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Best Practices, Limitations, Options, and More...

Salesforce to Zoho migration

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What are my options for

converting Salesforce to Zoho?

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So you've decided to switch to Zoho and are looking for the best deals. Then you have come to the right place. In this article, we will try to show all the ways and their pros and cons. We are also going to be very direct in this article, without the noise and fluff.

We would only recommend using the CRM vendor’s tools IF you are just uploading Contacts and Accounts/Companies.  If you’re migrating anything else, you need to consider gathering resources of your own or using another tool/ professional services. 

Keep in mind, the CRM vendor is trying to activate you as quickly as possible, so make sure you have a migration resource lined up and you feel comfortable there (pricing, timeline, involvement, etc) prior to signing with them.

Option 1

Migrating myself 

Only if you need to migrate basic core object data such as Contacts and Accounts/Companies to Zoho, should you consider this.

 

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Option 2

A wizard import tool or
an integration

There are a few data migration tools from Salesforce to Zoho out there on the market that provide direct API to API migration functionality.

Option 3

A custom migration

So this is the option that defines “doing it the right way.” Not that the previous options are doing it the wrong way, but this will take the entire lift and process off your plate and you can focus on training and configuring Zoho.

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Option 1: Migrating myself and using the CRM vendor’s import tool

When you need to migrate “Opportunities” that has multiple relationships or multiple pipelines, you will need robust tools that are built for these associations and complexities.  Once you add products and line items from Salesforce to Zoho, then the situation gets even gets deeper and wouldn’t recommend.
Only if you need to migrate basic core object data such as Contacts and Accounts/Companies, should you consider this. 

Option 2: Migrating with a wizard import tool or an integration tool

There are a few data migration tools out there on the market that provide direct API-to-API migration functionality. There are also middleware or iPaaS (integration platform as a service) tools that you can use as well. I would recommend the tools built for data migrations specifically as the iPaaS vendors will try to get you on a contract for a more extended period of time and since they are built for ongoing data syncs, they will be overly complex and difficult to understand for your use case. There will be a lot of functionality you don’t need but will be paying for.

In our opinion, you should take into account the data migration wizards available on the market that were created specifically for data migrating reasons as they will be easier to use. The primary distinction between these programs that you should be aware of is that some of them will require you to manually construct each custom field, which will take a lot of time and account for half of the migration. Others can have the custom fields created for them by the tool, saving them a ton of time and making their time much more valuable. Ensure that you check.

Trujay has a data migration wizard app and even an additional option with guided support to ensure your mapping, testing, QA, delta migration goes smoothly. With it, your Salesforce to Zoho data migration will become much easier.

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Run as many free random samples as you'd like using Trujay's migration app. The goal is to keep experimenting with the mapping until the sample data is displaying precisely as you want it to. Don't worry about filling up your Zoho with sample data because each sample you run will overwrite the one before it. Once the mapping is to your satisfaction, you can proceed with the entire migration and submit payment.


Free Sample Migration Demo Video

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

Therefore, this choice exemplifies "doing it the correct way." Although the preceding options aren't necessarily wrong, doing it this way will free you up to concentrate on training and setting up Zoho, which is something you should be doing, as well as your business operations. Finding a business that specializes in data migrations and is intimately familiar with both Salesforce and Zoho can ensure a smooth transition and save you countless hours.

With a custom migration, you might have a CRM implementation partner where they have fit this into their entire onboarding plan with you.  This option is the most valuable in our opinion, because trying to adopt  Zoho on your own and not optimizing all of its features can slow down the investment you are making.  Time to value with your investment in Zoho is key if your true ambition with your business is growth.

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You have more time to think about things like cleaning up fields and properties, consolidating pipelines or processes, automating procedures, etc. when a project manager is guiding you through the full Salesforce to Zoho integration process. Better yet, the project manager can offer advice on how to convert text fields into dropdown fields so you can report the data points you gather more correctly.

 

FAQs

Terminology

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.

Included:

  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

What are my options?

Data cleansing

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You can clean up the data yourself in the Salesforce portal. This will require some effort and time on your side, however it will have no additional cost.

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You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Zoho, they can write custom scripts to only migrate what you specify.

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You can clean the data post-migration and should be relatively easy with Zoho’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Salesforce to Zoho: Objects

Salesforce Objects   Zoho Objects
Accounts Accounts
Attachments Attachments
Calls (Tasks) Calls
Cases Tickets
Contacts Contacts
Campaigns Campaigns
Leads Leads
Events Events
Notes Notes
Opportunities Deals
Opportunity Product  Deal Products
Products Products
Quotes Quotes
Quote Line Items QuoteItems
Tasks Tasks
Users Users
Tags Tags
Additional objects will need to be investigated for a Custom Migration
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De-Duplicating

There are several de-duplication tools on the market to consider and all of them are low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.

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Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (hello@trujay.com or support@trujay.com). From there you can mark and remove those and these costs are pretty minimal as well.

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You have options

To wrap up

You have options. Depending on your timeline, budget, bandwidth, etc. you can find a solution for you and your teams.

Just keep in mind, if you are looking to migrate Salesforce to Zoho on your own, having some support or a resource with some experience will only help you. You are migrating data from one software architecture into another and not everything will be 1 for 1. That extra level of guidance will get Zoho up to speed faster and a lot further down the road.

If you ever would like to discuss your conversion between Salesforce to Zoho, please feel free to contact us here for a quick call.

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