Migrate from Vocus to Pipedrive

Vocus connects to Gmail and G Suite inboxes via OAuth. We map each connected inbox to the corresponding Pipedrive User record by email address match. The Gmail OAuth scope determines which emails Vocus tracks; we document the connected inbox list from Vocus settings and verify against Pipedrive User setup during scoping. Personal and work Gmail accounts under one Vocus plan map to separate Pipedrive users if both are active sales reps.

Vocus Snippets (reusable text blocks, scoped at 50/100/200 by plan) export as formatted text content. We map Snippets to Pipedrive Email Templates, preserving body text, subject line variables, and insertion-point markers. Snippets with merge field syntax map to Pipedrive template variables (person.name, organization.name, deal.value). Category folders in Vocus map to Pipedrive template folders for organizational consistency.

Vocus Followup sequences define a chain of one-to-one follow-up emails with configurable delay rules (e.g., 'if no reply in 3 days, send this template'). We reconstruct these as a sequence of Pipedrive Activity tasks with due-date offsets calculated from the parent activity timestamp. The first follow-up becomes a Task with a calculated due date; subsequent steps become chained Tasks with relative delays. High-volume sequences exceeding plan limits (e.g., 500 on Professional) are flagged during scoping and may be archived rather than migrated.

Vocus personalized bulk email Campaigns with branded link tracking export as campaign definitions plus per-recipient open/click event data as CSV. We map campaign metadata (name, subject, send date, recipient count) to Pipedrive CRM Campaign records and preserve the reporting CSV as an attachment or manual import reference. Pipedrive CRM Campaigns track member status but do not send email natively; the customer uses Pipedrive Campaigns for attribution tracking against outreach done in their email tool.

Vocus real-time open and click tracking events are logged per-recipient per email. These are extracted from Vocus's tracking event export (CSV) and mapped to Pipedrive Activity records of type email with Status=scheduled or logged. Tracking metrics (opens, clicks, unsubscribes) populate custom Activity fields or are appended to a linked Note for reporting context. This mapping preserves campaign performance data without replicating the full email body.

Vocus Teams share templates, analytics, and billing under a central account. Team members map to individual Pipedrive User records by email. We preserve the team member list from Vocus settings and cross-reference against Pipedrive Users during migration. Shared analytics from Vocus export as CSV for manual reference since Pipedrive's reporting model differs.

The Vocus-to-Pipedrive auto-BCC integration already wrote email activity to the existing Pipedrive instance. During migration scoping we check whether the destination Pipedrive already has Activity records from this sync. If so, we reconcile by timestamp and email_id to avoid duplicate logging. New Pipedrive instances (greenfield) have no pre-existing records and this step is skipped.

File attachments included in Vocus Campaigns download during export and map to Pipedrive file attachments linked to the corresponding CRM Campaign record or a related Deal. We preserve original filename and MIME type. Attachments used in Snippets map to Email Template attachments in Pipedrive.

Vocus does not maintain a contacts or leads database. Contact records source from Gmail contacts export (Google Takeout) or from the existing Pipedrive instance if the auto-BCC sync was active. We do not migrate contacts from Vocus because they do not exist there as independently stored records. This is explicitly documented in the scoping checklist to prevent customer expectation of contact migration from Vocus admin panels.

Vocus does not expose custom objects or custom fields. Pipedrive custom fields on Persons, Organizations, Deals, and Activities are created post-migration based on the customer's needs, not migrated from Vocus. We document any custom field requirements during scoping and create them in Pipedrive before activity import begins.