Migrate from Zixflow to Pipedrive

Discovery and schema audit

We audit the source Zixflow account across Contacts (total count and field schema), Collections (list of all collections and membership counts), active Flows (count and complexity), Inbox message volume and channel breakdown, custom field definitions, and user accounts. We pair this with a Pipedrive tier assessment: Essential ($14/user) covers basic People and Organization import; Advanced ($29/user) is required if Pipedrive Automations will be the rebuilt Flow target; Professional ($49/user) adds custom fields and multiple pipelines. The discovery output is a written migration scope with object counts, field mapping draft, and Pipedrive edition recommendation.

Deal-structure identification and Opportunity mapping design

We scan all Contact records for deal-stage custom field values (deal status, deal amount, stage name, probability, close date) and identify which records represent active or historical deals. We design the Pipedrive pipeline: creating a Deal (Opportunity) pipeline with stages mapped from the Zixflow custom field values, setting probability percentages per stage, and configuring which pipeline a deal record enters based on the source custom field data. We also design the Organization- Person- Opportunity linkage so each migrated deal links to the correct Person and Organization.

Pipedrive setup and custom field pre-creation

Before any data import, we create all required Pipedrive custom fields to match the Zixflow custom field schema (field name, type, and picklist values). We configure the Pipedrive pipeline with stages mapped from Zixflow deal-stage values, set stage probabilities, and create any additional pipelines required for different Collection-based workflows. We also configure Organization records for each Zixflow Collection as a pre-step so that Contact-Organization links resolve at insert time.

Test migration in Pipedrive Sandbox

We run a full migration into a Pipedrive trial or sandbox environment with production-like data volume. The customer reviews record counts (People imported, Organizations linked, Opportunities created), spot-checks 20-30 records against the Zixflow source for field-level accuracy, and validates the pipeline view. Any field mapping corrections, pipeline stage adjustments, or custom field type changes happen in this phase. No production data moves until the test migration is signed off.

Flow runbook documentation

We inspect every active Zixflow Flow and produce a structured runbook documenting: Flow name and description, trigger event (event-based or scheduled), each condition branch with field criteria, every action step with field mappings, delay or wait steps, and a recommended Pipedrive Automations equivalent with trigger type, conditions, and actions. The runbook is delivered as a structured document and is the primary handoff artifact for the Pipedrive admin rebuild. We do not build Pipedrive Automations as part of the migration scope.

Production migration in dependency order

We run production migration in record-dependency order: Organizations (from Zixflow Collections), People (from Zixflow Contacts with Organization links resolved), custom field values on People, Opportunities (deal-like records with pipeline stage, probability, amount, and expected close date from Zixflow deal custom fields linked to Person and Organization), Inbox Activities (flattened from Zixflow message threads via API with thread_id custom field), and Form submission logs (as Note records on Person). Each phase emits a row-count reconciliation report. We pause writes to Zixflow during the cutover window and run a final delta migration of any records modified during the window.

Cutover, validation, and admin handoff

We freeze Zixflow writes at cutover, run the final delta migration, then set Pipedrive as the system of record. We validate record counts match the scoping document and deliver the Flow runbook to the Pipedrive admin team. We support a three-day hypercare window for reconciliation issues. Rebuilding Zixflow Flows as Pipedrive Automations is outside migration scope and is handled by the customer's Pipedrive admin or a Pipedrive-certified partner.