Migrating Data | Online Help - Zoho CRM

Data Migration: An Introduction

The Data Migration wizard in Zoho CRM ensures that your data is migrated accurately and helps you reduce much of the manual work. It automatically maps import files to CRM modules and import file columns to Zoho CRM fields. In the case of modules that are not already available, Zoho CRM creates them and maps the relevant files to them. It gives you a clear indication of the number files that are mapped, unmapped and any that are not supported. 

Migrating to Zoho CRM can be an easy experience but in case you are stuck in any of the steps, please feel free to contact us at migration@zohocrm.com . If you would like us to do the migration, please fill in the form  http://www.zoho.com/crm/zwitch.html  and one of our representatives will contact you shortly.  



Availability
Permission Required
Users with Data Migration permission in their profile can access this feature.


Migrate Options

There are a few options to migrate. Zoho CRM provides a custom-made setup to migrate from Salesforce, other Zoho CRM accounts, Zoho ContactManager, Pipedrive, Highrise, Insightly, or any other CRM.

You can migrate from Pipedrive, Highrise, and Insightly via API. All you need is the instance URL to get going. Zoho ContactManager, on the other hand, is fairly simple as it does not require any configuration and data is migrated in a click.

Before you migrate

We recommend that you go through the following guidelines for an overview of the migration process.

  • The files should be in CSV format.
  • The file size can be a maximum of 4 GB. The number of files that you can migrate at one time is limited to 200.
  • You can upload a ZIP file which should have the following structure:
    • Data files from Salesforce: The .zip file that you upload should have all the files in CSV format and one folder named Attachments. This folder will contain the source files used as attachments in Salesforce records. One of the CSV files will list the record and attachment mappings. This will be used to retain the records' association with the attachment files.
    • Data files from Zoho CRM or any other CRMs: There are two folders for this migration. The Data folder should have all the data files, including the CSV file that contains information on the record and attachment mappings. The Attachments folder should contain the source files used as attachments in the CRM account.
  • This folder structure is crucial for the Zoho CRM system to identify and map attachments to the records during migration. In some cases, when you unzip files extra folders will be created. Make sure to delete them and maintain the structure mentioned.
  • Tabs or modules cannot be migrated into Zoho CRM but you can migrate the data from those modules. During the migration, Zoho CRM identifies the data and suggests custom modules that can be created to accommodate the data.
       

  • If you have unmapped files, you can create a module and add the appropriate files to that module.


    You can also create this as a linking module. For example, you are creating a new module called "Doctors" and you want to link it with the Patients module. You can do this right from this window.

  • Zoho CRM will suggest custom fields that are available in the import file but not in Zoho CRM. If required, you can create these fields before the migration.
  • Depending on the application you are migrating data from, you may skip a couple of modules that are not relevant. 
  • When user data is migrated, only the first 2000 records will be imported.
  • Two or more files can be mapped to a module. In this case, the column header should be the same in all the files; only then you can map them to a single module.

Migration checklist

  1. File format: The supported format is CSV. 
  2. Checkbox fields: The values for checkbox type fields in the import file should be either "True" or "Falseā€. Imported data from checkbox fields is converted in Zoho CRM as follows:
    • If checkbox is selected, True or 1
    • If checkbox is not selected, False or 0
  3. Characters not allowed: Data in the file to be imported should not contain the following characters:
    • Double quotation marks ("): use only as a field delimiter
    • Vertical bar (|)
    • Angle brackets (<>)
  4. Multi-select pick list fields: The values should be separated by semi-colons in the import file.
  5. Migrating Tags: Tags should be present in your file as comma separated values. If a record has more than 10 tags, only the first 10 tags will be migrated and each tag can have a maximum of 25 characters.
       

  6. Migrating Subforms: Subforms can be migrated from any module. Let's say the Students module has two subforms: Educational Details and Achievements. So, during migration, you must map the file to the Students module and the appropriate subform. The module-file mapping will display the name of the subform along with the module name (Educational Details-Students). Before migrating you must ensure that the parent module and appropriate subform are already mapped. 

  7. Migrating Users: You will not be able to migrate users who already have a separate Zoho CRM account. The users can only be imported to your company's CRM account after they close their separate Zoho CRM account.
  8. Update Mandatory Fields: You need to have data for all the mandatory fields in Zoho CRM in your import file. For example, "Last Name" is a mandatory field in Zoho CRM. Make sure that the "Last Name" column in your Leads import file has values. For the records that do not have a last name, you need to specify the values as 'not provided' or 'none'. Any records that lack values for the mandatory fields will be ignored during import.
  9. Drop-down List: All data values displayed in the dropdown lists must exist in the corresponding Zoho CRM fields.
    For example, if you plan to import account information that contains a value for the Industry Type dropdown list, before you import the account information, make sure all the industry values in the source file already appear in the dropdown list. If the values do not exist, you must either change the values in the source file to match the existing values in Zoho CRM, or have your administrator add the new values.
  10. Field names: Make sure the first row of data (records) in the source file contains the column headings or field names rather than the actual data values. These heading field name values help identify the data when you map the new data to the existing fields in Zoho CRM.
  11. Blank rows in the import file: More than 10 blank rows in the file might indicate the end of the file. Data after the blank rows will be ignored during import. Make sure not to leave blank rows in between rows of data.
  12. User data: Always migrate the user details into your Zoho CRM first. Then make sure the record's Owner ID field is mapped with the Record Owner ID in Zoho CRM. For example, when you migrate leads, map the Leads Owner ID field from the file with corresponding field in Zoho CRM.

Note
  • During data migration, it is not possible to check for duplicates, skip, or overwrite records in CRM. The data will be migrated as it is.

The modules and their Zoho-defined mandatory fields are listed in the table below. Please make sure to map these fields when you import. There may be other mandatory fields in each module, but you can always customize and mark the fields as non mandatory, if required.

Module 
Mandatory Fields
Module 
Mandatory Fields
Module
Mandatory Fields
Leads
  • Last Name
Cases
  • Case Origin
  • Subject
  • Status
Products
  • Product Name
Accounts
  • Account Name
Solutions
  • Solution Title
Vendors
  • Vendor Name
Contacts
  • Last Name
Sales Orders
  • Subject
Price Books
  • Price Book Name
Deals
  • Deal Name
  • Stage
  • Closing Date
Quotes
  • Subject
Invoices
  • Subject
Campaigns
  • Campaign Name
Purchase Orders
  • Subject
  • Vendor Name
Calls
  • Subject
  • Call Type
Tasks
  • Subject
Events
  • Title
 
 
SEE ALSO
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