Migrating Data between Zoho Desk Portals - Online Help | Zoho Desk

Migrating Data between Zoho Desk Portals

Organizations managing customer support across multiple Zoho Desk portals often face challenges with scattered data, inconsistent workflows, and increased administrative overhead. Each portal operates independently, making it difficult to maintain a unified view of customer interactions, automate processes consistently, or generate cross-portal reports. Transferring data manually between portals is time-consuming, error-prone, and risks losing critical business information such as ticket histories, customer associations, and workflow configurations.

Internal Portal Migration in Zoho Desk addresses these challenges by providing a secure, structured way to transfer data between portals. It preserves ticket records, customer associations, module configurations, and historical data while maintaining data integrity. Organizations can consolidate portals, rebrand operations, or upgrade to enhanced portals without disrupting ongoing support activities.

Internal Portal Migration is useful when:
  1. Switching portals: Transfer data from one Zoho Desk portal to another.
  2. Consolidating portals: Merge data from multiple portals into a single centralized portal.
  3. Rebranding or restructuring: Transfer existing data to a newly created portal that reflects your organization's updated identity or structure.
  4. Upgrading from a legacy portal: Migrate data to a newer portal with enhanced features and capabilities.

Availability

Permission required

Users with Support Administrator permission in both the source and the destination portal can perform internal portal migrations.

Business Scenarios 

Consolidating student support across multiple campuses
An educational institution managing separate Zoho Desk portals for each campus struggles with fragmented student records and inconsistent support processes. Consolidating all campus portals into a central system, the institution provides unified access to academic inquiries, enrollment records, and ticket histories. This enables support staff to respond faster and maintain consistency across all locations.

Migrating legacy portals after organizational restructuring
A manufacturing company undergoing organizational restructuring needs to retire legacy divisional portals and migrate to a new centralized portal. Internal Portal Migration allows the company to transfer supplier communications, issue tracking records, and workflow configurations without losing critical historical data, ensuring continuity in procurement and production support processes.

Unifying guest support across regional properties
A hospitality chain operating regional property portals faces challenges in delivering consistent guest experiences and generating consolidated reports. Merging guest support data from all regional portals into a single portal streamlines service delivery, tracks guest issues across properties, and improves response times through centralized reporting and standardized workflows.

Backup data from source portal 

A complete backup of the required modules must be taken from the source portal before initiating the migration.

To take a backup from the source portal
  1. Navigate to Setup > Data Administration > Data Backup.
  2. Select Full Backup or Custom Backup based on the requirement.
  3. Click Download Now.
For detailed information on taking backup, refer to Data backup in Zoho Desk.
Notes
Note: Ensure that the backup file contains all the required data before proceeding to the next step.

Migrating data from an internal portal 

Once the backup file from the source portal is ready, it can be uploaded for the migration process. All data in the selected modules can be accessed in the destination portal once the migration is complete.

Notes
Note:
  1. Only portals where the user is an admin will be displayed in the Source Portal dropdown.
  2. Before uploading the backup file, ensure that it is not corrupted.
To migrate data to destination portal
  1. Navigate to Setup > Zwitch(Data Administration) > New Migration in the destination portal.
  2. Select Internal Portal as the migration type.
  3. Select the source portal name from the Portal Name drop-down list.
  4. Select the modules to be migrated.
  5. In the Import Data section, upload the backup file taken from the source portal.
  6. In the Additional Info section, add notes, if required.
  7. Click Submit and Authenticate to create the migration request.