Prerequisites

We recommend you to go through the following points to know about the migration process before you start.

• The files should be in CSV format.
• The file size can be a maximum of 10 GB. There is also a limit of 200 on the number of files that you can migrate at a time.
• You can upload a Zip file which should have the following structure:

Data files from Zoho Workerly or any other system - There are two folders in this case. 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 Workerly account.

• The above mentioned folder structure is crucial for the Zoho Workerly system to identify and map attachment to the records during migration. In some cases, when you unzip files, extra folders are created. Make sure to delete them and maintain the structure mentioned.
   
• Tab or modules cannot be migrated as a whole into Zoho Workerly but you can always migrate the data from those modules. During the migration, Zoho Workerly identifies the data and suggests custom modules that can be created to accommodate the data.
   
• Similarly, Zoho Workerly will suggest custom fields that are available in the import file but not in Zoho Workerly. If required, you can create these fields before the migration.
   
• Based on the application from which you are migrating data, you can customize it the way you need them. 
   
• 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 in all the files should be the same, only then you can map them to a single module.

Migration checklist

1. File format -The supported format is Comma Separated Value (CSV).
    
2. Checkbox fields - The values for checkbox type fields in the import file should be either "True" or "False”. Imported data from checkbox fields are converted in Zoho Workerly as follows. 

   If checkbox is selected, True or 1

   If checkbox is not selected, False or 0   

3. Characters not allowed - Any data for 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-colon in the import file.
    
5. Migrating Users - You will not be able to migrate users who already have a separate Zoho Workerly account. Only when the users close their separate account with Zoho Workerly, they can be imported in your company's Workerly account.
    
6. Update Mandatory Fields - In your import file, you need to have data for all the mandatory fields in Zoho Workerly. For example, "Last Name" is a mandatory field in Zoho Workerly. Make sure that the "Last Name" column in your Temps import file has values. For the records that do not have a last name, you need to specify the values as 'not provided', 'none', etc. If there are no values for the mandatory fields, the corresponding record will be ignored while importing
    
7. Drop-down List - All data values displayed in the drop-down lists must exist in the corresponding Zoho Workerly fields. For instance, if you plan to import account information that contains a value for the industry type drop-down list, before you import the account information, make sure all the industry values in the source file already appear in the drop-down list. If the values do not exist, you must either change the values in the source file to match the existing values in Zoho Workerly, or have your administrator add the new values.
    
8. 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 Workerly.
    
9. 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.
    
10. User data - Always migrate the User details into your Zoho Workerly first. Then make sure the record's Owner ID field is mapped with the Record Owner ID in Zoho Workerly. For example, when you migrate temps, map the Temps Owner ID field from the file with corresponding field in Zoho Workerly.
     
11. The modules along with their Zoho - defined mandatory fields are mentioned in the table below. Please make sure to map these fields when you import. There maybe other mandatory fields too in each module, but you can always customize and mark the fields as non mandatory, if required.

Check for Data Accuracy

After importing each file, check the data that is imported. For example, after importing the users in Zoho Workerly, go to Setup > Users & Permissions > Users to check if all the users are imported. Follow the same steps for Temps, Clients, Contacts, etc. If you think the data is not imported properly or the fields have been wrongly mapped, you can delete the imported records and import them again.

In case you are stuck in any of the steps above or if you would like us to do the migration, please write to support@zohoworkerly.com and one of our representatives will contact you shortly.