Exporting Contacts from Zoho CRM
There are three different methods to get the contact data out of Zoho CRM instance. Let’s take a closer look at each of them.
Method 1. Navigate to Zoho Contact module, click the menu icon () and select Export option. In the next window, select the desired branch, category and .CSV format for the exported file. Then, click “Export Contacts“ button and the file with the contact data will be downloaded to your computer.
Method 2. You can also extract contact information by navigating to Setup > Data Administration section > Export. On the next page, choose the Contact module from the Select Export Module list, click Export and save .CSV file with exported contacts. Note that this method allows to export only 3000 records at once.
Method 3. To get a file with all the records available in the CRM, the administrator should use Data Backup feature. Go to Setup > Data Administration section > Data Backup. Choose Download Immediately option, click Download and wait till the data backup file is ready. Once the process is finished, the administrator will be able to download .zip file with CRM Data.
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Importing data into EspoCRM
As soon as you have the export file with customer data, you can start importing it into your EspoCRM instance. The system allows you to import information in CSV file format.
In order to migrate data, at first navigate to Administration and click Import in Data section. The import process happens in three steps. Let’s dive in and take a closer look at each step.
The first thing to do here is to determine the type of records that are going to be imported. In this case, select Contacts from the Entity Type list. Then, click Choose File and upload the CSV file you’ve exported from your previous CRM system. The next stage is to decide what should be done with the imported records. In What to do? section, there are 3 options “Create Only”, “Create & Update”, “Update Only” that allow both to create new records and update the information in the existing ones if you used CRM systems simultaneously.
Once you’ve finished with the previous configurations, you can proceed to define the import properties. Select the correct field delimiter, text qualifier, and format for person name, date, time, timezone and currency. If you’re importing a large amount of data, it’s better to tick off Execute in idle. You can also Skip searching for duplicates to make the execution of import faster if you’re sure that there’re no duplicated contacts. The Silent mode option allows to skip most of after-save scripts and workflows, which also increases the speed of import. In the Preview panel, you will be able to see how the data will be parsed. When you change properties, the preview is updated. If everything is correct, click Next and proceed to Step 2.
Field Mapping panel shows how fields correspond to columns of the CSV file. You can skip importing not needed columns here by choosing the Skip option from the list. If you chose not only to create but also to update records, you will need to tick off fields by which the system will match the records that should be updated. In the Default Values section, you can add fields to the imported records, which is useful, for example, if you want to assign them to a particular user or team. Once everything is configured here, click Run Import and proceed to Step 3.
At this point, you can see the list of imported, updated and duplicated records. Now you can check if the imported data is correct and Remove Import Log to prevent an accidental reverting of the import. If there are some issues with fields in the imported records, you can Revert import and try again.