Migrate from other CRMs

Migrating from other CRMs

Follow the steps in this document to successfully migrate your data into Zoho CRM from another Zoho CRM account or a different CRM system.

Data files from Zoho CRM or any other CRMs

If you are planning to use a backup of data from Zoho CRM to import, the file structure does not change. If you exported data from another CRM, use the following folder structure:

  • The Data folder should contain all the data files, including the CSV file with the record to attachment mappings.
  • The Attachments folder shsould contain the source files used as attachments in the CRM account.

All your data should be in this format. If there are any extra folders, the upload may fail.

Supported Modules

You can migrate the following supported modules to Zoho CRM from another CRM account:

  • 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 another CRM

To migrate data

  1. Log in to Zoho CRM with an account which has Administrator privileges.
  2. Go to Setup > Data Administration > Import.
  3. In theData Migration page, choose Zoho CRM or Other 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 more than one module.
  5. Click Next.
    Zoho CRM automatically reads you files and maps the data to the correct 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 see which module it is mapped to.
    • View the mapped, unmapped and unsupported files separately.
    • Click the Discard Migration link to start again.
      If custom modules were automatically created during migration, they will not be deleted. Only the data added to these modules will be deleted.
  7. Click on a module to view the files that have been mapped to it.
    You can also select from the Unmapped files 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 for each module.
    The field names that you had mentioned in the CSV file will be available in the drop down lists.
  10. Click Create Custom Fields if you want to add new fields and insert data to them during the migration.
    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. (Skip to step 12 if you do not want to create fields)
  11. In the Create Custom Fields pop-up, do the following:
    • Modify the field labels, if required.
      All the fields from the import file that were not mapped for migration because they are not available in Zoho CRM will be listed with their column numbers from the import file.
    • Select the Field Type from the drop-down list.
      Autonumber and Formula are not available. 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 and continue the migration process.
  12. Click Save and Next.
  13. In the Review page, check the Field Mapping Status and the Pre Migration Statusfor Each Module.
  14. Click StartMigration to initiate data migration.
    You can still click Edit Mapping and re-run Migration while the migration is running.

Note

  • The data migration process will be paused if more than 5,000 records in a module are skipped during migration. You will have the option to discard the migration or continue. Zoho CRM will also inform you for each module if more than 5,000 records are skipped.
  • You can undo the data migration from Import History. See Also Import History

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

Data from Pipedrive, Highrise or Insightly can be migrated maximum 3 times only. Their APIs and Instance URL are used during the migration.

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.
      Note that you need to enter the instance URL only if you are migrating data from Highrise. For Pipedrive and Insightly, the instance URL is already added.
    • Click Migrate Now.
      You will be notified when the migration is complete via a pop-up and an email.

Get API Token for Pipedrive, Highrise or Insightly

To get API token from Pipedrive

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

To get API token for Insightly

  1. Log in to your Insightly account.
  2. Click the 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.
    It will be in this format: 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 that the data imported correctly. For example, after importing users to Zoho CRM, go to Setup > Users & Permissions > Users to check that all the users have been imported. Follow the same steps for Leads, Accounts, Contacts, etc. If the data is not imported properly or the fields were incorrectly mapped, you can delete the imported records and reimport. See Also Import History

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