Importing CRM Data
Zoho CRM provides an easy-to-use tool for importing data from other CRM software. Before importing the data please ensure that you have the data in XLS/CSV/VCF format and file attachment are separated from the data.
You can import data related to Users, Campaigns, Leads, Accounts, Contacts, Potentials, Tasks, Events, Notes, Competitors, Products, Cases, Solutions, Vendors, and Price Books modules.
Data Import Check List
The following checklist is useful for successfully importing your data into Zoho CRM.
Note: You can import data into Zoho CRM, if you have import function access privileges.
File format
The import file must be a comma- or tab-separated values text file. It must be an ASCII file (usually with a .txt or .csv extension in the Windows environment) where each line of text represents a single record.
Forbidden characters
The import file data should not contain the following characters.
- Double quotation marks (“) – use only as a field delimiter
- Pipe character (vertical bar) (|)
- Angle brackets (< >)
Required fields/Blank fields
Required (mandatory) fields must contain a value. You should not leave blank in the source file.
Example: if you are importing account information, each account record must include an Account Name.
The Filed Mapping page in the Import wizard shows the required fields in the <field Name>* format. You can proceed to the next step only after mapping the required fields.
You must map the following required fields in each module:
- Campaigns - Campaign Name
- Leads
- Business to Business (B2B) Process: Company & Last Name
- Business to Consumer (B2C) Process: Last Name
- Accounts - Name
- Contacts - Last Name
- Business to Business (B2B) Process: Account Name & Last Name
- Business to Consumer (B2C) Process: Last Name
- Potentials
- Business to Business (B2B) Process: Potential Name, Account Name, Sales Stage, Closing Date
- Business to Consumer (B2C) Process: Potential Name, Contact Name, Sales Stage, Closing Date
- Cases - Subject, Status, Case Origin
- Solution - Title, Question, Answer
- Product - Product Name
- Price Book - Product Name
- Quotes - Subject, Account Name, Product Name, Quantity, List Price
- Purchase Order - Subject, Vendor Name, Product Name, Quantity, List Price
- Sales Order - Subject, Account Name, Product Name, Quantity, List Price
- Invoice - Subject, Account Name, Product Name, Quantity, List Price
- Tasks - Assign To, Subject
- Event – Assign To, Subject, Event Date & Time, Duration
- Users - User ID, Email, Zoho CRM ID, and Last Name
Check-box field data
Check that data you plan to import from Boolean or checkbox fields into Zoho CRM checkbox fields contain values that will be converted properly during import operations. Import data from Boolean and checkbox fields are converted as follows.
- Checkbox is checked – True, 1, or yes
- Checkbox is not checked – False, No, 0, any whole number
Drop-down list
All data values displayed in drop-down lists must already exist in the corresponding field in Zoho CRM.
Example: suppose you are importing account information that contains a value for the company's industry type. The industry type appears in Zoho CRM in a drop-down list.
Before you import the account information, make sure all the industry values in the source file already appear in the drop-down list. If the values do not already exist, you must either change the values in the source file to match the existing values in Zoho CRM, or have your administrator add the new values.
Field names
Make sure that the first line or record of data in the source file contains column headings or field names rather than actual data values. These values help you identify the data when you map the new data to the existing Zoho CRM data fields.
Blank lines
Remove all blank lines from the file. A blank line is interpreted as the end of the file.
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Warning: Before migrating the data from other CRM applications, you must review the existing fields in each module. If not available create appropriate fields with proper data types. Otherwise those fields will be ignored during data migration. |
To migrate data from other CRM applications
- Click the Setup link.
- In the Setup page under the Import Tools section, click the Migrate Data from other CRM link.
- In the Data Migration Wizard, select the required module from the Select Module drop-down list and click the Next button.
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 Note: First select the Users module and in the next step you can select the other modules.
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- In the Specify Import File page, select the data file from Import File Patch field and click the Next button.
- In the Map Fields page, map the fields in data file with the Zoho CRM module fields and click the Next button.
- Click the Import button.
It will take few minutes to complete the importation. If there are any duplicate records in XLS/CSV file or already similar records exist in the Zoho CRM system, Duplicate Records page is displayed, where you can overwrite, skip, or duplicate the existing records.
- Click Save.
Viewing Import History
The import history contains the imported file name, module name, user name, and the imported time. In Import History page you can perform the following operations:
- Confirm the import operation
- Remove the imported data
Confirming the Import Operation
Once you are satisfied with your recent imported data, confirm the operation so that data will be permanently added to your CRM account.
Note: After confirmation, you can not revert the operation.
Removing the Imported Data
If you are not satisfied with your current import operation, immediately rollback the data so that data will be permanently removed from your CRM account so that you can import the data again.
To view import history
- Click the Setup link.
- In the Setup page under the Import Tools section, click the Import History link.
- In the Import History page the previous import details are displayed under List of Imports section.
- You can confirm the import by selecting the import details, and clicking the Confirm button. In case you want to revert back the imported data click the Rollback button.
Exporting Data
In case you need to import customer data to other business applications, such as Accounting or ERP applications, and analyze using sophisticated Business Intelligence tools, first export the data into CSV format from Zoho CRM and then carry out other operations.
In Zoho CRM you can export the organization-wide data or individual data from the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, Vendors, Tasks, and Events modules.
To export data to external sources
- Click the Setup link.
- In the Setup page under the Import Tools section, click the Export All Data link.
- In the Export Data page, select the module from the Specify Module section and click the Export button.
- In the File Download pop-up dialog, click Save to save the export file into CSV file format.
Exporting all Data
Please refer: Exporting CRM Data
Viewing File Storage
Zoho
CRM offers unlimited data (leads, accounts, contacts, cases, etc.,)
and limited File (DOC, PDF, PPT, JPG etc.,) storage for each account.
Users with Free account (free for 3 users) will get 100 MB where as
paid users 250 MB with the account. Once the file storage is
consumed you can subscribe for the additional storage from the
Subscription center in CRM account.
To view the file storage
- Click the Setup link.
- In the Setup page under the Data Analytics
section, click the Storage Usage link.
- In the Storage Usage page, you can view the total consumed file storage and usage of individual users.
