Overview:

Scenario 1: Importing Users from Scratch

Prerequisites:

1. Sufficient user licenses are purchased in the Target CRM.
   
2. The user data is well-structured and mapped for import.
   

Scenario 2: Associating Data to Existing Users

1. Migrate new records for modules via Data migration (setup > Import), and
   
2. Associate them to the already existing users.
   

Challenge:

If you do not have the Migration ID for existing users, it becomes difficult to associate incoming data correctly to these users.

Workaround / Solution: Dummy Update Migration for Users

To resolve this, Zoho CRM allows a dummy update migration:

1. This is a migration process performed only for users.
   
2. It is used solely to update the Migration ID for the existing users in Zoho CRM.
   
3. Once the Migration IDs are updated, they can be referenced during subsequent data migrations to ensure correct user associations.
   

1. Step-by-step guide to Importing Users from scratch
   
2. Steps to perform a Dummy Update Migration for Existing Users
   

Step-by-step guide to Importing Users from scratch

1. Create a File
   
1. Prepare a file with the relevant user details such as Name, Email, Phone number, etc.,.
   
   
2. Add Migration ID
   
1. Make sure to add a Migration ID for each user in the file. This will help in linking records during future data migrations.
   
   
3. Navigate to Import
   
1. In Zoho CRM, kindly go to Setup > Data administration > Import
   
   
2. Click Zoho CRM > browse the file you just created > click Next.
   
   
4. Module Mapping:
   
1. In the Module Mapping step, map the file with the user's module folder
   
   
5. Field Mapping:
   
1. Map the fields from your file to the respective CRM fields
   
2. Also, make sure to map your Migration ID column to the User ID field in CRM.
   
   
6. Start Import
   
1. Click Start Import to bring the users into the system.
   
7. User Invitation
   
1. After a successful import, the user will be added, and each user will receive an email invitation to join the organisation in Zoho CRM.
   
   

Video Example :
You can access the screen recording that outlines the complete process and results in this article here. 

Steps to perform a Dummy Update Migration for Existing Users

1. Prepare or Export User Data
1. You can create a file for the existing users, (or)
   
2. If users already exist in the system, you can simply export the Users module data:
   
1. Go to Setup > Data administration > Export and choose the Users module.
   
2. This helps you get the current data along with existing User IDs (which also you can use as Migration IDs).
   
   
2. Assign Migration ID
   
1. You now need a Migration ID for each user: 
   You can either create a new Migration ID for each user record or use the existing system generated User ID from the exported data as the Migration ID.
   
   
3. Import the File
   
1. Navigate to Setup > Data administration > Import.
   
   
2. Click Zoho CRM and upload the file.
   
   
4. Module Mapping:
   
1. In the Module Mapping step, map the file with the user's module folder.
   
   
5. Field Mapping:
   
1. In the Field Mapping step:
   
1. Map the fields from your file to the respective CRM fields
   
2. Also, make sure to map your Migration ID column to the User ID field in CRM.
   
   
6. Start Migration:
   
1. Click Start Migration to begin the process.
   
7. Upon successful migration, all users will have their Migration ID updated, which can then be used to assign record ownership (such as leads, deals, etc.) during future data imports.

Note:

In this process, no new user records are created. The migration only updates existing users by matching them through their email addresses and assigns the provided Migration ID to each matched user.

Video Example :
You can access the screen recording that outlines the complete process and results in this article here.

User File Exceeds CRM Licenses

1. The first 5 users will be added as active users, using up all available licenses.
   
2. 
   The remaining 2 users will be added as inactive users in Zoho CRM.
   

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Custom Solution Created by Sakthi Priya | Zoho Partner Support.

Additionally, we kindly ask all "Europe and UK partners" to reach out to partner-support@eu.zohocorp.com.