Importing data into Zoho CRM reminds me of the time I escaped the Apple ecosystem.
After a sudden, dead, MacBook, and a turn in the washing machine for my Apple Watch, I couldn’t justify the costs!
So I began the migration.
But the whole process was a pain in my backside. iCloud migration, APP purchases, passwords — what a nightmare!
And that’s why, I’m writing this article in a cosy coffee, determined to help you make your migration to Zoho CRM as smooth as erm, a shiny new MacBook.
Because here’s the thing: Any CRM company, just like Apple, just like Android, are determined to have you sucked into their ecosystem.
This article will be the best practices for importing into Zoho CRM, avoiding all the unexpected errors that the CRM company won’t warn you about.
As a provider of Zoho consultancy services, we’re here to offer data freedom.
And we believe Zoho CRM gives you that freedom.
So with that said, let’s crack on!
Table of Contents
Permission and File Format Considerations
When importing data into Zoho CRM, you must have permission to do so.
Ensure that you have the necessary access and privilege to import data.
How would you know this?
Well, the import link is hidden from your user interface if you do not have permission!
Additionally, be mindful of the file format you are using.
Zoho CRM supports Excel (XLS, XLSX), Comma Separated Value (CSV), and Business Card or vCard Format (VCF).
And be cautious with Excel files containing special controls, such as combo filters or embedded images, as they may cause unexpected errors.
Data Preparation Best Practices for Importing into Zoho CRM
For Zoho CRM migration, make sure the data you are importing does not contain any prohibited characters.
For instance, data enclosed in <script> </script> is not allowed.
Also, ensure that all mandatory fields contain a value and that there are no blank rows in the import file.
If you import data from Boolean or check box fields, ensure the data values convert correctly during the import process.
One more thing! Ensure that the data values in the drop-down lists exist in the corresponding Zoho CRM fields.
Any questions, send me a message.
At Caldere, we’re happy to help you with your Zoho CRM migration!
Preparation and Mapping Requirements
To avoid issues during the import process, ensure that the field names in the source file’s first row contain column headings or field names instead of actual data values.
Make sure the file size is within the limits based on your Zoho CRM edition.
The number of rows you can import depends on the edition you are using, and there are specific mandatory fields in each module that you must map when importing data.
Limitations and Workarounds for Importing Data into Zoho CRM
While you cannot import calls, meetings (activities), reports, invoices, quotes, purchase orders, forecasts, sales orders, and templates into Zoho CRM, you CAN import events in ICS format from Calendar.
If your import file is in XLS, XLSX, or VCF format, you can import a maximum of 5000 records per batch for all CRM editions.
But to import more than 5000 records per batch, your import file must be in CSV format, and the maximum number of records you can import will vary based on your subscription.
How do I migrate from Act! to Zoho?
In our experience, migrating from one CRM system to another, such as from Act! to Zoho CRM, is a Sunday-hangover level headache.
That’s why we want to give you as much resources as we can.
If you’re looking to migrate from Act! to Zoho CRM, learn more about our migration case study that was a huge success for PDAS.
We also recommend our competitors, MondoCRM, who also provide fantastic service for migration from Act to Zoho.
The following article on the Zoho website offers a much more detailed checklist for importing data into Zoho CRM.
I’ll sign off by saying this:
As Zoho certified consultants based in Reading, Berkshire, UK, Caldere specialises in helping small and medium-sized businesses (SMBs) implement Zoho CRM and the entire Zoho platform into your operations.
We have the expertise and the experience (20+ years of it!) that will fit your unique needs.
By partnering with Caldere, you can rest assured that your data import and CRM migration will be handled by knowledgeable professionals who understand the intricacies of the Zoho ecosystem.
If you would like to have an informal chat about migrating to Zoho, call or contact us today.
