Migrate from OptifiNow to Freshsales

OptifiNow Contact records (name, email, phone, address, activity history, social collaboration data, tag associations) map directly to Freshsales Contact. Custom fields on Contact migrate as Freshsales custom fields of equivalent type. The email address is used as the dedupe key during import. Activity history (calls, emails, meetings, tasks) migrates as separate Activity records linked to the Contact via the Freshsales contact_id.

OptifiNow Account/Company records store company-level data linked to multiple contacts and opportunities. We migrate the account hierarchy and associated contacts together to preserve relationships. OptifiNow account records without contacts map as standalone Freshsales Accounts. The account name is used as the dedupe key; any duplicate accounts detected at import time are merged or flagged for admin review.

OptifiNow Opportunity records track deals through configurable pipeline stages with value, probability, and expected close dates. They map to Freshsales Deal records with the deal value, stage name, probability, and expected close date preserved. The OptifiNow pipeline stage name maps to the Freshsales pipeline stage name; we configure the Freshsales Deal pipeline before migration to match the source stage names to avoid silent stage reassignment.

OptifiNow's Lead Management module stores leads with custom status fields and routing rules that differ from standard CRM lifecycle stages. These map to Freshsales Lead records with status values mapped to Freshsales standard lead_status values or custom status values we configure during migration scoping. Lead assignment rules from OptifiNow are documented as a written note for the customer to reconfigure in Freshsales Lead assignment settings post-migration.

OptifiNow exposes custom objects via API but the schema is not publicly documented. The pre-migration discovery phase enumerates all custom object types and their field definitions for the specific tenant. We pre-create equivalent custom objects in Freshsales (in the Pro or Enterprise tier depending on object count), including all custom fields, field types, and lookup relationships, before importing any data. Custom object migration runs after all standard objects to ensure parent-record lookups are satisfied.

OptifiNow call logs from VOIP integrations and activity logs migrate to Freshsales Task records with the task type set to Call. Call disposition, duration, and recording URL transfer to custom Task fields where supported. Activity timestamp is preserved as the Task date to maintain chronological ordering on the contact and account timeline.

OptifiNow email engagements migrate to Freshsales Task records representing the email activity on the timeline, with the email body stored as a Note attached to the Task. Email subject, from, to, and timestamp map to Task fields. Attachments associated with emails migrate as separate Note attachments linked to the parent record.

OptifiNow meeting records (scheduled calls, in-person meetings) migrate to Freshsales Event records with start time, end time, location, and attendee information preserved. Attendee mapping links to Contact or Account records in Freshsales where a matching record exists. Meetings without matching contacts are stored as standalone Events with the attendee information preserved in the Event description field.

OptifiNow User records include role assignments and territory assignments that affect pipeline routing. We map owner IDs to Freshsales User accounts by email match. Any OptifiNow Owner without a matching Freshsales User is held in a reconciliation queue for the customer's admin to provision before record import resumes. Territory assignments are documented as a written handoff for the admin to reconfigure in Freshsales territory settings post-migration.