Migrate from Vocus to Freshsales

Vocus Snippets (reusable text blocks scoped at 50/100/200 per plan) export as formatted text records. We map Snippets to Freshsales Templates (for email Templates) and Signature records, preserving the original snippet body, any merge field placeholders, and the snippet name as the Template name. Plan tier limits are checked during scoping; Snippets above the destination plan limit are flagged for customer review before import.

Vocus Followup sequences define one-to-one email cadences with configurable delays between steps. We reconstruct each Followup as a series of Freshsales Task records with sequential due dates computed from the original delay rules. Each task captures the message content as the Task description, the original step number as a custom field step_number__c, and the delay in days as delay_days__c. The original sequence name becomes a Freshsales custom field followup_sequence__c on the first task in the chain. Sequences above the current Vocus plan limit (50/100/500) are flagged; records above limit are archived rather than migrated to avoid truncated cadences.

Vocus Campaigns with personalized bulk email, attachments, and branded URL tracking map to Freshsales Campaign records. We export campaign definitions (name, subject, send date, audience count) and reporting metrics (opens, clicks, unsubscribes) as structured CSV, then bulk-insert into Freshsales Campaign with the metrics stored as custom fields. Freshsales Campaign does not include an email send engine; the customer uses Freshsales for campaign tracking against their email marketing tool or manual sends.

File attachments included in Vocus Campaigns download during export and upload to Freshsales as Document records linked to the corresponding Campaign via ContentDocumentLink. We preserve the original file name, MIME type, and file size. Large attachments (over 25 MB) are flagged for the customer to re-upload manually post-migration because Freshsales Document storage has a 25 MB per-file limit.

Vocus open and click tracking events are logged per-recipient but are not independently exportable via API. We extract tracking events through the Gmail connector export where available and log them as Freshsales Tasks with type = Email and a custom field tracking_event__c (open/click) and tracking_timestamp__c. If the Gmail connector is unstable due to browser extension issues, we cross-validate against Gmail sent-mail archive to ensure completeness. Tracking events with no matching Freshsales Contact or Lead are logged to a default system Account for audit purposes.

Vocus connected inboxes (OAuth-linked Gmail accounts per user) map to Freshsales User records by email match. The Vocus inbox count (5/5/10 depending on plan) maps to the number of active Freshsales Users provisioned. Each User's default sending address in Freshsales is set to match the connected Gmail address. Inboxes without a matching Freshsales User go to the reconciliation queue for admin provisioning.

Vocus Teams share analytics, templates, and billing under a central account. Team members map to Freshsales User records by email; Team-level analytics export as CSV and are stored as custom fields on a Freshsales Account record representing the Team workspace. Centralized billing in Vocus has no Freshsales equivalent and is flagged as a manual configuration item for the customer's admin post-migration.

The Vocus auto-BCC integration writes email activity to Salesforce Contacts and Pipedrive Deals but does not store these records inside Vocus. We source contact, account, and deal records from the destination CRM export (Salesforce Data Export, Pipedrive bulk export) or Gmail Contacts export rather than from Vocus, which means CRM records are never double-counted. Email activity associated with the migrated contacts maps to Freshsales activity timeline as described in the tracking events mapping.