Migrate from Virtual Case Management to Zoho CRM

VCM clients map directly to Zoho Contacts. The primary mailing address, email, and phone stored on the VCM client profile populate the corresponding Zoho Contact fields. We resolve the owner by matching the assigned caseworker email against Zoho user accounts — unmatched owners are flagged before migration so you can provision access or assign a fallback owner before records land.

VCM clients who represent organizations (e.g., group-home operators, employer partners) map to Zoho Accounts instead of Contacts when the client_type field indicates an entity rather than an individual. We evaluate each VCM client record's type flag during migration to determine the correct Zoho module target.

VCM case instances map to Zoho Cases, preserving the case subject, status, priority, open date, and target resolution date as Zoho Case fields. The VCM case ID is stored as a custom field (VCM_Case_ID__c) for traceability. The linked client is resolved via lookup to the corresponding Zoho Contact after the client migration batch completes.

VCM status values (Open, Pending, In Progress, Resolved, Cancelled) map to Zoho Case Stage pick-list values. If VCM uses custom status labels, we create a matching pick-list in Zoho before migration rather than forcing values into a non-equivalent pick-list. Stage-changed timestamps are preserved as a custom datetime field (Stage_Changed__c) on the Case record.

VCM service records represent a single interaction or service delivery event. Records with a defined start and end time map to Zoho Events; records representing a to-do action map to Tasks. The VCM service_type field populates the Task Subject or Event Title so you can filter by service type across the full activity history in Zoho. Notes attached to the service record become Zoho Notes linked to the parent Case.

Files and documents attached to VCM service records are downloaded, then re-uploaded to the corresponding Zoho Case or Contact as Attachments. Large files exceeding Zoho's 20 MB per-file limit are flagged in the migration plan for manual re-upload or alternative storage (Zoho WorkDrive) with a link stored on the CRM record.

VCM referrals span two entities — the referring organization and the referred client. The referring agency maps to a Zoho Account record; the referred individual maps to a Zoho Contact record linked to that Account. The referral date, referral status, and referring worker are stored as custom fields on the Contact so referral metrics can be reported in Zoho without a separate module.

VCM referral status values (Referred, Accepted, Declined, Completed) are mapped to a custom pick-list field (Referral_Status__c) on the Zoho Contact. If Zoho's standard Case Stage pick-list already contains equivalent values, we reuse it to avoid duplicate pick-lists on the Contact record.

Agencies in VCM's service directory map to Zoho Accounts with the agency name, contact information, service categories, and hours of operation stored in standard and custom fields. Active/inactive agency status maps to a custom pick-list field (Agency_Status__c) since Zoho Accounts do not have a built-in status flag equivalent to VCM's active/inactive toggle.

VCM stores the assigned case worker on each case record. This maps to a custom lookup field (Assigned_Worker__c) on the Zoho Case that references the Zoho Users module, enabling assignment-based Views and reports in Zoho without relying on the standard Case Owner field, which is often used differently across agencies.

VCM tracks which programs a client is enrolled in. This becomes a multi-select pick-list custom field (Programs_Enrolled__c) on the Zoho Contact record. Multi-select pick-lists in Zoho allow multiple values per field, mirroring VCM's program enrollment model. We verify the pick-list values against Zoho's 150-option limit before migration.

VCM allows agencies to define custom fields per case record beyond the standard set. Each custom field in VCM is evaluated by data type and creates a corresponding custom field in Zoho CRM under the Cases module. Field types are matched — text to text, date to date, pick-list to pick-list — and any VCM pick-list values without a Zoho equivalent are added to the Zoho pick-list before migration.

VCM user accounts map to Zoho Users by email address match. Active VCM users become active Zoho users; inactive users are migrated as inactive Zoho users to preserve historical assignment records. We export the VCM user list first and cross-reference against your Zoho user roster to identify gaps before the migration run.

VCM permission groups (e.g., Caseworker, Supervisor, Admin) have no direct Zoho CRM equivalent. We document your VCM permission group assignments as a custom pick-list field (VCM_Permission_Group__c) on the Zoho User record for reference. Zoho's Role and Profile hierarchy must be designed separately post-migration, informed by this reference data.

VCM activity history — calls logged, meetings held, notes added — maps to Zoho Tasks and Events with the original timestamp and owner preserved. The parent Case is linked via the WhatId field on the Task or Event so the full activity timeline is visible within the Zoho Case record. This preserves the longitudinal record needed for grant reporting and compliance audits.