Sybill Data Export and Migration Checklist

A Sybill migration succeeds when the buyer can prove which recordings transferred, which transcripts and derived artifacts were separately returned or reconstructed, which CRM and user relationships survived, and which source access was revoked or deleted. A folder of MP4 files preserves media, not automatically speakers, actions, scorecards, permissions, or CRM associations.

Official sources were reviewed August 8, 2026. Gangly did not execute a Sybill migration. Bind the runbook to the contract, plan, DPA, permissions, vendor ticket, live tenant, transfer destination, and accepted sample. A crawler gap or missing public page is not proof that a capability is absent.

Define the Sybill exit boundary

This page owns incumbent export and cutover. Use the vendor-neutral meeting-notes checklist for cross-vendor controls, the Gong checklist for Gong, the CRM checklist when CRM authority changes, and conversation-intelligence buyer pages for target selection.

Freeze tenant, contracts, seats, admins, capture channels, integrations, storage, retention, legal holds, target, archive, snapshot, cutoff, rollback, cancellation and deletion dates. Name program, Sybill, data, CRM, conferencing/dialer, security, privacy, target, validation, rollback and destruction owners.

Hard gates include zero unauthorized recording/sharing, accepted critical media custody, complete critical CRM edges, correct permissions and consent/hold state, one capture/write authority, visible failures, tested rollback, revoked credentials and documented deletion exceptions.

Inventory calls, coaching, CRM, and governance artifacts

Inventory calls/meetings; audio/video recordings; transcripts, turns, timestamps, languages and speakers; summaries, next steps, actions, owners/due dates, outcomes, topics and deal insights; scorecards, rubrics, evaluations, coaching prompts and feedback; users, managers, teams, roles and inactive owners.

Add CRM accounts, contacts, leads, opportunities, activities, events, custom fields, mappings and write direction; conferencing, calendar and dialer IDs; permissions, shares, consent/notice, retention, holds, deletion state; API clients, webhooks, SSO, audit history, errors, integrations and support exports.

For every item record stable ID, parent/edge IDs, eligible count, owner, authority, sensitivity, plan/right, path, format, target, retention, acceptance test, exception owner and evidence. Preserve call-to-speaker, call-to-CRM, action-to-owner and evaluation-to-rubric-version edges. Use the conversation-intelligence integration guide for field authority.

Use the CRM data-quality framework to define field acceptance before imported summaries or actions can affect reports and workflows.

Build the portability matrix from official evidence

Use documented exportable, buyer verified, support/contract dependent, reconstruct, and unavailable. Store the source URL/ticket, plan, permission, filters, format, schema, limits, relationship/history coverage, test date and sample checksum.

Sybill’s offboarding guide documents MP4 recording transfer to a buyer-controlled S3 bucket or Google Drive folder. It says in-app bulk export is unavailable, the support-led bulk export includes audio/video MP4, and transcripts, next steps, outcomes and other metadata are excluded. Therefore:

Request the complete object and relationship manifest

Ask Sybill for a signed manifest listing each object, fields, stable IDs, relationships, versions/history, eligible counts, formats, permissions, extraction method, rate/size limits, generation time, download expiry, support fee, exclusions, retention, backup treatment, subprocessors and deletion evidence.

Request explicit answers for transcripts, speakers, summaries, actions, outcomes, topics, coaching, scorecards, users/teams, CRM IDs/custom fields, permissions, consent, audit and deleted artifacts. Record “not supplied,” not “portable.” Test private/shared calls, multiple capture sources, languages, inactive owners, merged CRM records, several opportunity links, incomplete actions, edited rubrics and held media before approving full transfer.

Freeze capture and preserve snapshot plus final delta

1. Freeze users, teams, topics, rubrics, mappings, permissions, recording/sharing, retention and deletion.
2. Count scheduled, active, processing, failed, uploaded, held and deleted calls; define calls processing after cutoff.
3. Preserve configuration before stopping conferencing, calendar, dialer, upload, API and CRM writers in rehearsed order.
4. Record snapshot start/end in UTC, jobs, eligible counts, files, errors and exclusions. Log approved post-snapshot changes.
5. Capture a final ordered delta for late media, transcripts, actions, coaching and CRM writes. Keep source access through rollback expiry.

During any dual period, one system owns participant notice/capture and one writes CRM. Avoid duplicate bots, recordings, activities, follow-ups or coaching events.

Transfer immutable media and reconcile artifacts and edges

Use a dedicated least-privilege S3 bucket or Drive folder and revoke Sybill access after acceptance. Preserve MP4 files and vendor manifests unchanged in encrypted storage. Record tenant, transfer job, requester, UTC times, filename, source/call ID, bytes, duration, errors, exclusions and SHA-256. NIST’s Secure Hash Standard supports digests; matching hashes prove file identity, not semantic correctness.

• Call reconciliation = accepted transferred calls ÷ eligible source calls.
• Media reconciliation = playable correctly linked MP4s ÷ eligible media.
• Field fidelity = correct tested values ÷ eligible tested values.
• Edge reconciliation = correct speaker, artifact, user/team, CRM, action-owner and rubric edges ÷ eligible edges.
• History coverage = accepted required versions/events ÷ eligible documented history.
• Duplicate rate = unintended extra target artifacts ÷ eligible source artifacts.

Report denominators/exclusions by team, owner, source, language, privacy, media, CRM association, hold and deletion. Full-reconcile held recordings, permissions, consent and critical CRM edges. Do not call MP4 filenames a relationship graph without a verified crosswalk.

Stage the target and run controlled dual capture

Load users, teams, roles, permissions, source-ID crosswalks and CRM identities before calls, media, transcripts/speakers, edges and supported derived artifacts. Disable capture, sharing, notifications, coaching automation and CRM writes during import.

Seed private calls, shares, inactive owners, duplicate contacts, merged accounts, multiple opportunities, missing speakers, long media, languages, incomplete actions, held calls and revoked tokens. Replay imports; interrupt media, repeat/omit a batch and deliver late delta. Failures must be visible and recoverable.

Dual-capture only a bounded, consented set with one CRM writer. Compare notice, capture eligibility, media, transcripts, speakers, derived artifacts, CRM edges, permissions, retention, export and deletion. This tests transition mechanics, not target superiority.

Cut over or roll back with hard gates

Write source stop, final delta, manifest closure, transformation, import, reconciliation, activation and monitoring order. Define abort authority. Rollback disables target capture/sharing/writes, exports target-only deltas, preserves post-cutover calls, restores only approved source connections and prevents duplicate recordings/CRM activities.

Stop on unauthorized recording/sharing, critical media loss, permission leakage, lost consent/hold state, unacceptable CRM-edge loss, destructive duplicates, invisible transfer errors, uncontrolled dual capture or untested rollback. Keep source read-only until gates pass.

Decommission, revoke, and collect deletion evidence

After acceptance/hold review, revoke Sybill’s S3 or Drive access, API keys, webhooks, OAuth, calendar/conference/dialer/CRM connections, SSO, service identities, public shares, users/admins and support access. Prove access fails.

Sybill’s privacy policy says Customer Data is retained on customer instructions and describes access, portability, erasure and restriction rights for personal data. Individual rights are not a complete customer-workspace export specification. Submit a contract-governed return/deletion request for raw/derived artifacts, logs, exports, subprocessors, backups, support copies, holds and exceptions; collect scope, dates and closure evidence.

Apply the worked example and calculate TCO

This fictional arithmetic is not a Sybill result. Of 1,200 eligible calls, 1,176 MP4s transfer; 1,152 play and map to the correct call; 2,880 of 3,000 critical edges reconcile through separately supported evidence; 760 of 800 required history events remain; and six unintended duplicates appear.

TCO = source overlap + target setup/licenses + Sybill export/support + engineering + media transfer/storage + mapping/validation + privacy/security/legal + training + monitoring/remediation + rollback + archive + decommission/deletion. Missing held media or consent/CRM edges is a hard stop.

Print the Sybill migration checklist

Gangly does not make Sybill artifacts portable and is not the presumed target. If evaluated downstream, preserve CRM authority, consent, human review, permissions, replay and failure recovery.