Migrate from erxes to monday CRM

Pre-migration audit and plugin verification

We audit the source erxes instance via GraphQL API across all activated plugins (Sales, Marketing, Operations, Commerce) and document the record count for Contacts, Companies, Deals, Pipelines, Tasks, Conversations, and custom fields. We verify that all plugins contributing data to the migration scope are currently activated, because deactivating a plugin renders its data inaccessible via the API even if records exist in the database. We also extract the custom field schema including field types, required flags, and any picklist values to prepare for Monday.com column type mapping.

Monday.com board schema design

We design the Monday.com Board structure based on the erxes data inventory. Each erxes Pipeline becomes a Board with Status columns matching the pipeline stages in order. We create a Person Board for Contacts and an Organization Board for Companies, with a Relation column linking Contact Items to their parent Organization. Task Boards use Status, Date, and Person columns. We configure custom columns for erxes custom fields, mapping field types to Monday.com column types with type validation rules. Board design is validated in a Monday.com workspace sandbox before production migration.

Data extraction via GraphQL pagination

We extract all migrating records via erxes GraphQL API using cursor-based pagination. For each object type (Contact, Company, Deal, Task, Conversation), we paginate through results in chunks of 100 records, preserving the createdAt and updatedAt timestamps for migration ordering. Custom field values are extracted as property key-value pairs. Very large datasets (50k+ records) use background job processing with exponential backoff on rate-limit responses. We flag any records with type-inconsistent custom field values for customer review before loading.

Owner reconciliation and team provisioning

We extract all distinct erxes Users referenced as owners on Deals and Tasks and match them by email address to existing Monday.com Team Members. Owners without a matching Monday.com account enter a reconciliation queue for the customer's admin to provision before record migration begins. This step gates the Deal and Task import phases because Monday.com Person column assignments require valid team member references.

Production migration in dependency order

We run production migration in record-dependency order: Organization Board Items (from erxes Companies), Person Board Items (from erxes Contacts with companyId linked to Organization Items), Deal Board Items (with Status columns set to match erxes pipeline stages and amounts in numeric columns), Task Board Items (with owner assignments resolved via User mapping), and Conversation metadata as Notes attached to related Contact or Deal Items. Each phase emits a row-count reconciliation report comparing source record count to destination Item count before the next phase begins.

Cutover, validation, and automation handoff

We freeze erxes writes during cutover and run a delta migration of any records modified during the migration window. We validate record counts, spot-check 20-30 random Items against the erxes source, and deliver a written inventory of every erxes Automation Workflow and Sequence with trigger-action documentation and recommended Monday.com Automation equivalents. We do not rebuild erxes automations as Monday.com Automations inside the migration scope. Post-migration, the customer admin rebuilds automations using the delivered inventory and documentation.