Migrate from Ortto to Zoho CRM

Ortto People with lifecycle_stage values indicating pre-qualified prospects (subscriber, lead, marketing qualified lead) map to Zoho Lead. People with lifecycle_stage values indicating qualified or active (sales qualified lead, customer, evangelist) map to Zoho Contact tied to a Zoho Account. We preserve Ortto's lifecycle_stage in a custom field ortto_lifecycle__c on both Lead and Contact for audit. Ortto People without an Account link migrate as standalone Leads; those with an Account link migrate as Contacts with Account lookup resolved.

Ortto Account records (formerly Organizations) map directly to Zoho CRM Account. The Account API endpoint is separate from the Person endpoint in Ortto; we import Accounts first to satisfy the parent lookup before Contacts are inserted. Ortto supports up to 25 custom fields per Account; we create matching custom fields in Zoho during the schema phase.

Ortto People support up to 100 custom fields. We export field definitions (name, type, options) and create corresponding custom fields in Zoho before migrating values. Aggregate field types are not supported via Ortto's API and must be recreated manually in Zoho post-migration. We scan for aggregate types during discovery and flag them explicitly. Multi-value options (checkboxes, multi-select) map to Zoho Multi-Select Picklist fields.

Tags are first-class objects in Ortto's API. Zoho CRM supports a Tags module with a 10-tag maximum per record and a 25-character limit per tag. We migrate all tags within these constraints, truncating tags that exceed 25 characters and noting which records had more than 10 tags for the customer to handle manually or consolidate. Alternatively, if the customer prefers a single consolidated field, we map tags to a Multi-Select Picklist on the Contact or Lead module.

Ortto Activities (behavioral events: email opens, form submissions, custom events) map to Zoho Tasks (for action items) and Events (for calendar-bound activities). The Activity API returns up to 100 activities per feed view; we paginate through the full activity history. Each Zoho Task or Event is linked to the parent Lead or Contact via the WhatId reference. Activity timestamps are preserved as ActivityDate on the Task or StartDateTime on the Event.

Ortto Audiences (dynamic or static segments of People) cannot migrate as live dynamic segments because Zoho does not support Ortto's segment logic natively. We export audience definitions as static Zoho Leads or Contacts by resolving the membership and creating a corresponding Zoho Custom View or Static List with the same name. The customer recreates dynamic segment logic manually in Zoho using Advanced Filters.

Ortto Campaigns (email, SMS, push) can be exported individually from the UI as CSV. Campaign records migrate as Zoho Campaigns with Campaign Name, Type, Status, and Start/End dates preserved. Campaign content (templates, body copy, subject lines) requires separate export and manual rebuild in Zoho's email templates. Any campaign schedules that ran historically are noted in the migration report.

Ortto capture widgets with up to 50 fields export field mappings and widget configurations from the UI. Visual styling and layout do not transfer because these are UI-layer configurations not accessible via API. We deliver a field-level map of each form so the customer's admin can rebuild the form in Zoho Web Forms or a third-party form tool of choice.

Ortto's custom role creation is plan-dependent. We export user role assignments and permission sets where available and map them to Zoho Profiles (which control field-level access) and the Role Hierarchy. Zoho's role hierarchy is a tree structure controlling record ownership and visibility; we map Ortto roles to the closest equivalent Zoho role during migration.

Ortto Owners (sales reps, marketing users) map to Zoho Users by email match. We extract every distinct Owner referenced on People, Accounts, and Activities and match against Zoho's User table. Any Owner without a matching Zoho User is held in a reconciliation queue; the customer's Zoho admin provisions missing Users before record import resumes.