Out with the old, in with the new: How to ‘rip and replace’ your CLM

Having a case of CLM buyer’s remorse? It’s OK if the answer is “yes,” and it’s understandable if you’re overwhelmed.

After all, switching from one Contract Lifecycle Management (CLM) system to another is no small feat. Whether your current system no longer meets your needs, lacks integration capabilities, or is simply outdated, making the transition to a new CLM platform requires careful planning. While the process might seem daunting, following best practices can ensure a smooth migration, minimize disruptions, and help your organization get the most out of its new solution.

One common approach to replacing an existing CLM system is known as “rip and replace.” This strategy involves completely removing the old system and implementing a new one, often in a short timeframe. While this may sound drastic, when executed correctly, it can significantly improve efficiency, streamline operations, and better align with business objectives.

How do you rip and replace a CLM platform?

“Rip and replace” refers to the full-scale removal of an old CLM system in favor of a new one. Unlike gradual transitions, where two systems run in parallel, this method involves fully decommissioning the previous system and migrating all contract data, workflows, and integrations into a new solution.

Organizations opt for to “rip and replace” their CLM platforms when:

• Their current CLM is outdated and lacks modern functionality
• The system no longer integrates with other business-critical tools like CRM or ERP systems
• User adoption is low due to a poor user experience or lack of automation
• Scaling the existing solution is too costly or ineffective

While this approach can seem overwhelming, it offers the advantage of a fresh start with a more advanced system that aligns with business needs. However, it requires careful execution to avoid data loss, disruptions, or compliance risks.

Best practices for contract data migration

A smooth rip and replace of your CLM begins with proper planning. Here are the key steps to ensure a successful transition:

1. Assess your current CLM platform

Before you rip and replace your CLM platform, evaluate what works and what doesn’t in your current CLM. Identify pain points, bottlenecks, and missing functionalities that need to be addressed in the new system. Ask:

• Are contract approvals taking too long?
• Is the current system difficult for teams to use?
• Does it provide sufficient visibility and reporting?
• How well does it integrate with other enterprise tools?

This assessment will help set clear objectives for the new CLM platform.

2. Audit and clean your contract data

Data quality is crucial when migrating to a new system. Conduct an audit of your contract repository to:

• Identify duplicate, outdated, or incomplete contracts
• Ensure metadata and contract terms are accurate
• Organize contracts into categories for better visibility in the new system

Cleaning up your data before migration reduces errors and ensures a more seamless transition.

3. Define a data migration strategy

There are two main data migration approaches:

• “Big bang” migration: This approach moves all contract data at once, typically over a weekend or a set timeframe. This approach minimizes overlap but requires extensive testing.
• Phased migration: This approach transfers data in stages, often by department, contract type, or region. This method reduces risk but requires more time.

Choosing the right approach depends on your organization’s complexity, risk tolerance, and operational constraints.

4. Map data and workflows to the new CLM platform

Ensure that your new CLM platform can support your existing processes. Work with your vendor to map contract data, workflows, and automation rules from the old system to the new one.

Pay attention to:

• Contract templates and clause libraries
• Approval workflows and permissions
• Compliance and reporting requirements

Agiloft, for instance, offers a flexible no-code platform that allows businesses to configure workflows without needing IT resources, making the migration process smoother.

5. Test and validate before going live

Before fully decommissioning the old system, test the new CLM platform extensively.

Conduct:

• User Acceptance Testing (UAT): Key stakeholders should validate that the system meets their requirements.
• Data integrity checks: Ensure contracts, metadata, and workflows function correctly.
• Integration testing: Verify that the new system connects seamlessly with the organization’s other enterprise tools, such as Workday, Salesforce, or Teams.

6. Train users for improved adoption

The success of any rip and replace of a CLM platform depends on how well users adapt to the new system.

Invest in:

• Training programs and workshops to familiarize teams with new workflows
• Step-by-step guides and FAQs for reference
• Ongoing support and helpdesk assistance to address early-stage challenges

Agiloft University, for example, provides on-demand training and certification programs to help teams maximize their CLM investment.

How one company successfully migrated to Agiloft

One company that successfully transitioned from an outdated CLM to Agiloft’s advanced platform was a global manufacturing leader. Their previous CLM lacked integration capabilities, slowing down contract approvals and frustrating sales and legal teams.

By implemented a rip and replace approach with their CLM, the company:

• Reduced contract approval times by 40%
• Integrated seamlessly with Salesforce, allowing sales and legal teams to collaborate more efficiently
• Automated contract workflows, minimizing manual effort and reducing errors

One of the biggest challenges was ensuring a smooth data migration while maintaining compliance. With Agiloft’s flexible no-code configuration, the company mapped its existing processes into the new system with minimal disruption.

This transition enabled the company to accelerate deal cycles, improve contract visibility, and enhance overall efficiency, demonstrating the power of selecting the right CLM solution.

Making the right move for your organization

Migrating from one CLM system to another — especially with a rip and replace CLM approach — can be complex, but with the right strategy, it can drive efficiency and long-term success. By carefully assessing your needs, cleaning up contract data, defining a clear migration plan, and ensuring user adoption, your organization can make a smooth transition to a modern, scalable CLM platform.

Agiloft’s no-code flexibility, strong integration capabilities, and automation tools make it an ideal choice for businesses looking to replace their outdated CLM systems. Whether you’re a global enterprise or a growing business, upgrading to a robust CLM solution can help streamline contract management and drive better business outcomes.

Interested in more rip and replace CLM success stories? Learn how Paris-based hospitality company Accor switched their CLM to Agiloft.