Using Freshsales data import feature, you can import all your Zoho data to Freshsales in a single click. We import the following files -
- Events (Appointments)
- User CSV (Mandatory)
It is mandatory to include User CSV in the ZIP you upload for owners to be associated properly.
Mapping: The mapping we use to import your data is a static mapping we have created that best transfers your data in Freshsales. We map both default and custom fields. To map custom fields properly, create the custom field with exact name as in your CSV file. Once the import is completed, you can change the names if required.
Limits: The maximum limit on the number of records for the instantaneous import is 25000 records. If the number of records are more than 25000 records, we create a request ticket and import data in off peak hours. This generally takes 1-2 business days.
Below are the easy steps to migrate the data -
a) Configure Freshsales before import:
Add Users: Add users in Freshsales before you initiate the import so that records can have owners associated properly. Go to Admin Settings > Users > Add user. Fill in the details asked for to create new users. Give the exact name of the user as in your Zoho files so as to associate the owners to the records correctly.
Add Custom Fields: Add the custom fields present in your Zoho account to Freshsales with the exact name as in the exported files to migrate all the data.
To add custom fields, in addition to the existing fields provided by Freshsales, go to Admin Settings > Leads/Contacts/Accounts/Deals module. Now, choose the type of field you need and add it under Additional Information/Application Data. Give the exact name of the field as in your Zoho files so as to auto map the fields.
b) Prepare the Zip file
Export your complete Zoho data as a ZIP file. This zip file is used to import the data in Freshsales. Do not change the any headers or file names present in the ZIP file.
c) Import the file
You are set to start the import now. Follow the below steps to complete the process.
1. Go to Admin Settings > Data Import to import the data.
2. Select Zoho CRM. Check the checkboxes for creating user and custom fields once you have completed Step a). Configure Freshsales before import as mentioned above. Upload the ZIP file prepared in Step b) above.
3. Clickbutton. The import starts instantaneously and generally takes 5 mins to 1 hr based on the number of records. The maximum limit on the number of records in this import is 25000 records. If the number of records are more than 25000 records, we create a request ticket and import data in off-peak time. This generally takes 1-2 business days.
4. After the fields are mapped, click the import button to start the process. Once the import is completed, a status email is sent to you.
This email contains a summary of the records imported, updated and failed. In addition to the summary, a detailed error log file is attached with the records which failed with the Error message appended as the last column. The types of errors and their fix are detailed in the next section below.
d) Fix the errors and reimport
The status email gives you detailed errors for each record. Below is the list of errors and how you can fix them. Fix these errors in the error file itself, remove the last Error message column and reimport.
How to fix
Last name can't be blank, Company name can’t be blank
(this error can occur for mandatory custom fields as well)
Mandatory information is missing
Account does not exist,
Parent Record can’t be blank
Records in deal csv file has value in account column which does not exist in Freshsales (account does not exist in Freshsales to get associated to deal to be imported)
Import the accounts not present in Deal file (Account column) using Account CSV import first.
Invalid Deal Value
Deal value column has values with , or currency appended
Deal value should be numeric only. Remove commas, and currency symbols from data values. Choose the currency in CRM settings to reflect properly in Freshsales
Owner Field is associated properly
Owner column value is not present in Freshsales
These users should be present in Freshsales to be associated else the owner value will be current user
Parent Record can’t be blank
Targetable not found
Related to field in Task, Appointments, call log, notes is not present in Freshsales/CSV files
Make sure the Relate to record is present in csv file or Freshsales to be imported