How to migrate repurposed fields to system fields

Overview

RealNex Insights reads from a defined set of system fields in the RealNex CRM. If your account has repurposed system fields, has not adopted system fields released over the last two years, or has stored data in custom user_, userdate_, or usernumber_ fields, your dashboards may show anomalies. The fix is to move that data into the corresponding system fields.

This article wraps two existing CRM admin tools (Field Definitions and Global Replace) into one walkthrough for the RealNex Insights use case. If you are not sure whether this applies to your account, start with Why your dashboards may look different.

Prerequisites

• Admin permissions on your RealNex CRM account, including Edit field definitions or Superuser
• A list of the custom fields you want to migrate (or a willingness to identify them as you go)
• A non-peak window. Run Global Replace during off-hours so other users are not editing the same records.

Best practice: perform Global Replace during non-peak hours and back up the field you are updating.

Identify the fields to migrate

Step 1: Export your field definitions

Start by pulling a snapshot of how your fields are configured today. In the CRM, open Settings > Administration > System Reports, then choose Field Definitions and export the report. The export captures every field on your account, including custom user_, userdate_, and usernumber_ fields, with their current captions and visibility.

Step 2: Open Field Definitions

Inside the CRM, open Settings > Field Definitions for live filtering as you scope the migration.

Step 3: Filter for the fields RealNex Insights reads

Use the filters at the top of Field Definitions to narrow the list. Two filter patterns help most:

• Use the Caption search to find a specific field by name
• Use the External filter (MarketEdge, MarketPlace) to surface integrated system fields, which are the fields RealNex Insights pulls from

Step 4: Confirm duplicates between custom and system fields

Look through the filtered fields. If a field you have been using as a custom (user_, userdate_, usernumber_) now exists as a separate system field, that is your candidate to migrate.

If your custom field is not duplicated in the system field set, you do not need to migrate it. RealNex Insights only reads the system fields, so unique custom fields can stay where they are.

Move the data with Global Replace

Global Replace lets you mass-update a field across many records in a few steps. For RealNex Insights migrations, you will use it to copy or move data from your custom field into the system field.

Record limit: Global Replace processes up to 4,500 records in a single action. If your table is larger, organize records into Groups under 4,500 (see Additional Options) before continuing.

Step 1: Open the table

Navigate to the table that holds the data you want to migrate (Properties, Projects, Companies, Contacts, etc.). Manually select records or apply any filters you need so the result set is under 4,500 records.

Step 2: Click Global Replace

In the Data Management toolbar, click Global Replace.

Step 3: Confirm the record set

Confirm you want to run Global Replace on Records in a current query and click Proceed.

Step 4: Configure the replacement

In the Global Replace popup, configure the move:

1. Field to replace. Select the system field RealNex Insights reads (the destination).
2. Replace Switch. Toggle the switch from Value to Field so you can replace from another field rather than from a fixed value.
3. Replace with. Select your custom field (the source). Choose Copy, Move, or Swap:
   • Copy. Preserve the value in the custom field and copy it into the system field. Recommended for most RealNex Insights migrations.
   • Move. Move the value into the system field and clear the custom field. Use only if you are sure you no longer need the custom field populated.
   • Swap. Exchange values between the two fields. Reserve for specific data-cleanup cases.

Step 5: Add multiple field replacements per batch (optional)

You can update more than one field in a single Global Replace action. Click Add to insert another row inside the popup. Configure each row as you did Step 4 (Field to replace, switch, Replace with, and the Copy/Move/Swap action).

• More fields per batch means a longer-running action.
• If you would need to run multiple batches with five or ten field replacements per batch, per table, that is a strong signal to sign up for a group office-hours call. Bring a high-level summary of your scope and we will plan the migration with you.

Step 6: Set safety options

• Backup updated fields. Recommended. Keeps a backup of the field you are updating in case you need to revert.
• Do not update “last modified” field. Optional. If checked, this Global Replace will not update the “last modified” timestamp on records.

Step 7: Run the replacement

Click the orange Replace button (or the orange Copy, Move, or Swap button when only one row is configured) to run the action.

Repeat the workflow for each Group of records under 4,500. Run the Groups in order so you do not lose track of which batches have completed.

Optional: Hide the old custom fields

Once your data has been copied into the system fields, you may want to hide the old custom fields so users do not enter new data there.

Step 1: Open Field Definitions

Open Settings > Field Definitions.

Step 2: Find the field

Use the Caption search to find the custom field, and set Is Visible to Yes to surface the row.

Step 3: Make it invisible

Deselect the Is Visible checkbox. Changes save automatically. The field will no longer be available for users to view or add data to.

Hiding a field does not delete the data. Data is preserved regardless of visibility, and you can make the field visible again at any time.

Additional Options

Use Groups to handle tables over 4,500 records

If a table exceeds the 4,500 record limit, do not just rely on filters. Build temporary Groups that hold sub-4,500 record batches so you can query and run replacements against each batch cleanly:

1. Apply CRM filters to break the table into logical batches under 4,500 records.
2. Save each batch as a Group (for example, “RealNex Insights Migration - Batch 1”, “Batch 2”, etc.).
3. Run Global Replace against each Group in order (1, 2, 3, then a, b, c if you need a finer split). Working in order keeps you from losing track of which records have been updated.

Tips and Best Practices

• Run during off-hours. Mass updates during peak usage can lock records other users are editing.
• Always back up the field you are updating. Use the Backup updated fields option in Global Replace.
• Use Groups, not just filters, for large tables. Groups let you re-run a specific batch cleanly if something needs a do-over.
• Start with the highest-impact dashboard. Most accounts feel the biggest RealNex Insights gain when the Projects dashboard fields are clean. Start there.
• Confirm in RealNex Insights after the next refresh. Dashboards refresh once a day. Check the next day to verify the move.
• Coordinate the change. If multiple teams share the field, align before moving data to avoid surprises.