Migrate from TOTUS Marketing to Zoho CRM

TOTUS Contacts map to Zoho CRM Leads if the contact is an unqualified prospect, or to Contacts if the contact is associated with an account in TOTUS. Because TOTUS schema is not publicly documented, we discover the contact record structure via direct API exploration during discovery. Any status, stage, or lifecycle property on the TOTUS Contact record determines the split rule. We preserve the original TOTUS contact identifier in a custom Zoho field for audit trail.

TOTUS Company records map to Zoho CRM Accounts. Company name becomes Account Name, domain or website maps to the Website field, and industry maps to Industry if present. We use Company name as the dedupe key during Zoho import. If TOTUS stores a parent-company or hierarchy relationship, we create it as a Zoho Account hierarchy via the Parent Account lookup field.

TOTUS Deals map to Zoho CRM Deals. The TOTUS deal name, amount, close date, and pipeline stage all map to the equivalent Zoho field. Stage names from TOTUS require a configuration step: we create Zoho CRM stage values that match the customer's existing pipeline stages before migration so that reporting continuity is preserved.

TOTUS pipeline definitions map to Zoho CRM Pipelines. We create the Zoho pipeline structure (stages, probability percentages, stage order) to match the customer's TOTUS pipeline configuration discovered during scoping. Probability percentages round to the nearest integer per Zoho field constraints.

Any TOTUS custom record types discovered during API exploration map to Zoho CRM Custom Modules. We pre-create the destination module in Zoho (including field names, field types, and lookup relationships) before importing any records. Custom module naming in Zoho uses the customer's chosen label; the API name auto-generates with a numeric suffix. This phase is scope-dependent and is the most variable element of a TOTUS migration.

TOTUS email engagement records (sender, recipient, subject, body, timestamp) map to Zoho CRM Tasks with Subtype set to Email. The email content migrates as the Task description, and the original TOTUS timestamp becomes the Activity Date so the timeline ordering is preserved. Attachments migrate as Zoho CRM attachments linked to the parent record.

TOTUS call engagement records map to Zoho CRM Tasks with Subtype = Call. Call duration, disposition, and any notes migrate to the corresponding Zoho Task fields. The original TOTUS timestamp preserves the activity order on the Contact or Deal timeline.

TOTUS meeting records map to Zoho CRM Events. Start time, end time, location, and attendee list migrate to the Event record. If TOTUS stores attendee email addresses, we create Zoho Event attendee records linked to the corresponding Zoho Contact or Lead.

TOTUS note records (created as standalone engagement entries) map to Zoho CRM Notes. The note body migrates as plain text, and the note is linked to the parent Contact, Account, or Deal via Zoho's module linkage.

TOTUS Owner or user records map to Zoho CRM Users by email address. We extract every distinct owner referenced on TOTUS records and match against the Zoho destination User list. Any owner without a matching Zoho User enters a reconciliation queue for the customer's admin to provision before record migration proceeds.

Any TOTUS custom fields discovered on standard objects (Contact, Company, Deal) map to Zoho CRM custom fields on the equivalent module. Field type mapping follows standard conventions: text to single-line, paragraph to multi-line, number to integer or decimal, date to date. We flag any TOTUS field with a type that has no direct Zoho equivalent (e.g., complex array or nested object) for the customer to decide on transformation strategy.

TOTUS tag values (used for contact or deal classification) migrate to Zoho CRM Tags. Tags are a native Zoho feature and map directly. The customer chooses whether tags from TOTUS become Zoho Tags or are mapped to a multi-select picklist field depending on how the customer plans to use them post-migration.