Migrate from Vaulta to Pipedrive

Vaulta accounts map directly to Pipedrive Organizations. Pipedrive Organizations support custom fields, industry classification, address data, and parent-company hierarchies. If Vaulta stores a parent account relationship, we map it to the Parent Organization field in Pipedrive. Multiple Vaulta accounts linked to the same domain may need de-duplication during the mapping phase.

Vaulta contacts migrate as Pipedrive Persons. Each Person record links to an Organization via the Org ID field. Pipedrive Persons support name fields, email addresses (multiple), phone numbers (multiple), job title, and a rich notes field. Unassigned contacts (no primary account) land in Pipedrive as Persons without an organization link.

Vaulta deals migrate as Pipedrive Deals. Each deal links to a Person (primary contact) and optionally an Organization. Pipedrive Deals have a status field (open, won, lost, deleted), a monetary value field, and a close date. Pipeline and stage assignment happens via Pipedrive's pipeline ID and stage ID fields which we resolve before loading.

Vaulta pipelines map to Pipedrive Pipelines. Pipedrive allows multiple pipelines, each with its own set of stages and stage probabilities. Each Vaulta pipeline becomes one Pipedrive Pipeline. We extract stage names and probability values from Vaulta and recreate them as Pipedrive stages within the target pipeline. Stage order is preserved.

Vaulta stage names map value-by-value to Pipedrive stage names within the target pipeline. Probability percentages from Vaulta stages are stored as Pipedrive stage probabilities. Stage names that differ between Vaulta and Pipedrive are transformed according to the mapping table delivered in the migration plan before the load phase runs.

Vaulta call logs migrate as Pipedrive Activities of type 'Call'. Pipedrive records call duration, outcome (done, scheduled), and the associated Person or Deal. We preserve the Vaulta call timestamp, outcome note, and owner assignment. Calls without a linked contact are imported with the deal association only.

Vaulta email records migrate as Pipedrive Activities of type 'Email'. Pipedrive's email tracking must be configured separately (IMAP/SMTP) post-migration. Historical emails are stored as activity entries with subject, body text, and timestamp. Email association links to the Person and/or Deal record that was active at the time.

Vaulta meeting records migrate as Pipedrive Activities of type 'Meeting'. Pipedrive meetings store the title, start time, end time, location, and linked Person or Deal. Owner assignment matches the Vaulta meeting creator to a Pipedrive user by email. Attendee lists are stored as notes on the activity record since Pipedrive does not natively support attendee tracking on Activities.

Vaulta tasks migrate as Pipedrive Activities of type 'Task'. Pipedrive task fields include subject, due date, status (open, completed), and assignee. Completed flag maps from Vaulta's completed status. Unassigned tasks are linked to the deal or person where they were originally recorded.

Vaulta custom fields on any object require Pipedrive custom fields to be created first via the Pipedrive API (POST /personFields, /organizationFields, /dealFields). Pipedrive assigns a 40-character hash key to each custom field which we then use in subsequent API calls. Field type matching (text, integer, double, date, enum, multi-checkbox) is done during the pre-migration audit. Enum-type custom fields need value mapping if Vaulta uses different option labels than Pipedrive.

Vaulta users map to Pipedrive users by email address. We resolve each Vaulta owner ID to a Pipedrive user record. If a Vaulta owner has no matching Pipedrive user, their records are assigned to a fallback user (configurable) and the unmapped owner list is delivered in the migration report for the customer to resolve.

Vaulta file attachments linked to accounts, contacts, or deals are downloaded and re-uploaded to Pipedrive's file storage. Each file is linked to the relevant Person, Organization, or Deal record. File size limits in Pipedrive (25MB per file on most plans) apply; files exceeding the limit are flagged in the migration report.

Vaulta workflows and automation rules do not migrate. Pipedrive's Automation engine uses a different trigger-and-action model with condition steps and filter branches that are not directly translatable from Vaulta rules. We export Vaulta workflow definitions as a structured JSON document that the customer's Pipedrive admin can use as a reference when rebuilding automations in Pipedrive.