What is the Data Migration Wizard in Zoho CRM?

1. Excel (XLS, XLSX)
   
2. Comma Separated Value (CSV)
   
3. Business Card
   
4. vCard Format (VCF)
   

How can I migrate my data to Zoho CRM?

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What is a Migration Id?

Migration IDs are used to associate records between modules and for record owners. Every record should have a unique ID. Contacts and accounts are interconnected with each other. Multiple contacts can be associated with one account. 

 

When you go to Account modules and click Zoho. You can find the Contact Sathish. The process is the same for all the modules.

 

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Why do you need to migrate your data?

Whenever our customers plan to switch to Zoho CRM from their old CRM tool or a non CRM tool, they can opt to migrate their pre-existing data into Zoho CRM. Since, In module wise Import options there are few restrictions. Therefore, we recommend migration for those customers who have moved from a different CRM to Zoho CRM.

Note: The maximum file size for each file is 2GB, with a limit of importing 200 files at once, and a total file size cap of 25 GB.

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How can we create Migration Ids?

Migrations works based on the  unique ID’s. If there is no unique ID’s in your data file you can create your Own ID’s. It can be numeric, alphanumeric or Alphabets. But it should be unique across all modules and all records.

Above is a sample data with manual ID generation 00A1 is the ID that is used for your CRM account.

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How can I associate records between modules?   

Id’s - Main concept for Migrations. Let take a scenario to check how it works; 

  

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How can I assign the records to the Owner?

Associating records to owner is based on the migration Ids. In order to associate the record owner, we need to first migrate the user.csv while migrating other modules.

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What is a migration file format and What types of file formats are supported for migration?   

Supported formats for migrations are ZIP folder and CSV. Upon uploading the ZIP folder, you must make sure that there are no sub-folders in it. When you open the ZIP folder, It should show only the CSV files in it.

 

Note: The ZIP files size should be up to 10 GB or 200 csv files.

 

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What are the types of Error messages one can find during Migration?

Generally, there are 5 types of errors which may occur during a migration process. 

1. Mandatory fields are empty
   
2. Parent record not found
   
3. File not found
   
4. Child record not found
   
5. Inserted file format is wrong
   

1. Mandatory field left empty error: This type of error occurs when the defined mandatory field/s are left empty or aren't filled properly. 
   For example, the Lastname field inside the Lead generation modules is a system-defined mandatory field. If the entry's last name field is empty, all records would be skipped, and an error would be thrown "mandatory fields left empty".

1. Parent record not found: If the record for the parent module is not migrated along with the file, this error will occur. 
   For example, suppose the contacts and the accounts modules are linked in the data. However, the account data was either not migrated or the Ids you used to migrate the accounts were not the same as the ones you had stored in the file.This will throw "parent record not found error". 
   If you have utilized the above sheet for migration, The Ids used for the migration of the accounts module are different from the Ids shown in the contacts module sample. This is one such situation in which the error "Parent Id not found" appear.
   
   This error will occur whenever the associated records are not migrated.

1. Zip files - All the required .csv files are kept in a single folder and that folder is zipped (compressed).
   However, please keep in mind that within a zip file there shouldn't be any other zip files. It should contain .CSV files inside a zip folder.

 

Please refer to the images mentioned below of the Individual files and Zip files.

Individual files:

Zip files:

Arrange all the individual files in one folder, as shown below:

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What are the unsupported file types while migrating to Zoho CRM?

XLS file types that lack any data under the column headers will be deemed unsupported if uploaded for migration. Similarly, corrupted files will also be classified as unsupported.

Please refer to the unmapped files image below:


Refer to the unsupported files image below:

Let's upload the layout file and Leads file for migration, as shown below:

Module Mapping:

Field Mapping:

1. Layouts:

2. Leads:

Once the data is migrated, you can find the separate layout with the name " Retailers" in the Leads module, while the respective lead record will be under the Retailers module.

Data in the Leads module under "Retailer" layout:

Please follow the above process for the migration of records to the respective Layout in your modules.

1. Single User
   
2. Multiple Users 

Please note that the multiple user lookup field must be created in the layout before proceeding with the migration. It is not possible to create the multiple user lookup during the migration process.

Please select the user lookup field in the New fields section in the module's layout.

Now, let's create a Single User and Multiple Users lookup fields in the contacts module with names "Person and Agents".

To create the user lookup field, go to the Module layout and follow the sequence of steps:

1. To create Single User: Select the User lookup field from the New fields section, then drag and drop the field in layout. Select the type Single User and give a field label, then Save the layout.
   
2. To create Multiple Users: Select the user lookup field from the New fields section, then drag and drop the field in layout. Select the type Multiple Users and give a field label, then Save the layout.

Let's take an example where we need to assign a few users in the contacts module using multiple users lookup field and assign a single user using the Single User lookup field.

 

Now, let's arrange the data in the files that will be used for the migration to get the data of single user and multiple users.

1. To migrate the data of a single user: Two files are required: the user file and the contacts file.
   
2. To migrate the data of Multiple users: Three files are required: theuser file, the contacts file, and the linking module file (user ID X module ID)

Let's migrate the data for the single user and multiple users lookup fields:

User file:

 

Contact file:

The user ID in the contact file is specifically utilized for assigning users to the Single User lookup field, which is labeled as "Person." However, it is important to clarify that this user ID is not intended for assigning the record owner, nor is it meant for Multiple User assignments.

Let's proceed with themMigration. Here we are going to see the migration for Single User and Multiple Users.
Uploading files:

Module mapping:

To enable the Multiple Users lookup field in the contact module, a linking module between Contacts and Users will be created automatically. During the migration process, it is essential to map the linking module that has been created to facilitate the proper functioning of the Multiple Users lookup field.

Field mapping:

• Contact module filed mapping:
  

• Users field mapping:
  

• Contacts and Users field mapping:
  
  
  

Once the data is migrated the results with assigned users are shown below :

The Person and Agents user lookup fields shows the data as per the file information.

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How to migrate the multi select lookup field data in to the Zoho CRM?

The Multi-select lookup field allows you to associate multiple lookup values with a single record, creating a Many-to-many module association between two modules.

Enabling the Linking module:

After the creation of the field, it will appear as follows. Save the layout.

To migrate the data with Many-to-Many relationships between Contacts and Buildings, you will need three files:

1. Contacts file
   
2. Buildings file
   
3. Linking module file (Contacts and Buildings) 

For the Contacts file arrangement, refer to the example shown below for a clear understanding.

For the Building file arrangement, refer to the example shown below for a clear understanding.

For the linking module's file arrangement, refer to the example shown below for a clear understanding.

 

The linking module ID can be created according to our preference, allowing for alphanumeric, numeric, or alphabetical values. However, it must be unique to avoid conflicts.

Module Mapping:

Field mapping:

Buildings:

Contacts:

Linking module:

Migrated data (shown below): 

1. In contact's module:
   

1. In Building's module:
   

1. Linking module :
    

Based on the file information, the data has been successfully migrated, and the contacts were appropriately associated with their respective buildings.

 

The contact name with special characters in the file is shown below:

The migrated data with the selection of Charset UTF-8 Unicode is shown below:

 

Select the suitable charset based on the Languages and the Characteristics and proceed with the module.

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How do I do field mapping and module mapping during data migration?

To prepare the files for migration, ensure they are in .CSV file format. Once the files are ready, follow these steps to upload them and initiate the migration process:

1. Log in to your Zoho CRM account.
   
2. Go to Setup and navigate to Data Administration.
   
3. Select Import and choose the specific CRM widget you want to work with.
   
4. Upload the prepared files.
   
5. Proceed with Module Mapping to define how the data aligns with the CRM modules.
   
6. Perform Field Mapping to map the fields in your files to the corresponding fields in Zoho CRM.
   
7. Review the setup to ensure accuracy.
   
8. Click Finish to confirm your configuration.
   
9. Click Start Migration.
   

1. Choose the appropriate CRM widget, and proceed to upload all the required files. You can upload files related to standard modules, activity modules, inventory modules, and custom modules. If you need to upload attachments or documents, please ensure you upload both the Attachments or Documents .CSV file and the corresponding folder containing the attachments or documents, zipped together. This ensures a seamless migration of all necessary data and related files.
   
   

2. Module Mapping:
   You have two options for mapping the files to their respective modules. You can either drag and drop the files onto the corresponding module or click the Map Files option located under the module to establish the mapping.
   During the module mapping process, if there are any custom modules you need to create (e.g., "Teachers"), you can do so directly. Simply click on the Create Module option located in the top-left corner while in the module mapping interface. This allows you to efficiently create any required custom modules as you proceed with the mapping process.
   
   Note: The "Teachers file" is a custom module data that requires the creation of a custom module for mapping the file.
   
   

1. Creating Custom module:
   
   

1. Module mapping:
   At the module mapping stage, you can access information about Mapped files, Unmapped files, and Unsupported files. These file statistics are conveniently located on the left side of the page, providing a clear overview of each category.
   
   
   

3. Field mapping:
   
   Once you have completed the module mapping, click Next in the bottom-right corner to initiate the field mapping stage.
   
   

4. Standard module field mapping:
   Contacts
   
   

1. Note module field mapping:
   Notes
   

1. Activities Module field mapping:
   Events
   

1. Inventory module field mapping:
   Products
   

1. Quote Line items
   
   

1. Quotes
   
   
    
2. Attachments module field mapping:
   Attachments
   
   
3. Users module field mapping:
   Users
    

1. Custom module field mapping:
   Teachers
   

1. Assignment of Default values to the fields.
    

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How do I create new fields while doing the field mapping? 

During the field mapping stage of the migration, if there is a need to create new fields, you can easily do so by clicking on the Create Field option in the top-right corner of the field mapping page. This enables a smooth process for adding and mapping new fields as required.

 

Please refer the below image to view the option of Create New fields in the Field mapping page:

 

To create new fields, you need to select the field type from the dropdown. Please refer to the below image to select the field type to create a new field.

The different fields types are :

1. Text
   
2. Integer
   
3. Percent
   
4. Decimal
   
5. Currency
   
6. Date
   
7. Date & Time
   
8. Email
   
9. Phone
   
10. Picklist
    
11. URL
    
12. Text Area
    
13. Check box
    
14. Multi-select picklist
    
15. Long Integer
    
16. Lookup
    
17. User
    

 

Date and time format:

Number formats:

Date format:

As shown above, the fields can be created during the field mapping stage in migration process.

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How do I migrate the sub-form data? 

A sub-form is an auxiliary form or table that allows you to add multiple line items to a primary form in your CRM. Often, your CRM data is interdependent, and you may need to associate several items with a single record. These items are referred to as "line items." A sub-form provides the means to associate multiple line items with a single record.

 

To migrate sub-form data, follow these steps:

1. Choose the module where the sub-form needs to be created. For example, if you have a Students module and need a sub-form for entering Student-Parent details, navigate to the students layout.
   
2. Create the sub-form by adding the necessary fields required within the sub-form. You can include a maximum of 10 fields inside the sub-form to suit your specific needs.

 

 

The file arrangement is shown below to migrate the sub-form data.
Students Data (Parents module data):

Student-Parents data(Sub-form data):

To associate the sub-form data with the parent data, the sub-form file must contain the Parent Data ID (Student ID), as demonstrated above.

Module mapping and Field mapping of the sub-form and student data.

1. Module mapping:
   When you create a sub-form, it automatically generates a corresponding sub-form module with the same name. During the module mapping process, you will see this newly created sub-form module, as illustrated below.
   

1. Field mapping:
   Sub-form field mapping
    

1. Parent Module field mapping:
   

 

The appearance of sub-form data once the data is migrated.

 

 

In the parent data the Julie Sweet ID is S3 and S3 is there in the row of Wanhure (Parent Name), and is associated accordingly.

 

Note: All kinds of field types can be created in the sub-form except the Multi select lookup field.