FAQs on Data Migration

FAQs on Data Migration

1. How can I migrate my data to Zoho CRM? 

In your CRM account, go to Setup > Data administration > Import and then choose the CRM from which you’re migrating.

If you’re uploading CSV files that are already saved on your device to perform the migration, click Other CRM. Click on the Browse Files button and select the CSV file for migration.


2.  What is a Data Migration? 

The data migration wizard in Zoho CRM ensures that your data is migrated correctly and helps you reduce much of the manual work. It automatically maps import files to CRM modules and matches data columns to the appropriate fields in Zoho CRM. In situations where your pre-existing data requires modules that aren't already available, Zoho CRM creates the modules and maps the relevant data to them. The tool gives you a clear indication of the number of files that are mapped, unmapped, and any that are not supported.

See also>> Data Migration

3.  How does Data Migration work?  

Data migration works based on unique identifiers. Migration IDs are used to associate records between modules and for record owners.


To migrate records, we must make sure we insert a unique ID for each record.


4. What is a  Migration Id?  

Migration IDs are used to associate records between modules and for record owners. Every record should have a unique ID. Contacts and accounts are interconnected with each other. Multiple contacts can be associated with one account. 


In the screenshot below, you can see a contact named Sathish with the ID 00C1 (this ID is only for backend purposes). It will be associated with the Zoho account.



When you go to Account modules and click Zoho. You can find the Contact Sathish. The process is the same for all the modules.


5.  Why do you need to migrate your data?  

Whenever our customers plan to switch to Zoho CRM from their old CRM tool or a non CRM tool, they can opt to migrate their pre-existing data into Zoho CRM. Since, In module wise Import options there are few restrictions. Therefore, we recommend migration for those customers who have moved from a different CRM To Zoho CRM.
Wherein, through migration, you can migrate the records to all the modules. We have the option to migrate the record Images, Inventory modules, Activities, attachments, documents etc.

Note: The ZIP files size should be up to 10 GB or 200 csv files.

6. How can we create Migration Ids?

Migrations works based on the  unique ID’s. If there is no unique ID’s in your data file you can create your Own ID’s. It can be numeric, alphanumeric or Alphabets. But it should be unique across all modules and all records.
The ID’s used in Contacts module can not be used as unique ID for Account modules. 

Above is a sample data with manual ID generation 00A1 is the ID that is used for the Account ZOHO. 

7. How can I associate records between modules?   

Id’s - Main concept for Migrations. Let take a scenario to check how it works;
Accounts and Contacts are interrelated with each other. One Account can hold Multiple Contacts. When you open the Account module records, you can view all the associated Contacts in it.
This purely works based on the ID’s


8. How can I assign the records to the Owner?

Associating records to owner is based on the migration Ids. In order to associate the record owner, we need to first migrate the user.csv while migrating other modules.
User.csv file should contain first name, last name, email and user Id within it.
Here in the below table you can see that the owner Id is 00U1,00U2,

9. What is a migration file format and What types of file formats are supported for migration?  


Supported formats for migrations are ZIP folder and CSV.
Upon uploading the ZIP folder, you must make sure that there are no sub-folders in it. When you open the ZIP folder, It should show only the CSV files in it.


Note: We support up to 10 GB data or if you insert as CSV files, count should be 200.



10. What are the types of Error messages one can find during Migration?

Generally, there are 5 types of errors which may occur during a migration process.
  1. Mandatory fields are empty
  2. Parent record not found
  3. File not found
  4. Child record not found
  5. Inserted file format is wrong.
  • Mandatory field left empty error: This type of error occurs when the defined mandatory field/s are left empty or aren't filled properly. 
    For example, the
    Lastname field inside the Lead generation modules is a system-defined mandatory field. If the entry's last name field is empty, all records would be skipped, and an error would be thrown "mandatory fields left empty".


  • Parent record not found: If the record for the parent module is not migrated along with the file, this error will occur. 

    For example, suppose the contacts and the accounts modules are linked in the data. However, the account data was either not migrated or the Ids you used to migrate the accounts were not the same as the ones you had stored in the file.This will throw "parent record not found error". 

    If you have utilized the above sheet for migration, The Ids used for the migration of the accounts module are different from the Ids shown in the contacts module sample. This is one such situation in which the error "Parent Id not found" appear.

    This error will occur whenever the associated records are not migrated.


  • File not found: This error occurs when the attachment files are not found during migration. To eliminate this error, make sure that the attachment folder consists of all the attachments. Attachments in the record are stored in CSV format. Now if, that attachment e.g; Alpha.jpeg is present in the CSV format but is missing from the folder, we will encounter this error.


  • Child record not found: Whenever you migrate the Inventory modules such as Quotes, Sales Order, Purchase Order, etc, you must make sure that the corresponding parent module/s(products) are migrated. If the product Id is not present in the file or if it is not migrated along with the file this error will occur. 

    For Instance, if you’re migrating the Quotes module and Quotes line item file. In the line item file, if you miss to add the product Id or if the products are not migrated with the file, you will encounter this error.


  1. Inserted file format is wrong: This type of error occurs when the file format being added is other than .csv file. The Zip folder should contain .csv files while migration. Make sure there are no other subfolders in the Zip folder before inserting it otherwise, this error will be reflected.

We hope that this list of frequently asked questions about data migration are informative. If you still have questions that haven't been addressed, please let us know here. We will be happy to discuss them with our subject matter experts and add them in the future. And please don't forget to share your rating below!

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                        Still can't find what you're looking for?

                        Write to us:  support@zohoforms.com



                          Manage your brands on social media

                              Zoho Marketing Automation

                                Zoho Sheet Resources


                                    Zoho Forms Resources

                                      Secure your business
                                      communication with Zoho Mail

                                      Mail on the move with
                                      Zoho Mail mobile application

                                        Stay on top of your schedule
                                        at all times

                                        Carry your calendar with you
                                        Anytime, anywhere

                                              Zoho Sign Resources

                                                Sign, Paperless!

                                                Sign and send business documents on the go!

                                                Get Started Now

                                                    Zoho SalesIQ Resources

                                                        Zoho TeamInbox Resources

                                                                Zoho DataPrep Resources

                                                                  Zoho DataPrep Demo

                                                                  Get a personalized demo or POC

                                                                  REGISTER NOW

                                                                    Design. Discuss. Deliver.

                                                                    Create visually engaging stories with Zoho Show.

                                                                    Get Started Now

                                                                                          • Related Articles

                                                                                          • Data Administration - An Overview

                                                                                            The purpose of the Zoho CRM data administration tools are to guide the CRM Administrator in creating, verifying and ensuring data integrity by maintaining relationships and implementing access controls throughout the databases. Based on the ...
                                                                                          • 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 ...
                                                                                          • Exporting CRM Data

                                                                                            Zoho CRM provides two options to export your CRM data: Export data (modules and reports) Request CRM data backup Export Module Data The Export Data feature allows you to export data (in CSV format) from individual CRM modules. After exporting the ...
                                                                                          • Requesting Data Backup

                                                                                            Data Backup allows you to maintain a copy of CRM data that may be mandatory in to abide by company's guidelines and regulations. It also helps to have a copy of previous data for reference. Availability Permission Required Users with administrative ...
                                                                                          • Importing Data to Zoho CRM

                                                                                            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 ...
                                                                                          Wherever you are is as good as
                                                                                          your workplace



                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                            CRM Tips

                                                                                            Make the most of Zoho CRM with these useful tips.

                                                                                              Zoho Show Resources