and does it match the file?

Optional - Put in a Test Order

We recommend putting in a test order. Make sure that you use a test customer, yourself or a coworker, as this will post a real order for placement.

1. Go to Data > Customers, search for the test customer, and click on their name to open up a detailed view.
2. Locate the Orders section, and click View All.
3. Click on the upcoming order so it expands
4. Click Send Now button on the top left
5. Click Save

From here the Order Placement system will run. It will fetch the order and attempt to push it into your eCommerce system. Feel free to occasionally reload the page.

After a little bit, you should see the order update. If you see it was in a “Success” state, move on to the next step, Validating payment processing. If you see Failed, we need to do some troubleshooting.

If you see a Placement Failure

1. Go to Data > Order Logs
2. Set Filter to Email, and search for the Customer

You should see two rows, click the Response button to see why the order was rejected.

• If the system had a timeout communicating with your eCommerce system, manually retry the order.
• If there's a data issue, you can make the appropriate updates to the customer in Ordergroove and try it again. However, it is recommended you go through another test customer to ensure there's no systematic issue with how the data is migrating from your subscription provider to Ordergroove.
• If the error is unclear and you need to re-import the test customer, please reach out to support. We need to move the test customer “out of the way” so placement can continue.

Validate Payment Processing

If the order is labeled Successful in both Ordergroove and your eCommerce system, we can now verify that the card was actually charged successfully.

1. Log in to your eCommerce system
2. Search for the test customer
3. Find the order that we just placed
4. Confirm the charge was successfully captured by your payment processor

It may also be worth waiting for the charge to appear on the test customer’s credit card.

Don’t Forget Your Backend Systems

After confirming the charge was successful, check any connected systems like your Order Management System (OMS) or Enterprise Resource Planning system (ERP.) This ensures the order data is flowing correctly across your entire tech stack — not just in Ordergroove and your eCommerce platform.

Additional Support

If you have any questions along the way, please reach out to support. We’ll be happy to help and make sure everything goes as smoothly as possible.