All posts by Piyush Nishant

Zoho : Migration of data from one account to another in zoho crm

Migrating data from one Zoho crm account to other zoho crm account:

Supported modules: These are the supported module that can migrate from one account to other

      1. Users 
      2. Leads 
      3. Accounts
      4. Contacts
      5. Potentials
      6. Products
      7. Events
      8. Attachments
      9. Notes
      10. Calls

Import Sequence:  This is the sequence for importing data from one account to another

Leads => Account => Vendor => Contact => Potential => Product => Quotes => Invoices => Task => Events => Calls => Notes => Attachment

Note:- Quotes and Invoices can not directly imported.

Prerequisites: Before migrating data into Zoho CRM, please go through the following details

1.  Add accountCreate two accounts in your Zoho CRM

2. File format – All the files to be imported should be in CSV format. Any other format is not supported.

3. Date and Time format – The Date in the import file must be in yyyy-MM-dd format.

4. Update Mandatory Fields – Import file, we must have data for all the mandatory fields in Zoho CRM



Migrate Data

Follow the steps given below which assist you in migrating your data

Step 1.  Log in to Zoho CRM with Administrator privileges

Step 2. Click Setup > Data Administration > Migrate from Other CRM.

Step 3. In the Data Migration Wizard page, select the module that you want to import


Note: You need to import the records in the same sequence as it is listed in the drop-down.


Step 4. Click Next.

Step 5. In the Migrate Users page, browse and select the import file.


Step 6. Click Next




Step 7. In the Map Fields section, make sure that you map all the mandatory fields.
The field names that you would mention in the CSV file should be available in the drop down lists.


Step 8. Click Create Custom Fields if you want to add new fields during the migration and add data to them


Step 9. In the Create Custom Fields pop-up, do the following:


All the fields that are not available in Zoho CRM and not mapped for migration will be listed, along with the column numbers in the import file.


Select the Field Type from the drop-down list. Auto number and Formula will not be listed. You cannot create these fields during migration.

Click Create.

The field will be created and mapped to the columns in the import file.

Click Close to go to the migration page and continue the migration process.



Step 10. Click Next to Import records.

When the migration is complete an email is sent to the user (administrator) who imported the records.

In the same way we can migrate Account Data, Vendor Data, Contact data, Potential Data and Product data.


Important Note: While migrating quotes and invoices data from one account to other, we could not directly migrate. For this purpose we use some API to migrate quotes and invoices data from one account to other.

Migrate Quotes/Invoices data: We can migrate quotes/invoices data through API.

With  API(API written in any language) we can easily push or pull data into or from Zoho crm accounts and corresponding modules.

API allows you to:

Add record into Quotes in Zoho Crm

Modify record in the Quotes of  Zoho Crm

Challenges faced while migrating quotes/Invoices data from one account to other:

1. While migrating quotes/invoices data from one account to other the inline item field(i.e Product details) is blank

We handled this challenge with the help of API.

2. While migrating quotes/invoices data from one account to other, If API disconnected in the middle

We handled this challenge with the help of logging.

3. While migrating quotes/invoices data from one account to other, data doesn’t migrated from 1st account into 2nd.

We handled this challenge with the help of logging.

4. Notes/Comments/Activity data from one account to other

We handled this challenge with the help API and DataBase.

5. While migrating records of quotes/invoices module from one account to other in zoho crm Attachment in a quote is unavailable

This is handled by API and store old and new attachment id for error handling.

Zoho Crm: How to convert a Lead into a Potential using Custom function

Lead To Potential Conversion

Objective is to convert Lead to Potential in Zoho CRM. Here our key module is Lead. A workflow must be created in order to convert a Lead to a Potential.


Login your account -> Setup -> Automation -> Workflow -> Create Rule


We should follow below steps for creating a Rule.

Step1:- Enter Basic Information

Module Field: We should choose Lead as an option here since we have to convert Lead to Potentials

Rule Name: User can type in any name of their choice

Status: Click “Is active” if you wish to activate the created rule

Description: Description of your choice.

Kindly refer to following visual.

Module Name


Rule Name





leads to potential conversion based on field action

Basic information

Step 2:- Rule Trigger

Rule Trigger option deals with the execution of workflow on following conditions.

  1. On Record action

  2. A Date field value

Rule trigger

On Record Action:- It has different options which are related to an action performed on the key module i.e. “Leads” in our case. Possible options are: execute the workflow when a new record is created, existing record is edited, record is deleted, field updated under LEADS Module. Below is the visual for the same


A Date field value:-  This rule is triggered based on date field selected, which are present on the Lead form. Upon selecting a date field, it further provides options like date of execution, time of execution, execution cycle


choose condition in execute based on option

Execute to based on

On Record action

A Date field Value

Step 3:-Rule Criteria

This step specifies that rule will be executed on the specified date and time for those Leads that match the following rule criteria.

It has three columns i.e. Field, condition, text box

Field: It contains all the fields of Lead module

Condition: It contains conditions like is, isn’t, contains, doesn’t contain, contains user

Text Box: Whatever selected from first two columns, appropriate results will be populated in to this column. If not selected automatically, can be entered manually as well.

Here is the visual.


Field Name


Field Value


Step 4:- Action

Action has different options under it.  In our case we’ve used custom function to map Lead fields to Potential fields using Delgue Script.

Following actions can be performed

Send Alert

Send Alert Message Through Email Template

Assign Task

Assign Task

Update Field

Action execute on particular fields are updated in corresponding module

Call Custom Function

We can call a custom function for a conversion and this function is written in Delgue Script


Time Based Action

It is applicable for time based actions only. User can create their own time based action


How to write Custom Function For Leads To Potentials Conversion?

Please follow these steps for writing a custom function which can be used to convert Leads to Potential

Call custom function(0)->Write your own

Step 1:- Write Function Name and click on EDIT for entering argument. Take lead Id as an argument.

Step 2:- Convert Lead Id into String using toString() function

Step 3:-Use searchRecordsByPDC function for searching leads using Lead Id

Step 4:-Create a map function and store it in a state variable

Step 5:-Use “foreach element as element loop”

Step 6:-Use Put key in Maplist to map Potential Fields with Lead Fields. Put key is used inside the loop

Step 7:-Use zoho.crm.create function to create a potential



function 1.3