Migrate from Ortto to Freshsales

Ortto People with lifecycle_stage of subscriber, lead, or marketing qualified lead map to Freshsales Lead. People with lifecycle_stage of sales qualified lead, opportunity, or customer map to Freshsales Contact attached to an Account. We apply the split during migration using Ortto's person.latest_activity_date and lifecycle_stage properties, and preserve the original lifecycle stage value in a custom field ortto_lifecycle_stage__c on both Lead and Contact for audit and reporting continuity.

Ortto Account records (Organizations) map directly to Freshsales Account. The ortto_account_domain property becomes the Account's website field and serves as the dedupe key. Account is created before any Contact or Lead import so that the parent Account lookup is satisfied at the moment of contact insert. Freshsales supports unlimited linked contacts per Account versus Ortto's 3,000-person cap.

Ortto Tags are first-class objects accessible via API with per-person assignments. We export all tag definitions and person-tag associations and recreate them as Freshsales Labels on Contact, Lead, and Account records. Tags that contain hierarchical information (e.g., product_line/tier/region) are split into multi-select label patterns. The tag taxonomy is preserved in full because Freshsales Labels support unlimited label creation.

Ortto Activities (email opens, form submissions, page views, custom events) map to Freshsales Task and Event records. Email-related activities become Tasks with subject, description, and a custom activity_type field; meeting and calendar events become Events. We paginate through Ortto's Activity API (100 per feed view) and batch records into Freshsales-compatible payloads. The Freshsales API hourly limit (1,000 on Growth, 2,000 on Pro, 5,000 on Enterprise) controls our chunk size and retry cadence.

Ortto Campaigns (email, SMS, push) can be exported from the UI as CSV, but campaign content (templates, subject lines, body copy, assets) requires separate file export. We export campaign metadata and map it to Freshsales Campaign records with campaign type, status, and dates preserved. Campaign member associations to People migrate as Campaign Member records tied to the resolved Lead or Contact. Campaign schedules that have already fired are marked as Completed in Freshsales. Any scheduled-but-not-sent campaigns are created as Draft in Freshsales for your team to review.

Ortto Audiences (dynamic and static segments of People) do not have a direct Freshsales equivalent because Freshsales does not maintain a separate segment object. We export audience definitions as rule-logic documents and convert them into Freshsales Filter configurations where the same logic can be expressed using Freshsales filter conditions. Static audiences with a fixed membership list are recreated as Freshsales Filter Views or as a custom List field on Contact. Dynamic audiences require ongoing filter maintenance by your admin post-migration.

Ortto supports up to 100 custom fields per Person. We export field definitions (name, type, options) and recreate corresponding fields in Freshsales on Contact and Lead objects before migrating values. Ortto's aggregate custom field type cannot be created or manipulated via Ortto's API and is flagged during discovery for manual recreation. Field types that do not map directly (e.g., multi-value selects) are converted to Freshsales multi-select picklists or text fields with delimiter-separated values.

Ortto supports up to 25 custom fields per Account (Organization). We map these to Freshsales Account custom fields, applying the same type-conversion logic used for Person custom fields. Fields exceeding Freshsales' string length limits (255 characters for text, 4,000 for long text) are truncated or split into multi-field structures with a migration note flagging the split for your admin.

Ortto custom objects and Freshsales custom objects map directly at the object level if both are in use. We pre-create the destination schema in Freshsales (custom object name, custom fields, lookup relationships) before importing any records. Ortto custom object records that reference People or Accounts are migrated after the parent Contact and Account records are present in Freshsales to satisfy lookup dependencies. Note that Freshsales' custom object API availability varies by plan tier; we confirm destination tier eligibility during discovery.