Migrate from Kinabase to Zoho CRM

Each Kinabase Collection becomes either a Zoho CRM standard module (Contacts, Accounts, Deals, Tasks) or a Zoho custom module with a _C suffix in the filename for auto-recognition during migration. We pre-create the destination module schema, including all custom fields, before any data import. Collection-level metadata (description, stage names, permission settings) is captured in the migration inventory but requires manual configuration in Zoho because module-level descriptions and permission defaults are not part of the Zoho import API.

Individual Records within a Kinabase Collection map directly to Zoho CRM module records. We map each Record to the corresponding destination module using the field mapping defined during schema design. Null values, empty strings, and multi-select dropdowns are handled per Zoho's import format requirements. Records with no required Zoho field (e.g., a Contact without Last Name) are held in a reconciliation queue with a field-level gap report.

Kinabase text fields map to Zoho CRM Single Line or Multi Line text fields based on expected character count. We infer the type from the field name and a sample value at export time. Multi-line text (addresses, descriptions) migrates as Multi Line in Zoho.

Kinabase number fields map to Zoho Number fields. If the source field name or sample data indicates a currency value (e.g., contains $, GBP, EUR, or a field name containing 'price', 'amount', 'cost'), we map to Zoho Currency fields with the appropriate precision setting. Decimal precision is preserved from Kinabase field metadata.

Kinabase date fields map to Zoho Date fields, and datetime fields map to Zoho DateTime. We normalise the date format during the transform phase to match Zoho's expected ISO 8601 format (YYYY-MM-DD for Date, YYYY-MM-DD HH:MM:SS for DateTime). Timezone handling is documented in the migration spec and agreed with the customer before production load.

Kinabase dropdown fields map to Zoho CRM Picklist fields. The picklist options are extracted from Kinabase field metadata or a distinct-value analysis of the exported records. We create the picklist in Zoho before migration, then load records. If the Kinabase field is multi-select, we map to Zoho Multi-Select Picklist.

Kinabase Computed Fields derive their value from a formula evaluated at display time. Zoho CRM has formula fields but they are configured in the destination, not imported as formulas. We evaluate each Computed Field formula at migration time using the source record's values, write the resulting number or text as a static field, and flag the formula as not transferred. The customer documents Computed Field logic during scoping so that equivalent Zoho formula fields can be configured post-migration.

A Kinabase linked collection field (e.g., a 'Client' field in 'Projects' pointing to a 'Clients' Collection record) is a cross-collection reference. We export linked records in dependency order — parent Collections first — then map the reference as a Zoho Lookup field or denormalised text field of the target record ID depending on what the target module schema supports. If Zoho does not have an equivalent module for the referenced Collection, we denormalise the referenced record's name or primary identifier into a text field and flag the relationship for manual rebuild.

Kinabase Activity records (calls, emails, meetings, tasks) attached to Records map to Zoho CRM Task and Event objects. Calls and tasks map to Task with the appropriate TaskSubtype; meetings map to Event with StartDateTime and EndDateTime preserved; email content maps to Zoho Notes or Task Description depending on volume. We preserve the owner, linked record reference, timestamp, and disposition where the Zoho schema supports the field. Activity history order is maintained by setting ActivityDate to the original Kinabase timestamp.

Kinabase stage values (Draft, Approved, In Progress, Closed, etc.) within a Collection are stored as categorical field values. We preserve these as picklist values in the corresponding Zoho module. The visual stage progress indicator in Kinabase does not transfer; we document the stage list in the migration inventory for the customer to rebuild as Zoho Blueprint stages or a picklist with pipeline-specific record types.

Kinabase workflows define stage progression, trigger-based automations, approval gates, and role-based permissions. These are not migratable as code to Zoho. We capture the workflow definition — triggers, conditions, actions, stage progression map, and role assignments — as a structured JSON document and deliver it alongside the migration. The customer's Zoho admin uses this document to rebuild equivalents in Zoho Blueprint (for visual process flows) and Workflow Rules (for field-update and email-alert automations). We do not configure Zoho automations inside the migration scope.

Documents attached to Kinabase Records are exported by filename and reference URL where the export includes attachment metadata. We map file associations to the Zoho CRM record's attachment list. Actual file content transfer depends on whether the files are accessible via a URL in Kinabase's export or stored in an attached cloud storage location. If files are not URL-accessible, we document the attachment list for manual re-upload in Zoho.