Migrate from AllClients to Freshsales

Discovery and export sequencing

We audit the AllClients account for contact volume, custom field definitions (via UpdateCustomFields API), tag sets, note volume, task records, group memberships, and email templates. We then run the two AllClients exports in sequence: first the Contact CSV, then the Notes.csv export. We verify record counts match between exports and flag any contacts that appear in the Notes export but are absent from the Contact export (indicating a possible tier-limit truncation or email change). The discovery output is a written scope document with the confirmed record counts, custom field inventory, and tag list.

Freshsales custom field pre-creation

Before any CSV import, we pre-create every AllClients custom field in Freshsales Admin Settings under the Contacts module. Each field is typed to match its AllClients counterpart (text, number, date, dropdown, checkbox). This step is mandatory because Freshsales rejects import rows that reference custom fields not yet defined. We create the fields in a staging Freshsales environment first, validate the schema, then replicate in the production Freshsales account.

Notes join and contact data preparation

We join the Notes.csv to the Contact.csv using the contact email as the join key. Each note record is tagged with the corresponding Freshsales Contact ID (or email for pre-import lookup). Notes that cannot be joined due to email mismatches are placed in a manual-review queue. The joined dataset is then transformed to match Freshsales column headers and custom field API names. Tags are parsed from their comma-separated source format and prepared as Freshsales Tag records.

Owner and user reconciliation

We extract every distinct AllClients owner referenced on Contact and Task records and match by email against the Freshsales User table in the destination account. Owners without a matching Freshsales User are held in a reconciliation queue. The customer's Freshsales admin provisions any missing Users (active or inactive based on whether the original AllClients owner is still active). Migration cannot proceed to contact import until the Owner mapping is fully resolved because OwnerId is required on standard Freshsales object inserts.

Contact and note import with validation

We import Contacts via Freshsales native import API with email as the dedupe key. Each record is validated against the pre-created custom field schema. After the contact import, we run the note import, linking each note to its parent Contact via the contact email lookup. The import emits a row-count reconciliation report and an error log for any rejected rows. We resolve rejected rows by correcting the source data or the mapping and re-running the import phase.

Tag application and task import

We apply Freshsales Tags to the migrated Contacts using the parsed tag list. Tags not yet existing in Freshsales are created during this step. Task records are imported in the final phase, linked to their parent Contact by email lookup and assigned to the resolved Owner. Each phase emits a reconciliation report before the next begins.

Cutover, validation, and handoff

We freeze AllClients writes during the cutover window and run a final delta migration of any records modified during the migration. We then enable Freshsales as the system of record. We deliver a written Workflow inventory documenting every migrated AllClients workflow with its trigger, conditions, actions, and recommended Freshsales Workflow equivalent. We support a one-week post-migration window for reconciliation issues raised by the customer's team. We do not rebuild AllClients Workflows as Freshsales Workflows inside the migration scope; that is a separate engagement or an internal admin task.