Transition Guide - Migrate

Migrate Data - Transition Guide

We have revamped the migrate functionality, capturing more attention to the details and making it much easier to use. With refreshingly light weighted new user interface, this migrate functionality’s revamp focuses on providing you the right options and the key information required to import data into your CRM account. It supports importing multiple files at a time while keeping the records' association intact. We give a one click option to get you straight into uploading the files and having data automatically mapped to the relevant modules. This along with many other features saves you time and effort in migrating data. 

Additionally, we provide separate options to migrate from Zoho ContactManager, Pipedrive, Highrise, and Insightly via API.

What is new?

Drag and drop all at a time - It’s pretty easy. You just need to drag and drop the import files all at a time. That’s right! No need to upload files one at a time. You can either upload zip files or multiple separate files.

Sample data from the file - When you have to map the columns from the import file to the fields in Zoho CRM, you can quickly refer to sample data for help. When you have to map the columns from the import file to the fields in Zoho CRM, you can quickly refer to sample data for help. Ideally, the first three records from the file are listed as sample data. In case the first three record do not have all the information in the fields, the next records with maximum field values will be listed.

Auto-detection of character encoding -  This is another step towards keeping your database clean, without garbled characters. You no longer need to manually set the character encoding.  Zoho CRM automatically detects the correct character encoding while importing your data file and ensures that proper data is pushed inside Zoho CRM. 

Auto-detection of Field format - Certain fields like the registration date, annual revenue, quantity, delivery data, etc, need to follow a particular format to maintain consistency in the way data is storted and used in Zoho CRM. If your import file has different formats for a field, Zoho CRM auto-suggests a format based on the first 10 rows in the file. If the valuues are not available in the first 10 rows, then Zoho CRM checks or the subsequent rows.
You can choose to keep the format, which will be appropriately applied for all the values in that field to ensure there is no data corruption inside Zoho CRM. You can change this format too, as per your requirement.

Create new fields - Do you suddenly realise that you have an extra field in the import file and you do not have the same in your CRM account? You need not abandon the import activity that you started. Using the option to create fields during the import action, you add the new field in CRM, map it and continue with your import. Whenever, there is a new column in the import file, Zoho CRM automatically populates these fields and their type (text, integer, date, etc.) to help you easily create them.

Associate lookup records using a unique field - Unique fields are those whose value cannot be duplicated for another record. For example, no two email addresses can be the same, So the Email field is a unique field. Similarly, user IDs or record IDs are unique values.

Importing records and associating them to their parent record is essential and should not be a complicated thing. These unique fields help us associate records to one another. For example:

  • Notes are meaningful only when they are associated to the contact they are relevant to. That’s why we have provided the option to choose User ID, Email address of the Owner or any other unique lookup field. This helps you map the parent records for easy association without the confusion for duplicates
  • Deals are associated to Contacts. In cases when these deals are imported with just the email addresses of the contacts, it can be easy for you to import them based on the unique Email field.

Unsupported files - The import files that are not supported in Zoho CRM are listed separately for your reference. Data from these files may not fit anywhere in Zoho CRM and so they are listed as unsupported.

Inventory modules supported - Earlier inventory modules were not supported but with the new data migration wizard, inventory modules such as Quotes, Products, Sales Orders, etc. can also be migrated.

What has changed?

Import sequence - In order to maintain records’ association with one another we suggested you to migrate data in a given sequence. Files containing users’ data first and then campaigns, then leads and so on.

In the new data migration wizard you need not worry about it. Zoho CRM takes care of the sequence while importing. All you have to do is, upload all the files that need to be imported along with the respective records’ association. Zoho CRM automatically maps the files to the respective modules. Multiple files are also mapped to a single module if the column headers in two import files are the same.

UnmappedModules - In addition to the above, you can also take a look at the modules that are not mapped with files.

Automatic file mapping and creating custom modules - When files are uploaded for migration, Zoho CRM automatically maps the files with the matching modules in the next step. In case there are files that do not match any module, CRM creates  custom modules and maps the files to them. You can review these custom modules and choose to keep them or manually map the files to other modules as per your requirement. 

Additionally, the chart gives you a clear picture of the data that is mapped and ready for migration.

Mapping fields -  Earlier the CRM fields were listed and you had to map them to the fields in the file. The improved import functionality lists all the columns from the file. You need to map the fields from Zoho CRM to these columns. When there are additional fields that are not available in your Zoho CRM account, you can quickly create them too.

Mapping mandatory fields - This is important and we want to make sure you don’t miss on them. So Zoho CRM gives a hint to map the mandatory fields that have not be done already. 

Mapped, Unmapped, and Unsupported -  A complete list of fields that are mapped and the ones that are unmapped will be available during the import. You need not wait to find out the list of columns from the import file that are not mapped with the CRM field. As you are mapping fields, you can click the Unmapped tab to view the fields. It also shows the count of unmapped fields. 

Migration report - Before you run the migration, Zoho CRM will show you a report with details on the fileds that are mapped and unmapped in each module.

Updates on the migration - During the migration and after the migration is completed, you will get an update on the status and the number of records that are migrated. 

Import history - A clear picture of who imported what and when is provided under the Import History. You can see the records that were imported, the ones that were skipped and the reason why they were skipped.

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