Migrate from Ayna to Zoho CRM

Ayna Contact records map directly to Zoho CRM Contact. Name, email, phone, and company association transfer as standard fields. We use the contact email as the dedupe key during Zoho import. Source contact IDs are preserved in a custom field ayan_contact_id__c for audit and cross-reference. Custom properties on Ayna contacts map to Zoho custom fields with type preservation (text, number, date, picklist) confirmed during discovery.

Ayna Company records represent the brands or businesses being protected. They map to Zoho CRM Account. The company name becomes Account Name, and the domain or website becomes the Account Website field. We create the Account record before any Contact import so that the Account-Contact lookup relationship is satisfied at Contact insert time. Source company IDs are preserved in ayan_company_id__c.

Ayna Channels represent social and communication platforms connected to the brand (Twitter, LinkedIn, Facebook, Instagram, etc.). They map to Zoho CRM Task records with Subject set to the channel name and Task Type set to the appropriate Zoho-supported type. We flag active versus archived channels during discovery and set the Task Status accordingly (Open for active, Completed for archived) to prevent duplicate import of inactive channels. Channel platform details (handle, URL, connection status) migrate as Task description text.

Ayna Social Accounts with authentication tokens and monitoring configuration require re-authentication in Zoho CRM's Social Media integration module. We document the current social account connections during discovery, capturing handle, platform, and access scope. During migration, we create placeholder records in Zoho and flag which accounts require re-linkage post-migration in the Zoho Social Media module settings.

Ayna Website Domain records tied to website synchronization and brand protection map to a custom field on the related Zoho CRM Account. We create a custom field (Domain_Protected__c) during schema setup and populate it with the domain URL and ownership metadata extracted from Ayna. If multiple domains exist per Company, we use a multi-line text field or create multiple custom records in a Brand_Protection_Domain__c custom object.

Ayna custom fields on Contacts and Companies use brand-specific naming conventions that do not map to standard Zoho CRM fields. We extract the Ayna field schema during discovery, map each custom field to a Zoho custom field with the matching data type, and handle type conversion (Ayna date formats to Zoho date fields, numeric strings to Zoho numeric fields). We preserve the original Ayna field name in the custom field description for admin reference.

Ayna User records with email, name, and role assignment map to Zoho CRM User records. We resolve users by email match. Any Ayna User without a matching Zoho User goes to a reconciliation queue for the customer admin to provision before record import resumes. Active versus inactive status in Ayna maps to Zoho user active status, and role assignments map to Zoho profiles and roles if the customer has configured role hierarchies.

Ayna attachments to brand protection records may include screenshots, legal documents, or brand assets. We export file references and attempt direct attachment migration where the Zoho API supports file upload per record. File size limits in Zoho CRM (10 MB per file for most attachments) are enforced during export, and files exceeding this limit are flagged for the customer admin to handle manually post-migration. We document all attachment file paths and intended record associations in the migration manifest.

Ayna brand protection records tracking domain ownership, trademark monitoring, and brand infringement do not have a direct Zoho CRM standard object equivalent. We create a Zoho custom object (Brand_Protection__c) during schema setup with custom fields for trademark_name__c, domain__c, protection_status__c (picklist: Active, Expired, Pending), monitoring_start_date__c, and notes__c. The custom object links to the related Account record via a lookup field. We create the custom object schema in a Zoho Sandbox before production migration for validation.

Any engagement history (calls, emails, meetings, notes) captured in Ayna against Contacts or Companies migrates to Zoho CRM Task and Event records. Call engagements map to Task with TaskSubtype=Call; meeting engagements map to Event with StartDateTime and EndDateTime preserved; notes map to Zoho Notes attached to the parent Contact or Account via ContentDocumentLink. Activity timestamp ordering is preserved by setting the original Ayna timestamp on the Zoho ActivityDate field. We use Zoho's REST API for activity import with rate-limit handling.

If the customer has used Ayna's contact records in a pre-sales context (unqualified prospects before brand protection or account management), these map to Zoho CRM Lead records rather than Contact records. We assess during discovery whether any Ayna Contacts should be imported as Leads based on sales stage, and we apply the mapping rule consistently across the migration scope. Lead records in Zoho link to Account records after conversion.

Ayna tags or labels applied to Contacts, Companies, and Brand Protection records for categorization and segmentation migrate to Zoho CRM multi-select picklist fields. We extract the distinct tag values during discovery, create Zoho picklist values matching those tags, and populate the field during record import. Tags with more than 50 distinct values are flagged for admin review because Zoho picklist fields have practical limits on value count per field.