Use this article with the Data Cleanup Checklist
This guide provides context and guidance on post-migration data issues. The Data Cleanup Checklist: Redtail to Swivel provides a step-by-step list to ensure all cleanup tasks are completed.
Why data cleanup is necessary after migrating from Redtail
Redtail allows flexibility in how data is entered and categorized. Over time, this often results in slight variations, overlapping entries, and missing classifications that work in Redtail but don’t map cleanly to Swivel’s more structured data model.
During migration, Swivel preserves your data rather than guessing how loosely defined values should be mapped. When a clear match isn’t available, placeholder values such as “Unspecified” or “Redtail” are created so that no data is lost.
Post-migration cleanup ensures your data behaves consistently in Swivel by:
Consolidating duplicate records that represent the same real-world entity
Replacing placeholders with standardized, meaningful values
Step 1: Resolve Duplicates
Duplicates are often the most visible post-migration issue and should be addressed first.
Why duplicates appear
Multiple Redtail entries for the same entity with slight differences in spelling or details
Categories or labels that mean the same thing but were entered differently, leading to duplicates or inconsistent data
How to approach duplicates
Confirm if records represent the same real-world entity before merging
Decide which record will remain primary and which data should be preserved
Avoid merging records that are intentionally distinct
How to merge duplicates
Carriers & Institutions:
Go to Business Management > Carriers & Institutions
Click the three-dot action menu > Merge
Select what to Merge From and what to Merge To
Click Merge
Video Tutorial: How to Merge Duplicate Carriers
Product Types:
Go to Settings > Advanced Setup > Product > Product Types
Click the Merge button at the top of the page
Select what to Merge From and what to Merge To
Click Merge
Product Statuses & Products:
Complete the same process as above.
🔍 Tip: Only merge records that truly represent the same entity. Review carefully to avoid losing meaningful distinctions.
Contact Categories & Statuses:
See the following articles for guidance on standardizing and consolidating these values:
Step 2: Understand and Resolve “Unspecified” or “Redtail” Objects
A value of “Unspecified” or “Redtail” is not an error. It indicates that:
A required field exists in Swivel
The migrated Redtail data did not provide a clear value for that field
Rather than guessing, Swivel assigns these placeholders so you can decide how to handle them.
Common places where “Unspecified” or “Redtail” appear:
Product Lines
Carriers & Institutions
Institution Types
How to resolve placeholders
Product Lines:
Go to Settings > Advanced Setup > Product > Product Lines
Click Redtail
For any associated product types, click the three-dot action menu > Edit
Select the correct Product Line from the dropdown
Click Save
Once all product types have been reassigned, delete Redtail as a product line
🚧 Important: Do not delete Redtail as a Product Line until you have confirmed all associated product types have been reassigned correctly.
Carriers & Institutions:
Go to Business Management > Carriers & Institutions
Click Redtail Default
For any associated products, click the three-dot action menu > Edit
Select the correct Product Offering Type from the dropdown
Edit the product name to match standardized naming conventions (if needed)
Select the correct Institution Type from the dropdown
Click Save
Repeat steps 3–7 above for all associated products
Once all products have been reassigned, delete Redtail Default as an institution
🔍 Tip: If you're unsure about a product name after migration, use the Product Report to generate a list of all clients associated with that product. Then cross-reference those clients and product details with the carrier's website to confirm the correct product name before updating it in Swivel.
🚧 Important: Do not delete Redtail Default as an Institution until you have confirmed all associated products have been reassigned correctly.
Institution Types:
Go to Business Management > Carriers & Institutions
Click Unspecified
For any associated carriers, click the three-dot action menu > Change Type
Select the correct Institution Type
Click Save
Repeat steps 3–5 above for all associated carriers
Click Settings > Advanced Setup > Product > Institution Types
Click Unspecified > Delete
🚧 Important: Do not delete Unspecified as an Institution Type until you have confirmed all associated products have been reassigned correctly.
Step 3: Clean intentionally, not all at once
It’s tempting to try to fix everything in one pass. Instead:
Address high-impact issues first (duplicates and placeholders)
Validate results before moving on
Avoid changing data you don’t fully understand yet
Data cleanup is an ongoing process. Make changes incrementally and avoid deleting or merging data unless you’re confident it’s appropriate.
Step 4: Use the checklist to finish the job
Once you’ve resolved the core issues outlined above, use the Data Cleanup Checklist: Redtail to Swivel to ensure nothing was missed. Together, these two resources form a complete post-migration cleanup process.
Data cleanup after migration is normal—especially when moving from a flexible system like Redtail to a more structured platform. Taking the time to clean intentionally ensures better filtering, automations, and reports down the line.