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If you're using Zoho, Pipedrive, Insightly, Salesforce, or SalesforceIQ to manage your sales and are looking to switch to Freshworks CRM, all you need is your data in CSV/XLSX files to make the migration easy.

 

Here's how you can do it,

 

Exporting data from your CRM

  1. Export your data in CSV/XLSX files.

  2. Sometimes CRM's give you your exported data in a zipped folder. If they don't, create a folder, add the necessary CSV/XLSX files and zip the folder. (To zip the folder, right-click the folder and select Compress)

    Note: 
    • You can migrate up to 10 pipelines in total. All deals from the remaining pipelines are added to the Freshworks CRM admin-default pipeline's first deal stage. 
    • Emails are not migrated from Activities to Freshworks CRM. 


Mapping: The mapping used to import your data is a static mapping that best transfers your data in Freshworks CRM. We map both default and custom fields. To map custom fields properly, create the custom field with the exact name as in your CSV/XLSX file. Once the import is completed, you can change the names if required.

 

Limits: The maximum limit on the number of records for instantaneous import is 25000 records. If the number of records is more than 25000, we create a request ticket and import data in off-peak hours. This generally takes 1-2 business days.

 

Data supported in Freshworks CRM

To help you avoid data loss during the migration, here's a list of things that you need to know before you begin the import.

  • Custom fields: You can import the custom fields from your source CRM as long as you remember to create the same fields in Freshworks CRM. The names and the field type needs to be the same for the import to be successful. For example, if you've got a custom field called FirstName you need to create a custom field in Freshworks CRM and name it FirstName

 

If the custom fields are a picklist (dropdowns or radio buttons) you need to create the field along with the appropriate choices. For example, if you've got a drop-down called Work Experience with choices <1, 1+, 2+, 3+ you'd need to create a custom field which is a drop-down, call it Work Experience, and include the same choices i.e 

 <1, 1+, 2+, 3+

  • Only the following .CSV/XLSX files would be imported to Freshworks CRM.

  1. Contacts

  2. Accounts

  3. Deals (Will be uploaded to the relevant pipeline only if the pipeline has been created on Freshworks CRM. Else the deal will be added to the default pipeline)

  4. Activities

    1. Tasks

    2. Appointments

    3. Notes

  • Users cannot be imported. To import users, you need to manually add them and then assign them to the necessary records.

 

Importing your data to Freshworks CRM

  1. Login to Freshworks CRM as an Administrator.

  2. Go to Admin Settings and scroll down to Data Import and Migration and select one of the CRM from the 'Migrate from another CRM' section. You can choose between Salesforce, SalesforceIQ, Pipedrive, Zoho CRM, and Insightly.

    This brings up the Migration overlay.

  3. In the MIGRATION overlay, click Upload your zip file and browse the files and folders in your device to select the zip file with your exported data.

    If you'd like to replace the uploaded file with another, click
     Remove and start afresh.

  4. Click when you're done.

You can only import files that are not greater than 250 MB in size. If your file is larger, you'd receive a flash notification informing you the same. You can alternatively, upload your exported file to Google Drive or Dropbox and share it with us by clicking email in the popup that appears. 

 

Once the import is complete (which is about 2-3 business days), you'd receive an email with the status of the import. The email would have the following information,

  1. Number of Contacts imported

  2. Number of Accounts imported 

  3. Number of Deals imported

  4. Number of Activities

    • Number of Tasks imported

    • Number of Appointments imported

    • Number of Notes imported


If some of your data wasn't imported, you can find the details in the error log which would be attached with this email.