Migrate from TOTUS Marketing to Freshsales

TOTUS Marketing Contact records map to either Freshsales Lead or Freshsales Contact based on a lifecycle stage or status property we discover during API exploration. We design the split rule during scoping by reviewing the TOTUS Contact schema and mapping the customer's stage values to Freshsales Lead Status or to a Contact lifecycle stage. The original TOTUS lifecycle property is preserved in a custom field on both the Lead and Contact for audit and reporting continuity. Freshsales requires that Leads be converted to Contacts with an Account before they become full CRM records, so the split decision is made before any records insert.

TOTUS Company records map directly to Freshsales Account. The Company name becomes the Account name, and any domain or website property maps to the Account website field. Account is created before Contact import so that the AccountID lookup relationship is satisfied at the moment of Contact insert. We use the TOTUS Company identifier as the dedupe key during import to prevent duplicate Account creation.

TOTUS Deal records map to Freshsales Deal. The TOTUS deal stage and pipeline assignment map to Freshsales Deal stage and pipeline. We resolve the owner assignment from TOTUS to a Freshsales User by email match before Deal insert. TOTUS Deal custom fields map to Freshsales Deal custom fields, which we provision via the Freshsales custom fields API before migration begins.

TOTUS pipelines map to Freshsales Deal pipelines. Freshsales Growth supports a single pipeline; Pro and Enterprise support multiple pipelines. We configure Freshsales pipelines during the schema provisioning phase, mapping TOTUS pipeline names and stage values to Freshsales pipeline and stage configuration. Each Freshsales pipeline gets its own stage values and probability mapping based on the TOTUS source.

TOTUS Product records map to Freshsales Product. Product name, code, and pricing fields migrate directly. If TOTUS tracks product variants or pricing tiers, we flatten them to Freshsales Product records with the appropriate pricing information.

TOTUS custom fields discovered during API exploration are provisioned in Freshsales as custom fields on the corresponding object (Contact, Account, Deal). Freshsales Growth supports basic custom fields; Pro and Enterprise support advanced custom fields with additional field types. We create the destination custom fields via the Freshsales API before any data import begins, matching field types (text, number, date, dropdown) from the TOTUS schema to Freshsales field types.

TOTUS Owner records map to Freshsales User by email address. We extract every distinct owner referenced on TOTUS Contacts, Companies, Deals, and engagement records and match by email against the Freshsales User table. Owners without a matching Freshsales User go to a reconciliation queue for the customer's admin to provision before record import resumes.

TOTUS call engagements map to Freshsales Task with the TaskSubtype set to Call. Call duration, disposition, and any notes from the TOTUS engagement migrate to Freshsales Task custom fields. Activity date and owner assignment are preserved from the TOTUS source record.

TOTUS email engagements map to Freshsales Email records linked to the parent Contact or Lead. The email body, subject, timestamp, and recipient information migrate to Freshsales. We resolve the parent Contact or Lead reference using the TOTUS engagement's linked contact identifier.

TOTUS meeting engagements map to Freshsales Meeting records. Start time, end time, location, and attendee information migrate directly. Meeting attendees are linked to Freshsales Contacts or Leads by email match.

TOTUS note engagements map to Freshsales Note records linked to the parent Contact, Lead, Account, or Deal. Note content and timestamp migrate directly. We resolve the parent record reference from TOTUS using the linked record identifier from the source engagement.

TOTUS task engagements map to Freshsales Task with Status, Priority, and ActivityDate preserved. Task assignment migrates by resolving the TOTUS owner identifier to a Freshsales User via the email-based User mapping.