Migrate from other CRMs

Migrating from other CRMs

If you are moving from another Zoho CRM account or any other CRM account, you can follow the steps mentioned in this document to successfully migrate you data.

Data files from Zoho CRM or any other CRMs

If you had taken a back up of your data from Zoho CRM and plan to migrate the same set of files then you need not worry about the structure of the data files.

In any other case, you can follow this folder structure:

  • The Data folder should have all the data files, including the CSV file that contain information on the record and attachment mappings.
  • The Attachments folder should contain the source files used as attachments in the CRM account.

All you data should be in the format mentioned above. If there are any extra folders, uploading your file may fail.

Supported Modules

The following are the supported modules that you can migrate from other CRM account to Zoho CRM.

  • Users
  • Leads
  • Accounts
  • Contacts
  • Deals
  • Campaigns  
  • Notes
  • Activities (Tasks, Events, Calls) 
  • Attachments  
  • Cases
  • Solutions
  • Products
  • Quotes
  • Sales Orders
  • Invoices
  • Purchase Orders
  • Vendors
  • Price Books

Migrate data from Zoho CRM or other CRMs

To migrate data

  1. Log in to Zoho CRM with Administrator privileges.
  2. Go to Setup > Data Administration > Import.
  3. In the Data Migration page, choose Zoho CRM.
  4. In the pop-up, browse and upload the files.
    You can select multiple files or upload a zip file to migrate data into various modules.
  5. Click Next.
    Here, Zoho CRM automatically reads you files and maps the data to the matching modules and fields.
  6. You can do the following in the Module-File Mapping section:
    • View the mapped and unmapped modules separately.
    • Click on a file and find out to which module it has been mapped.
    • View the mapped, unmapped and unsupported files separately.
    • Click the DiscardMigration link to start afresh. If custom modules were automatically created during migration, they will not be deleted. Only the data added to these modules will be deleted to start migration again.
  7. Click on a module to view the files that have been mapped to it.
    You can also select from the Unmappedfiles and associate them. Multiple files can be mapped.
  8. Click Next.
    The mapped modules will be listed where you can map the fields for each module.
  9. In the Map Fields section, make sure that you map all the mandatory fields.
    The field names that you had mentioned in the CSV file will be available in the drop down lists.
  10. Click CreateCustom Fields if you want to add new fields during the migration and add data to them. (Skip to step 12 if you do not want to create fields)
    You have the option to create a maximum of 50 fields during the migration. This limit is inclusive of the overall limit for custom fields in your Zoho CRM Edition.
  11. In the Create Custom Fields  pop-up, do the following:
    • Modify the field labels, if required.
      All the fields that are not available in Zoho CRM and not mapped for migration will be listed, along with the column numbers in the import file.
    • Select the FieldType from the drop-down list.
      Autonumber and Formula will not be listed. You cannot create these fields during migration.
    • Click Create.
      The field will be created and mapped to the columns in the import file.
    • Click Close to go to the migration page and continue the migration process.
  12. Click Save and Next.
  13. In the Review page, check the Field Mapping Status and the Module-wise Pre Migration Status.
  14. Click StartMigration to initiate data migration.
    After the migration in initiated, you can still click EditMapping and re-run Migration.

Note

  • During the migration, if more than 5000 records in a module are skipped, then data migration will be paused. You will have the option to discard the migration or continue with it. Similarly, for every module, Zoho CRM will inform you if more than 5000 records are skipped.
  • If you are are satisfied with the data migration you can always undo it from ImportHistory.

Migrate data from Zoho ContactManager

To migrate data from Zoho ContactManager

  1. Go to Setup > Data Administration > Import.
  2. In the Data Migration page, do the following:
    • Choose Zoho ContactManager.
    • Click Migrate Now.
      You will be notified through a pop-up and email, when the migration is complete.

Migrate data from Pipedrive, Highrise or Insightly

To migrate data from Pipedrive, Highrise or Insightly

  1. Go to Setup > Data Administration > Import.
  2. In the Data Migration page, do the following:
    • Choose Pipedrive, Highrise or Insightly.
    • Enter the Instance URL and the API Token in the respective fields.
      Note that you need to enter the instance URL only when migrating data from Highrise. For Pipedrive and Insightly, instance URL is already added.
    • Click Migrate Now.
      You will be notified through a pop-up and email, when the migration is complete.

Get API Token for Pipedrive, Highrise or Insightly

To get API token for Pipedrive

  1. Log in to your Pipedrive account.
  2. Click your account profile icon and then go to Settings.
  3. In the User Settings page, click Personal > API.
  4. Copy the personal API token.

To get API token for Insightly

  1. Log in to your Insightly account.
  2. Click your account profile icon and then go to User Settings.
  3. In the User Settings page, under API key, copy the API token.

To get API token and Instance URL for Highrise

  1. Log in to your Highrise account.
  2. Copy the Instance URL from the browser.
    For example, the URL would be similar to this: https://sample.highrisehq.com/
  3. Click Accounts & settings > My Info > Integrations.
  4. Under Authentication token, copy the API token.

Check for Data Accuracy

After importing each file, check the data that is imported. For example, after importing the users in Zoho CRM, go to Setup > Users & Control > Users to check if all the users are imported. Follow the same steps for Leads, Accounts, Contacts, etc. If you think the data is not imported properly or the fields have been wrongly mapped, you can delete the imported records and import them again. See Also Import History
 

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