Migrate from Smart CRM Online to Zoho CRM

Smart CRM Online Companies export as flat records with name, address, and identifier fields. We import Accounts first in the dependency order so that the AccountId lookup is satisfied before Contact and Deal records insert. The Company identifier from Smart CRM Online is preserved in a custom field src_company_id__c for reconciliation. Any duplicate Account names are flagged during the delta audit before final insert.

Smart CRM Online Contacts export with name, email, phone, and a Company ID reference. We resolve that Company ID to the destination AccountId by querying the Accounts created in the prior phase by src_company_id__c match. Email address is used as the dedupe key during import to prevent duplicate Contact records. Unresolved Company references ( orphan Contacts ) are placed in a reconciliation queue for the customer to resolve before the migration completes.

Smart CRM Online exports Tags as a comma-separated field on the Contact record. We split that string and map each tag to a Zoho CRM Tag by name, creating the tag in Zoho if it does not exist at migration time. Tags used for lead classification or segmentation are preserved as Zoho Tags; the customer may choose to migrate classification tags to a custom picklist field instead during scoping.

Smart CRM Online Notes export as separate rows or as appended text on the Contact record. We parse Note content and insert it as a Zoho CRM Note attached to the parent Contact via the Notes module. Note timestamps are preserved in the Zoho Note created_time field for activity ordering.

Smart CRM Online Deals export with stage, value, owner, close date, and a Company or Contact reference. We reconstruct the Account link by matching the Company ID to the destination AccountId using the src_company_id__c custom field. The Deal owner resolves by email match to the Zoho User table, with unresolved owners placed in a reconciliation queue. Pipeline stage names from Smart CRM Online map to Zoho Stage values that we configure before migration.

Smart CRM Online pipeline stages are configurable and export with the Deal record. We capture the full stage order and probability values from the source export and configure Zoho CRM Stages with corresponding names and probabilities. If the customer has custom stage names (e.g., Proposal Sent, Negotiation ), we create matching Zoho stages rather than forcing a rename at migration time.

Smart CRM Online activity logs (calls, emails, meetings) associate with Contact or Deal records. We reconstruct the parent link by matching the contact identifier or deal identifier from the activity export to the destination Contact or Deal record. Call duration and disposition from Smart CRM Online migrate to Zoho Activity custom fields if configured; otherwise they are stored in the Activity description field. Activity timestamps are preserved for timeline ordering.

Smart CRM Online supports custom fields per object but publishes no schema. We request a full data export during discovery, compare field names against the standard object schema, and flag every non-standard field as a custom property. Each identified custom field is created in Zoho CRM with the matching field type (text, number, date, picklist) before the migration import run. Picklist values in the Smart CRM Online export are validated against Zoho's picklist constraints and rejected with a mapping correction request if they exceed Zoho's allowed value count per field.

Smart CRM Online owner references in Deals, Contacts, and Activities resolve by email match to Zoho CRM User records. The customer's Zoho admin provisions the destination users before migration begins; we validate that every owner email in the source export has a corresponding active Zoho User. Owners without a match are held in a reconciliation queue.

If Smart CRM Online exports line-item data as columns within the Deal record (e.g., product_name, quantity, unit_price as separate fields), we split those into Zoho CRM Products, Price Books, and Potentials with Line Items. We create the Product2 record first, add it to the Standard Price Book, then create the Potential and attach the Opportunity Product record. If no line-item data is present in the export, Deals migrate as single-product Potentials with the total Deal value in the Amount field.