By Siddharth GangalDefine the Fireflies exit boundary
This page owns incumbent export, cutover, and decommission. It does not repeat the Fireflies accuracy test, vendor review, category selection, or the vendor-specific Gong export checklist.
Use the call-recording workflow guide for capture governance and the CRM migration checklist only when CRM authority itself changes.
Freeze workspace, plan, seats, admins, integrations, API access, recording settings, storage, retention, countries, legal holds, target, snapshot, final-recording cutoff, rollback window, deletion date, and signatories. Review the signed contract, DPA, export assistance, API limits, termination access, backups, subprocessors, and deletion evidence.
Inventory every artifact, relationship, and entitlement
Inventory meetings; source calendar/provider; audio/video; transcript sentences, speakers, timestamps, language; summaries; action items; notes/comments; topics, trackers and analytics; soundbites/playlists; channels; users, teams and ownership; CRM account/contact/opportunity/activity IDs; custom vocabulary and summary configuration; app outputs; permissions, public/shared links; consent/notice; integrations/webhooks; storage; retention; and deletion state.
For every object record source ID, parent/edge IDs, owner, count, required fields, sensitivity, authority, export path, target, retention, acceptance test, and status. The conversation-intelligence integration guide supplies CRM authority rules; CRM remains authoritative for account, contact, opportunity, owner, stage, amount, and close date.
Label portability without assuming bulk export
Label each artifact documented exportable, buyer verified, partial, reconstruct, contract/support dependent, or unavailable. A UI object or endpoint is not proof of bulk export, complete history, media access, or destination import.
Fireflies’ official API introduction describes GraphQL users and transcripts and explicitly says more functionality is still being exposed; it says Super Summary and Custom Apps data are not currently fetched. The transcripts query documents IDs, filters, fields, and pagination capped at 50 per query. Recheck current schemas, plan, scopes, ownership, pagination, and rate limits.
Do not infer portability for comments, trackers, playlists, custom vocabulary, configuration, audit trails, deleted content, or complete CRM history without an opened source or buyer test. Obtain written confirmation for material gaps.
Freeze capture and preserve snapshot plus delta
Set a snapshot timestamp and freeze channel moves, permissions, vocabulary, trackers, integration mappings, public links, retention changes, and deletion. Export configuration before content. Log every permitted change after snapshot.
Stop capture across calendar rules, conferencing, dialer/phone, uploads, mobile recording, and integrations in a rehearsed order. Inventory scheduled and in-flight meetings. Reconcile eligible meetings = captured before cutoff + approved exclusions + failed/quarantined + post-cutoff meetings. Define treatment for a meeting starting before cutoff but processing afterward.
Fireflies’ settings guide documents capture, format, and auto-delete controls. Verify the live workspace. Do not shorten retention before export acceptance.
Export immutable files and manifests
Preserve raw API JSON, CSV, audio, video, transcript, and approved configuration evidence unchanged in encrypted storage. Manifest tenant, query, filters, cursor/skip range, requester, start/end, schema, file, bytes, rows, errors, exclusions, and SHA-256 digest. Transform working copies only.
Extract snapshot, then ordered deltas through cutoff. Preserve tombstones or deletion evidence when available. Profile distinct IDs, nulls, duplicate keys, timestamp ranges, encoding, missing pages, orphan speakers, inaccessible owners, malformed media, and truncated text. Sample source UI against raw export.
Reconcile meetings, media, fields, associations, and history
- Meeting reconciliation = accepted exported meetings ÷ eligible source meetings.
- Media reconciliation = playable media matching meeting ID, duration tolerance, size, and digest ÷ eligible media.
- Field fidelity = correct required values ÷ eligible required values.
- Association reconciliation = correct speaker, user/team, channel, CRM, action-owner, and artifact edges ÷ eligible edges.
- History completeness = required versions/events present once ÷ eligible events.
- Duplicate rate = unintended extra target objects ÷ eligible source objects.
Report by owner, team, source platform, language, age, privacy, channel, CRM association, media type, and held/deleted state. A transcript without speaker/timestamp relationships is not full fidelity.
Stage the target and run dual capture
Import users/teams and CRM identity mappings first, then meeting metadata, media, transcript/speakers, associations, and supported derived artifacts. Keep target capture, notifications, shares, and CRM writes disabled. Seed duplicate CRM contacts, merged accounts, inactive owners, private channels, public links, missing speakers, long recordings, multiple languages, held meetings, and suppressed access.
Dual-capture a bounded, consented meeting set while only one system writes CRM or notifies attendees. Compare capture eligibility, media, transcript, associations, permissions, delivery, and deletion. Selection is separate from migration; no target-quality superiority is inferred.
Rehearse rollback before cutover
Write a runbook for source stop, delta extraction, checksum, transform, import, reconciliation, target activation, monitoring, and abort authority. Rollback must disable target capture/writes, export target-only deltas, preserve new meetings, restore only approved source settings, and prevent duplicate bots, recordings, CRM activities, or notifications.
Hard gates include zero unauthorized recordings/shares, complete critical CRM associations, accepted media/transcript reconciliation, stable permissions, visible failures, suppression/consent preservation, and tested rollback. No weighted score offsets a privacy or access failure.
Revoke, decommission, and prove deletion
Revoke API keys, webhooks, OAuth/calendar/conference/CRM connections, SSO assignments, public links, app access, service identities, exports, and support access. Archive approved manifests, raw evidence, mappings, reconciliation, exceptions, approvals, and retention schedule.
Fireflies documents meeting deletion as owner-controlled and permanent, with bulk deletion plan-dependent; it says transcript, summary, recording, and related data are removed. Contractually confirm workspace, backups, subprocessors, holds, support artifacts, and proof. Cancellation alone does not delete data.
Apply the worked example and print the checklist
This fictional example is not Fireflies performance. Of 1,000 eligible meetings, 980 reconcile. Of 400 eligible media files, 390 are playable and correctly linked. Of 1,000 critical associations, 960 reconcile. Five unintended duplicate target meetings appear.
| Measure | Calculation | Result |
|---|---|---|
| Meetings | 980 ÷ 1,000 | 98% |
| Media | 390 ÷ 400 | 97.5% |
| Associations | 960 ÷ 1,000 | 96% |
| Duplicates | 5 ÷ 1,000 | 0.5% |
| Checklist | Owner | Evidence | Status |
|---|---|---|---|
| Contract, plan, portability and retention frozen | Procurement/privacy | Terms/vendor responses | □ |
| Artifacts and edges inventoried | Data/RevOps | Counts and mapping | □ |
| Capture stopped; snapshot/delta preserved | IT | Run log/manifests | □ |
| Files, media, fields, edges, history reconcile | QA/owners | Signed report | □ |
| Target, dual capture, rollback pass | Program owner | Test evidence | □ |
| Access revoked and deletion evidenced | Security/privacy | Revocation/vendor proof | □ |
Migration TCO = source overlap + destination setup + export/API/support + engineering + media storage + validation + training + monitoring + remediation + archive + decommission/deletion. Publish versions, dates, portability gaps, counts, exceptions, rollback, deletion status, TCO, and signatories. No undocumented bulk-export claim is made.