Zoho CampaignsMigration

Zoho Campaigns 3.0 is our latest build, featuring AI-driven content generation with Zia, built into every channel, so you can generate content for email, SMS, and WhatsApp all from one place. Alongside this, the release brings a redesigned campaign creation experience, WhatsApp marketing, enhanced automation, smarter reporting, improved contact management, and much more - all designed to help you create campaigns faster and manage them with confidence. The new version is now available to existing users and this guide covers everything needed before and during the switch.

Migration to Zoho Campaigns 3.0 is one-way. Once switched, reverting to the older version is not possible.

Click here to try the prototype of Zoho Campaigns 3.0 before you switch

Initiating the migration

Phase 1

Migration is opening in two phases. Phase 1 is the current process and every migration goes through the Zoho Campaigns team.

1. Complete everything in the migration checklist that applies to your account, starting with the actions listed with the Action required alert.
2. Email support@zohocampaigns.com.
3. We’ll review your account and get back to you with what will be migrated and what will not.
4. Based on your decision, we will enable the migration.

Phase 2

Only an admin can start the migration, and it runs for the whole organization at once. Individual users cannot migrate on their own, and partial migration of an account is not possible.

What happens next depends on how the account is set up.

• Ready to switch: The Switch to new version option appears in the older version. Nothing else is needed. Select it and work through Switch to the new version.
• Actions outstanding: The Action required alert appears at the top right. Selecting it lists the actions that apply to your account. Complete them and the switch option becomes available. Also check the migration checklist.
• Needs support: The actions are complete, but the switch option is still hidden. See when support has to enable the switch.

How the migration works

Once the migration is initiated for the organization:

1. A notification goes out to the users in the account.
2. Anyone logged in at that moment sees a freeze page.
3. Zoho Campaigns migrates the account data.
4. When it finishes, the entire organization moves to Zoho Campaigns 3.0.

Migration time will take up to 30 minutes but it also depends on how much data the organization has. Larger accounts take longer to migrate.

After migration, the navigation and layout will change throughout, so the first few minutes might feel unfamiliar, but the new UI is designed to be intuitive and easy to use.

What keeps running

The freeze applies to the web interface only. It stops people working in the browser, and nothing else.

• Scheduled campaigns go out on schedule.
• API calls keep working.
• Inbound syncs from connected apps keep running.
• Live signup forms keep collecting contacts.
• Webhooks keep firing.
• The mobile apps keep working.

A migration running during business hours will not cost the account sign-ups or break an integration. It will stop the team from working in the browser, so schedule it for a quiet window.

What pauses

Workflows are paused until the migration completes.

• A contact that satisfies a trigger while a Workflow is paused will not enter that Workflow. Those contacts are skipped rather than queued.
• A contact already inside a Workflow is held in place and resumes at the next component once migration completes.
• A Workflow connected to a signup form may be mid-migration during the window, so a contact signing up at that moment may not receive the campaign it would normally trigger.
• After migration, a Workflow that uses score components may be paused depending on the license. Check those once the account is migrated to 3.0.

Migration checklist

Work through this module by module and act on whatever applies to the account.

Topics

1. Action required. Migrate to the new Topic Management. Topics are associated with contacts rather than with mailing lists in the new system, and unsubscribes move to the organization level. See Migration to the new Topics version.

Integrations

1. Action required. Migrate integrations to the organization level. See Migration to the new integration setup. For any service connected with multiple accounts, this step also asks which account to keep. The others will be removed along with their syncs.
2. Note down and rebuild sync configurations: After you migrate integrations to the organization level, your existing syncs keep running in the older version. The connected app stays connected through the switch, but the sync configurations do not. When you switch to Zoho Campaigns 3.0, every sync configuration created before the integration migration is deleted, and only the ones you rebuilt after switching to the new integration setup move across. So note down your existing configurations and rebuild them before you switch. See rebuilding sync configurations.
   
   Note down and rebuild sync configurations
3. Note the custom view syncs separately. These cannot be rebuilt the same way and need either Import from Custom View or a segment in 3.0.
   Note the custom view syncs separately
   
   

Roles and privileges

1. Action required. Migrate to the new user management setup. See Migration to the new user management setup.
2. Note which users need to send campaigns: The new setup introduces different default roles and changes some permission restrictions.

Existing roles will be mapped like this:

The Editor role is considerably narrower than the Standard User role it replaces. It can't send campaigns, and it can't create, edit, or delete contacts, lists, segments, or tags. Check user roles straight after this migration. See what the Editor role loses.

Existing custom roles will be migrated to the new setup with permissions similar to their respective roles.

What the Editor role loses

The table below compares the Editor and Standard User roles side by side, module by module, with the privileges that are no longer available and the role that restores them.

To grant a narrower set of privileges than Manager carries, create a custom role and set its privileges instead.

The Self and Others distinction is removed, so a user with access to a module can see other users' records in it as well as their own, at minimum privileges. Standard User was limited to its own records in every module.

SMS

1. Action required. Move phone numbers into the Mobile Number field. Zoho Campaigns 3.0 reads numbers from that field only. If numbers are spread across several fields, pick one, because only a single field can be mapped.
2. For a US long code, complete the 10DLC process and assign the long code. See Steps for 10DLC registration and Best practices for 10DLC registration.
3. For an India sender, complete the PETM process. See DLT registration for India.

Contact scoring

1. Record the Contact Scoring configuration. Field-based scoring migrates automatically, but campaign-based scoring has to be rebuilt through Response Actions.

Segments

1. Note the Bulk Segments in use and the conditions they are built on. Only the parent condition will be migrated.
2. Check for segments that have been inactive for more than 120 days. These will be paused after migration and have to be reactivated before they can be used in a campaign in 3.0.

Campaign drafts and scheduled campaigns

1. Save the content of any unsent Coupon, Forms, or mail-in campaign draft. These drafts will not be migrated.
2. Clear any scheduled campaign that uses a deprecated campaign type. The migration cannot proceed while these are still scheduled. A notification goes out before the migration if any are outstanding.

Switch to the new version

In Phase 1, reach out to Zoho Campaigns support team – support@zohocampaigns.com to enable the switch. In Phase 2, it becomes available once the Action required list is clear.

1. Select I agree to switch to the new version.
2. Select I have read and agree to the Terms and Conditions of the new version. Open the Terms and Conditions link first to review them. They have been modified for the new version because some features are changing.
3. Select Switch to new version.

When support has to enable the switch

Some accounts need help from the Zoho Campaigns team before they can switch, even with every listed action complete. Email support@zohocampaigns.com and the team will enable it.

Troubleshooting

A contact signed up during the migration but received nothing. A Workflow connected to a signup form may have been mid-migration. Contacts that met a trigger while a Workflow was paused are skipped rather than queued.

A Workflow has not resumed after migration. Check whether it uses score components, which may stay paused depending on the license.

A user cannot send campaigns after migrating. Standard User maps to Editor, which has no Launch privilege on any module. Assign Manager, Admin, or a custom role with the privileges needed.

For anything not covered here, email support@zohocampaigns.com.

Frequently asked questions