Migrate from OptifiNow to Pipedrive

OptifiNow Contacts map to Pipedrive People records with standard fields (name, email, phone, address) migrated directly. Custom contact-level fields discovered during the pre-migration tenant walkthrough are created as Pipedrive custom fields of the equivalent type (text, number, date, dropdown) before import. Contact activity history (calls, emails, meetings, tasks linked to the contact) migrates via Pipedrive API subject to the inactive user export constraint: engagement records owned by inactive users in OptifiNow are not retrievable through Pipedrive API, so we flag the estimated volume of orphaned activity during scoping.

OptifiNow Account records map to Pipedrive Organization. The account name becomes the organization name and is used as the deduplication key during import. Multi-contact accounts are imported as a single Organization record with all linked Contacts associated via the People-Organization relationship. Any OptifiNow account hierarchy (parent-subsidiary structures) is mapped to Pipedrive organization hierarchy via the related_id field on Organization.

OptifiNow Opportunities map to Pipedrive Deals with deal value, probability, expected close date, and pipeline stage migrated directly. The OptifiNow pipeline stage name is mapped to the corresponding Pipedrive pipeline stage during field mapping. OptifiNow's configurable multi-stage pipeline maps to a single Pipedrive pipeline with stages representing the customer's defined sales process; if the customer uses multiple OptifiNow pipelines for different business lines, we configure multiple Pipedrive pipelines accordingly.

OptifiNow's tenant-specific pipeline configurations are documented during discovery and reproduced as Pipedrive pipelines with custom stage names, probabilities, and stage-ordering. Pipedrive allows stage probabilities to be set per stage; we match these to OptifiNow's probability values where available. Closed-Won and Closed-Lost stages migrate with the original OptifiNow close reason preserved as a custom deal field.

OptifiNow's Lead Management module records map to Pipedrive Leads. Any OptifiNow custom lead status fields and routing rules discovered during schema mapping are created as Pipedrive custom fields and lead status options before import. Pipedrive's Lead object shares field types with Deals; custom fields created for leads are also available for deals. Lead assignment rules from OptifiNow are documented for manual reconfiguration in Pipedrive.

OptifiNow call logs migrate to Pipedrive Activity records with type set to Call. Call disposition, duration, and any OptifiNow VOIP integration metadata are stored in custom fields on the activity. Call recordings are not exported from OptifiNow via Pipedrive API; we flag this gap and document the recording location in OptifiNow for customer retention separately.

OptifiNow email engagement logs migrate to Pipedrive Activity records with type set as email. The email body and subject line are stored in the activity's note field. Emails must be shared in Pipedrive to be exported per API restrictions, and we confirm the OptifiNow email record sharing status before migration. Any email attachments are migrated as separate file references with a note linking to the parent activity.

OptifiNow meeting records migrate to Pipedrive Activity records with type set to Meeting. Start time, end time, location, and attendee list are stored in the corresponding activity fields. Attendee association in Pipedrive uses the Person and Organization linkage on the activity record.

OptifiNow task records migrate to Pipedrive Activity with type set as Task, preserving due date, assignee, status, and body text. OptifiNow social collaboration notes and general notes map to Pipedrive Notes attached to the related Person, Organization, or Deal. Notes with attachments are migrated with the attachment reference preserved.

OptifiNow custom objects discovered during the pre-migration schema walkthrough are provisioned as Pipedrive custom object types before data migration begins. We pre-create all custom fields with matching types (text, number, date, dropdown, multiselect), establish any lookup relationships between custom objects and standard objects (Person, Organization, Deal), and import the custom object records after parent records (People, Organizations, Deals) are in place. Custom object naming and field labels are preserved as documented during discovery.

OptifiNow user records (including role assignments and territory configurations) map to Pipedrive Users. We match by email address for user reconciliation. Any OptifiNow owner references on Contact, Account, Opportunity, and Activity records are resolved against the Pipedrive user table at migration time. Users not yet provisioned in Pipedrive are held in a reconciliation queue for the customer to provision before record import resumes.

OptifiNow email sequences, triggers, and delays cannot be extracted as runnable automation packages. We document every active OptifiNow sequence during discovery with its trigger conditions, step cadence, delay values, and CRM action outputs. This sequence map is delivered as a written handoff document for the customer's Pipedrive admin to rebuild using Pipedrive's Automation rules (available from the Advanced plan) or an approved third-party sales engagement tool such as Salesloft or Outreach.