Before You Begin
Understanding the Change
Legacy System (Account Stages):
Simple status field on accounts
No action tracking
No conditions or requirements
Limited reporting
New System (Workflows):
Full pipeline with stages and actions
Complete action history with timestamps and locations
Conditions, checkpoints, and required fields
Enhanced reporting and accountability
What Gets Migrated
Account stage → Workflow stage mapping
Historical status changes → Workflow history
Custom fields remain unchanged
Account ownership unchanged
What Changes
Reps use actions instead of changing status directly
Action conditions may affect when reps can progress accounts
Required fields enforced at stage transitions
Full audit trail of all actions
Planning Your Migration
Step 1: Audit Current Stages
Review your existing account stages:
Which stages are actively used?
Which stages can be consolidated?
What's your logical progression?
Step 2: Design Your Workflow
Map old stages to new workflow:
Old Stage | New Stage | Order |
New Lead | Prospect | 1 |
Contacted | Knocked | 2 |
Pitched | Pitched | 3 |
Scheduled | Set | 4 |
Sold | Closed | 5 |
DNC | Do Not Knock | Other |
Step 3: Define Actions
For each stage, determine:
What actions move to the next stage?
What conditions apply?
Who can perform each action?
Step 4: Plan Rollout
Consider:
Training needs for reps
Timing (avoid busy periods)
Pilot group for testing
Performing the Migration
Step 1: Create Your Workflow
Go to Settings > Workflows
Click "+ Add Workflow"
Build your stages and actions
Step 2: Configure Integration Mappings
In your workflow settings, set up integration mappings:
Map each legacy stage to a workflow stage
System uses these mappings during migration
Handles accounts synced from external systems
Step 3: Test with Sample Accounts
Before full migration:
Create test accounts
Move through workflow manually
Verify stage mappings work
Check history is recorded correctly
Step 4: Run Migration
Contact Terros support to initiate migration:
Provide workflow ID
Confirm stage mappings
Schedule migration window
Migration process:
Accounts receive workflowId
Current stage mapped to workflowStageId
Historical status changes converted to workflowHistory
Original data preserved
Step 5: Activate Workflow
Once migration completes:
Review sample of migrated accounts
Verify history converted correctly
Activate the workflow
Communicate to team
Post-Migration
Verify Data
Spot-check accounts:
Current stage displays correctly
History shows previous transitions
Required fields enforced
Train Your Team
Cover these topics:
How to take actions (not change status)
Understanding conditions
Required field prompts
Viewing workflow history
Monitor Adoption
Watch for:
Reps confused about new process
Conditions that are too restrictive
Troubleshooting
Accounts Stuck in Wrong Stage
Cause: Stage mapping incorrect during migration
Fix: Admin can manually update the account or take corrective action
Missing History
Cause: Legacy system didn't track timestamps for all changes
Fix: Migration creates history entries with best-available dates. Some gaps expected.
Reps Can't Take Actions
Cause: Conditions not met (distance, time, role)
Fix: Review action conditions. Adjust or remove overly restrictive conditions.
External Sync Issues
Cause: Integration still sending legacy status
Fix: Update integration mappings. Contact Terros support for complex integrations.
Rollback
If critical issues arise:
Contact Terros support immediately
Workflow can be deactivated
Accounts retain workflow data but fall back to legacy display