Migrate Employee Email (Classic) data to Staffbase Email in the Staffbase Studio

In this article, you will learn how to migrate data from your Employee Email (Classic) instance to your new Staffbase Email instance using the self-service in the Staffbase Studio.

You can migrate your data following these steps:

1. Prepare for data migration
2. Connect to your Email Classic instance
3. Select sending domains and sender addresses
4. Select data (users, contacts, lists, emails, branding)
5. Verify data selection, preview and migrate
6. Confirm migration completion and inform Staffbase

Before migrating any Email Classic data, make sure that the following prerequisites are fulfilled.

Prerequisites

• You have the role of an administrator in the Staffbase Studio.
• You have read and understood the overview page around the migration.
• You have the current Email Classic parent admin login credentials (parent admin email address and password).
• The Email Classic Data Migration self-service feature is activated in your Staffbase platform. If not, contact Staffbase Support or your Customer Success Manager.

Additionally, you can prepare the migration by gathering the following information:

• The domains you want to migrate from Email Classic to Staffbase Email. Do you want to add all domains or only specific ones?
• The sender addresses (aliases) you want to migrate from Email Classic to Staffbase Email. Do you want to add all sender addresses or only specific ones?
• The data you want to migrate from Email Classic to Staffbase Email, such as users, contacts, lists, emails, and branding. Do you want to migrate all data or only specific data?
• What is your current Email Classic setup? Do you have any customizations or specific configurations that you want to keep or replicate in Staffbase Email that you need to consider during the migration?

1. In the Studio, navigate to Settings > System Setup > Data Migration.
2. Click Connect Email Instance.

3. In the Parent Admin Email Address field, provide the email address of the current parent admin account of your Email Classic instance.
4. In the Parent Admin Password field, provide the password of the current parent admin account of your Email Classic instance.
5. Click Next to connect your instance and continue with selecting sending domains and sender addresses.

After you have connected to your Email Classic instance, the next step is to select sending domains and sender addresses to be added to Staffbase Email.

1. Enable checkbox for Sending Domains if you want to add all domains present in Email Classic to Staffbase Email.

2. Enable checkbox for Sender Addresses if you want to add all domains present in Email Classic to Staffbase Email. Sender addresses require sending domains checkbox to be enabled.

3. Click Next to continue with data selection.

In this step, select the data you want to carry over to Staffbase Email.

1. Select the data categories and items you want to migrate. If you want to migrate only specific data, uncheck the categories you don’t want to migrate.

2. If you want to migrate only email data starting from a specific date, select the Choose specific start (from) date option and set the date.

3. Click Next to continue with verifying and migrating data.

Here’s your final chance to review your data selection before migrating to Staffbase Email.

1. In case you want to edit the selected data, click Edit Selection.
2. After you have verified your selection and the preview numbers, click Migrate and a confirmation dialog will open.

3. Click Migrate in the dialog to start the migration process.

Once the migration has started, you are redirected to the overview page where you can see your connected instance with status in progress.

Select a tab

The action menu is locked until the migration completes.

You will only see the migration details of the last completed migration.

Once the migration is complete, the overview page shows status is migrated as well as the date of the last completed migration.

You have successfully migrated your Email Classic data to Staffbase Email.

Continue with confirming the migration completion and inform Staffbase.

Once your migration status shows as Migrated, you are all set!

You can now:

• view migration details of the last migration,
• re-run migration if needed,
• and most importantly inform Staffbase when you are ready to turn off your old Email Classic instance

You can view migration details after the migration has completed.

1. Click on the three dots in the actions column to open the action menu.

2. Click View Migration Details to open a report with a summary of migrated data.

You can re-run a migration anytime after it has completed. Re-running a migration allows you to migrate new data created since your last migration run.

1. Click on the three dots in the actions column to open the action menu.

2. Click Re-run Migration to start the migration process again.

3. You are redirected to the step of selecting sending domains and sender addresses. Continue the process from there with the steps described in this article.

All your selected data has been successfully migrated, and Staffbase Email is fully set up and ready to use. Once you’ve confirmed that everything you need has been moved, you can safely turn off your old instance.

This step is important because deactivating your old Email Classic instance helps prevent confusion, ensures a smooth transition to Staffbase Email, and stops any accidental usage of the old platform.

• Overview of Staffbase Email
• Release of Staffbase Email FAQ