Migrate from ELMA365 to Freshsales

ELMA365 Contact records map directly to Freshsales Contact. Email address serves as the dedupe key during import. We preserve UTF-8 encoding throughout the pipeline so that Cyrillic names and field values render correctly in Freshsales. Any role or department assignment from ELMA365 maps to a custom Contact field for organizational context.

ELMA365 user directory records (users, roles, department assignments) map to Freshsales User records matched by email address. Role semantics differ between platforms — ELMA365's BPM role model maps to Freshsales' team-based permission structure during scoping. Users without a matching Freshsales User go to a reconciliation queue for the customer's admin to provision before record import resumes.

ELMA365 Projects map to Freshsales Deal records because Freshsales does not have a native project management object. We preserve project hierarchy by mapping parent-project tasks to custom fields on the Deal (for example, project_phase__c and project_milestone__c). Task assignments and due dates migrate as custom Deal fields or as linked Freshsales Tasks.

ELMA365 Tasks map to Freshsales Task records with Status, Priority, and due date preserved. Task assignment migrates by resolving ELMA365 user references to Freshsales User via the User mapping. Tasks attached to ELMA365 Projects carry a reference to the parent Deal so that task context is preserved after migration.

ELMA365 process instances carry state data from BPM workflows. Running or historical instances map to Freshsales Deals if they represent sales-related processes, or to Freshsales custom objects if they represent non-sales operational processes. We evaluate the instance schema during discovery and apply the split based on the customer's use case. Archived instances may require separate handling depending on the destination's data retention settings.

Custom Applications built with ELMA365's low-code designer store data in custom-defined tables with no standardized export format. We reverse-engineer each Application schema from ELMA365's configuration export, then pre-create the equivalent Freshsales custom object with matching field types, picklists, and lookup relationships before data import. This is the most complex object to migrate and requires the longest discovery window.

Documents attached to ELMA365 tasks, projects, or process instances are downloaded from the file store and re-uploaded to Freshsales as Notes with attachments or as Files on the parent record (Contact, Account, Deal). We preserve folder hierarchy where ELMA365 exposes it, and file names retain their original UTF-8 encoding.

ELMA365 BPM workflow definitions store as JSON/configuration and cannot be exported and re-imported into Freshsales. We export the process definition and document every step name, transition, assignee, and condition as a written specification for the customer's admin to rebuild in Freshsales Workflows. This is a scope conversation, not a technical limitation we can work around.

ELMA365 RPA configurations (robot definitions, attended and unattended modes) are proprietary to ELMA365's RPA engine and do not transfer to other platforms. We flag every RPA artifact during discovery and present three options: rebuild in Freshsales using Freshworks integrations, retain ELMA365 for automation-only use, or accept manual process re-entry.