Data can be gathered through various sources such as, purchasing a record database, collecting from trade shows and campaigns, and so on. Importing records from such external sources to Zoho CRM is one of the most important lead creation activities in any business. For that reason, importing should be easy and should help you maintain clean data without duplicates.
You can import your data using either of the two options mentioned below:
Importing data to individual modules in Zoho CRM : Individual files can be imported, one at a time, to a specific module.
Migrating data from other accounts to Zoho CRM : The Data Migration wizard helps you to migrate data from other CRM systems to Zoho CRM. The wizard enables you to attach the CSV file of the module to be migrated and set the supported Date and Time format in the import file to avoid values being ignored during the migration. You can also ask Zoho CRM to notify you when the import is complete by selecting the Send Email Notification option. After the necessary details are specified, you will need to map all the mandatory fields in the CSV file with those in Zoho CRM. See Also Migrate Data
Before importing the data, please go through the following checklist:
The modules along with their Zoho-defined mandatory fields are described in the table below. Please make sure to map these fields when you import. There maybe other mandatory fields in each module too, but you can always customize and mark the fields as non-mandatory, if required.
|Modules ||Mandatory Fields ||Modules ||Mandatory Fields |
|Price Books |
Price Book Name
If the import file is in .XLS, .XLSX or .VCF format, you can import a maximum of 5000 records/batch for all CRM editions. However, to import more than 5000 records/batch your import file must be in .CSV format only, and the maximum number of records that you can import will vary according to your subscription.
Import all the records that are owned by (assigned to) the users in your organization, including the records owned by you.
To import data
Assigning default values for a field that is already mapped, will overwrite the existing field mapping that you have done.
The Trigger automation and process management option will be displayed only if there are less than 10,000 rows in the import file. If you are unable to view the option it means your import file has more than 10,000 rows.
The automation process may not necessarily complete once the records are imported. It may take time to complete the automation.
Click the appropriate module tab (e.g., Leads, Contacts, Accounts, etc.).
In the Module home page, click Import Subforms from the Create Contact dropdown.
Click Browse or drag and drop the file.
Select one of the following options: Add as new subform, Update existing Subform only, or Both.
Map the fields from the import file to those in the subform in Zoho CRM.
Click Next. The import will begin.
Many a time, you may face the need to write down notes for a lot of records at the same time. Sometimes the same note may need to be associated with multiple records. Instead of adding notes one at a time to each record, you can import them and get them associated with relevant contacts.
You can overcome this hassle by using the Import Notes feature offered by Zoho CRM. Simply export your existing records to a spreadsheet, add your notes in new columns and import the notes.
To import notes
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