Zoho CRM Data Migration Tips & Tricks

Zoho CRM is easy to set up for basic use, yet it has

extensive features capable of supporting the small
enterprise. When converting from an existing database,
take your time and prepare the database for the best
results. Our tips and tricks highlight these areas:

General prep

Importing user records

Zoho CRM modules

Working with fields and field mapping

Data administration

Notes, tips, tricks, and gotchas scattered throughout

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 According to Zoho Corp., Salesforce, Act! ,Highrise, NetSuite, Goldmine, and MS
Dynamics top the list of Zoho CRM conversions. Understanding how the migration
process works is fundamental to a successful conversion. Data migration is not a
task undertaken lightly. Fortunately there are abundant reasons for companies to
migrate from an existing CRM application to Zoho CRM. Why Zoho?
 Access anywhere – mobility is included, with offline access available on
mobile apps. (1)
 Highly customizable and extensible.
 Seamless integration with Zoho services such
as Campaigns, Support, and Zoho Books.
 Gmail and Google Apps integration.
 From 1/5 to 1/3 the TOC (total cost of
ownership) of comparable applications.
 Automatic lead creation and sales rep
assignment.
 Access to Data and Remote APIs.
Data Migration is the preferred process to use for data import when migrating
data from another CRM system; migration maintains the relationship of notes,
histories, activities, etc. whereas a simple import does not. (Migrating data using
the migration tool in Zoho CRM is different from merely importing records via the
import feature in a module).
The migration function is located here:
Settings > Data Administration > Migrate from other CRM
Before you begin the migration, here’s what you should know.
General preparation
 File size cannot exceed 5 MB
 Unless you’re converting from Salesforce.com or Act! you can just export
your current data (from any of the above mentioned applications) as a .csv
file and perform the import using the data migration tool.
Gotcha: Migrating from Salesforce or Act! requires special export tools;
just using the “export” function in these apps leaves behind critically
important data.

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  Exported or extracted records must contain a GUID or unique record key to
maintain the relationship between records (Contacts associated with
potentials, activities associated with leads, etc.).
 Data verification – confirm that all data was exported. Some databases only
export the record(s) you request so it’s possible to overlook records.
 Cleanse data. Remove (or archive) obsolete or old data.
 De-dupe: merge or delete data duplicates before migration. Note: this will
probably be easier to do in the export file than in the original database.
 Consider the age of the information in the database relative to your
business. Do you need histories of meetings held or calls made 10 years
ago, or attached agreements that are long expired? Pick a cut-off date and
purge obsolete records.
Best Practice: Import with a sample test file before beginning.
Migration Imports can be rolled back. It’s a snap to remove test data,
(as long as you do so within 30 days of import).
Go to Setup > Data Administration > Import History
Importing Users
You can import user names even if you have not yet activated individual User
accounts. Once the import exceeds the number of active user records, users
will be added in the deactivated status.

Note: Zoho recommends that if you only have a single

Admin record in the account that you add another record
before you begin. Having more than one record in the
database enables security features such as profiles, roles,
etc.
 You may import user names of employees who may have left the firm in
order to maintain the record histories. A subscription is not required if the
user accounts remain deactivated.
Gotcha: You can’t migrate users who have an existing Zoho CRM
account, even if it’s just a trial, unless a different email address is
used. Check to see if users have set up a trial or other Zoho CRM
account under their current email address before you begin.

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 Zoho CRM Modules and Module Components
Zoho records are organized into modules that are probably comparable to your
current database structure. Modules (and module components) available for
imports into Zoho CRM are:
 Users
 Campaigns
 Leads
 Accounts
 Campaign Member
 Contacts
 Potentials
 Products
 Cases
 Solutions
 Vendors
 Price Books
 Tasks
 Events
 Calls
 Notes
 Attachments
 Competitors
 Potential Stage History
 Contact Role
Zoho CRM Modules may have been renamed to reflect a company’s business
process. Note that if customization is done to your database prior to data
import, module display names may differ from the above list. You can cross-
reference and confirm default module names with the “Displayed as” at:
Settings > Customization > Modules

Gotcha: You MUST migrate data in the order listed above. While
you can skip modules if you don’t have the corresponding data, it
must still be migrated in the correct sequence.

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 Gotcha: Price Books only migrate the name of the price book. It will
be necessary to manually add products to the Price Books.

Migration order exception: Leads don’t have to be migrated in the listed

order but they do have to be imported before Activities
(Tasks, Events, and Calls).
Data Administration
 Migration results display the number of records added
and/or skipped and indicate the specific records skipped
and the reason it was skipped.
 You can confirm or rollback (undo the migration in a
specific module). This feature is available for 30 days from
the migration and the associated reporting is valid for 60 days.
 Use Skip or Overwrite to avoid creation of duplicate records. This method
requires a CSV format with an import file with 5000 records or fewer.
Gotcha: Attachments cannot be imported into Zoho (unless using a
very manual and labor intensive process that, frankly, isn’t worth the
effort). However, attachment paths can be imported into Zoho as an
Activity history.
Working with fields and field mapping
Field mapping and field creation take the most time in doing imports.
 Check field formatting in the data file before you begin; field types must
match.
 Check the date format in the .csv file and select corresponding date format
in the migration wizard.
 Create custom fields before you start your import.
 Wait to set a “mandatory field” attributes in custom fields after the import.
Gotcha: You can’t turn off the required field attribute for some
system fields, such as Contact: Last Name. If you have import records
with required fields, and that field is blank, the entire record will be
skipped on import. If no data is available (for example, the last name
in Contacts is blank), add the word “none” or “unknown” to the
cell(s) so that the record will import.

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 Tip: Match the field names in the spreadsheet to the database field
names before you begin to simplify mapping. Beware of “near”
matches. Zoho fields default to mapping to a similarly named source
field, which may not be what you want.
Tip: Save your work. If you need to exit the data migration screen
before you’ve completed mapping fields, click the Next button to
save the currently selected field mapping.
Gotcha: If you modify field formatting, as recommended, be aware
that the CSV file format will not retain some field formatting upon
closing the file. After changing the date and other field formatting,
do not close the file. Keep the spreadsheet open during import.
Otherwise field formatting may be lost and the import is
compromised.
 Check box fields: The import file field should be either "True" or “False” to
import into checkbox-type fields.
 Multi-select fields: separate values with a semi-colon.
 Lookup Field: map the import files contact ID to the lookup field.
 Custom fields: maximum length for text and currency and you can go back
into the database and resize them.

(1) See price and features guidelines for feature availability by edition.

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 In conclusion
Zoho CRM is a cost-effective, easy-to-use, and powerful CRM platform that
supports the small enterprise. With four subscription levels to choose from
(Standard, Professional, Enterprise, Plus) you can select the edition that best fits
your business requirements.

If you’re not sure which edition to get use this guide to evaluate the features in
each edition or contact us for help.

For Act! administrators who want to do their own conversions: you’ll need an
exporter tool from JL Technical. It’s reasonably priced at $250.00, however,
there’s a steep learning curve and the conversion process requires a fairly high
level of technical expertise. If you’re only going to do a conversion once, it could
make more sense (and may be a better use of your resources) to have an expert
perform the conversion.

Another alternative: Zoho provides a migration service for companies of five or

more users who sign an annual contracts. We recommend using them for simple
database conversions. Contact us if you have a more complex migration from
databases such as Act! and Salesforce and we’ll connect you with a data
migration expert.

If you have questions regarding data migration, Zoho CRM, or any of Zoho’s 30+ business
applications, just let us know. On the verge, incorporated is Your CRM Team.

We’re Zoho CRM Certified and a Zoho CRM Advanced Solution Provider.
We offer basic “getting started” services as well as process analysis, implementation, custom
development, and all levels of training,

Call us at 781-606-0433 or email [email protected]

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