Migrate from Promio to Freshsales

Promio Leads with source attribution and call-tracking metadata map to Freshsales Lead. The Promio lead record includes fields like lead source, campaign attribution, phone number, and any call recording URL references (the URL is stored metadata, not the recording itself). We extract all standard lead fields and map them to Freshsales standard Lead fields. Any Promio custom fields discovered in the CSV header are created as Freshsales custom Lead fields before import.

Promio Customers map to Freshsales Contact. We map the customer name, email, phone, address, and any custom properties to standard and custom Contact fields respectively. Promio's lifecycle segment label (New, Active, At-Risk, Lapsed, Lost) is a custom property in Promio; we map it to a Freshsales custom Contact field called lifecycle_segment__c to preserve the segmentation intelligence. The original Promio customer ID is stored in a custom field promio_customer_id__c for cross-system reference.

Promio Customers associated with a business entity map to Freshsales Account. We use the customer name as the Account Name, extract any company domain or website data from the Promio record, and store the original Promio customer ID in a custom field promio_customer_id__c on the Account. The Contact and Account are linked via the Account Lookup on Contact so that Freshsales Contact timelines display against the correct Account.

Promio Campaigns map to Freshsales Deals. The campaign name becomes the Deal name, campaign budget data maps to the Deal Amount field, and the campaign start and end dates map to Freshsales Deal date fields. Promio's bundled advertising channels (Google Ads, Bing Ads, Display) are documented in a custom field campaign_channels__c on the Deal since Freshsales does not have a native multi-channel advertising concept. If the customer requires pipeline stage tracking for campaigns, we configure a Freshsales Deal pipeline with stages mapped to campaign lifecycle states.

Promio custom properties on Leads and Customers are discovered by inspecting the CSV header row from Promio's export. We create matching Freshsales custom fields (Lead custom fields and Contact custom fields) using the Freshsales field editor before migration. Field types are inferred from the Promio data format: numeric Promio values become Freshsales number fields, date values become date fields, and text values become text fields. Any Promio multi-select or segmented custom properties are created as Freshsales dropdown fields with the original values preserved as picklist options.

Promio aggregates review monitoring data (ratings, review site links, reputation scores) into its dashboard. We extract the aggregated score and review site URLs from the Promio export and map them to Freshsales Contact custom fields: reputation_score__c (number), primary_review_site__c (text), and review_link__c (url). This preserves the reputation intelligence without requiring the customer to re-aggregate the data post-migration.

Promio stores call recording audio files on its own infrastructure, which are not exportable. However, Promio's CSV export includes call recording metadata (call duration, call date, disposition, recording URL if the link remains active). We map this metadata to Freshsales Contact custom fields: last_call_date__c, last_call_duration_seconds__c, last_call_disposition__c, and call_recording_url__c. The customer must download any required audio files directly from Promio before the cutover date; we include this as a pre-flight checklist item in the migration scope document.

Promio's campaign and customer records include owner assignments. We extract all distinct owner email addresses referenced in the export files and match them against the Freshsales User table by email. Any owner without a matching Freshsales User is placed in a reconciliation queue for the customer's admin to provision. Migration cannot insert records with an unresolved OwnerId reference; we flag this before the main import phase begins.