When you decide to switch to a different CRM system, migrating your existing
business data to the new system can be very challenging. However, a seamless
transition is really important for business continuity and that's why so
much care and work has gone into making the data migration into Zoho CRM very
simple and straightforward. Let's see how you can go about migrating your data
into Zoho CRM. To migrate your data from another CRM to Zoho CRM, go to Setup-> Data
Administration -> Import. In the Data Migration page, select the source system
from which you want to migrate your data. As you can see you can migrate your data
from Salesforce Zoho CRM, Pipedrive, Insightly, Zoho contact manager, Highrise
and if you don't see your CRM listed here, you can choose other CRM. Note that
there are two types of migration in Zoho CRM. One is where the migration is
done through an API and the other is where the migration happens through
backup files. If you are using Pipedrive, Highrise or Insightly, migrating your
data into Zoho CRM is done through the API. All you need to do is retrieve an
instance URL and API token from your previous CRM account and feed it here
then all of your data will get pushed into Zoho CRM. The records will also get
automatically mapped with respective modules and new fields and modules will
get created as needed. So let's look at another example where the migration is
done through Backup files. Let's say you want to migrate your data from
Salesforce. In the data migration page, click Salesforce. The migration process
begins here and this process comprises of five important steps which include
File upload, Module-file mapping, Field mapping, Review and Finish. Let's go over
each of these steps individually. For the purpose of this demo, I have a zipped
folder here that contains backup files of sample data. In the Data migration->
Upload window, you can drag and drop the files that you exported from Salesforce.
Alternatively, you can also click Browse files and choose them from
your computer. Click Next, depending upon your file size, it might take a while for
the system to process your data. An email notification will be sent to the
registered email address once the process is complete for you to do the
file mapping. So, as I mentioned next comes the Module file mapping. This is a
really important step in a data migration process. What you're
essentially doing in this step is associating the multiple files to their
respective modules in Zoho CRM. For example, you might have files for Leads,
Contacts, Accounts etc exported from your previous CRM. You're gonna map those
files against respective modules in Zoho CRM. In the module file mapping page what
you see on the left side pane are files that are being imported and on the right
side window are your modules in Zoho CRM. Some files are automatically mapped based
on file name. As you can see here, the leads, accounts, documents are some
modules that are already associated with their respective files and I really
didn't have to do anything. The files on the left pane are classified into three
categories Mapped files, Unmapped files and Unsupported files as the name
suggests all those files that are already mapped fall under mapped files
and unmapped files are yet to be mapped and there can also be files that are
empty or ones that are created from salesforce plugins these are marked as
unsupported files and they will not be able to be migrated into Zoho CRM. Now,
coming to the module section, these are again classified into three categories
All modules, Mapped modules and Unmapped modules. To begin with, clicked Mapped
modules and check if the auto mapping is done correctly. Click open the module if
you want to undo and redo the mapping. Next, go to Unmapped modules. You can
simply drag the respective file from the unmapped files list on the Left pane and
drop it to the appropriate module frame. Alternatively, you can go to a particular
module frame and click map files and select the appropriate file
from the list. When you're trying to map multiple files with a module, note that
the first file that you map is very important. The files to follow will be
accepted based on the first file's structure. At any point in time, you can
check the status of your mapping from this pie chart here on the left side
bottom corner. It shows what exact percentage of files
have been mapped so far. In the unmapped file list,
I still have files that are yet to be mapped with modules. But as you can see
there are no relevant modules that I can map them with. In this case, I need to
create new modules. If you think you have to abort the migration process go back
to the setup in order to create a new module, well, you actually don't have to
do that. You can easily create your new module and map the respective file right
from here. Just click create new module create your modules and map the
respective files. Once you're done mapping all of the files with the
respective modules click Next. Now comes the field mapping. What you're
essentially doing here is matching the Salesforce fields to the respective
Zoho CRM fields. All the mapped modules are listed here on the Left pane. You can
select one module at a time and do the field mapping and as you can see all of
the column headers in the file are automatically mapped against fields in
Zoho CRM. The data type and the format of the calendar are auto-detected thereby
avoiding mapping columns to incompatible fields.
There's also sample data from the file on the right side with respective fields
filled. You can refer to them and confirm if the fields are mapped correctly. If
you want to change the mapping for a field go to the respective field in Zoho
CRM, click the drop-down and choose the appropriate field. Now, it's important to
make sure that all of the columns from the file are pushed to Zoho CRM. here you
can check how many fields are mapped and how many fields are left unmapped. For
those fields from the file that are unmapped or for which there are no
fields currently in Zoho CRM, you can create new fields right from
here. Just click Create new fields and in the Create field window, custom fields
are automatically suggested. You can edit the field properties and then hit create.
When you're sure that all the fields from the file are correctly mapped for
this module, click Save and Next to continue mapping fields for the next
module. Now notice, that I cannot proceed further without mapping mandatory fields.
So let me map them correctly and then hit save and next. A tick icon appears
next to each module in the left pane as you finish mapping fields for them. You
can click Go to Module mapping, in case you want to make changes in the module
mapping. You can even abort the migration process at any stage by simply clicking
on this Discard Migration link. Next, comes the review now this is nothing but
an overall status check of the module and field mapping that we've done so far.
Based on status, you can proceed with the migration or you could go back to field
mapping in case you need to make any changes. In the review page here, when the
mapping status looks good, go ahead and click start migration. You'll receive a
notification saying data migration is in progress and you'll receive an email
notification in the registered email address once it's complete and there you
go. Once the migration is complete you are good to get started with Zoho CRM.
Thank you so much for watching this video on data migration and we hope you
found it very helpful. For more information please visit us at www.zoho.com/crm/resources