Migrate from Zixflow to Zoho CRM

Zixflow Contacts map to Zoho CRM Leads or Contacts depending on their qualification state. We export the contact's status or stage property from Zixflow and apply a split rule during scoping: unqualified prospects become Zoho Leads; active customers and deals become Contacts attached to Accounts. We preserve the original Zixflow contact ID and any custom AI fields as custom fields on the Zoho record for cross-reference.

Zixflow Collections (list groupings) do not have a direct Zoho CRM equivalent. We handle this in one of two ways depending on the customer's preference: either create a Zoho Custom Module called Collections with a many-to-many link table, or map Collection membership to a custom Multi-Select Picklist field on the Contact or Lead. The customer chooses the strategy during scoping. Collection names with special characters are normalized to Zoho field API-name-safe formats.

Zixflow custom fields on Contacts map to Zoho CRM custom fields with the same display name and compatible data type. We inspect the Zixflow schema first and create the corresponding fields in Zoho before any record import. Picklist fields migrate with their option values intact. AI-generated custom fields from Zixflow are preserved as Text or Long Text fields in Zoho since Zia AI will generate equivalent enrichment natively.

Zixflow Inbox conversations (across WhatsApp, SMS, Email, and RCS) are flattened into Zoho CRM Task and Event records. Each message in a thread becomes a separate activity entry with the channel type stored in a custom field, the timestamp preserved as ActivityDate, and the message body stored as the Task description or Event location. Thread grouping is preserved through a custom field holding the original Zixflow conversation ID so that related messages can be reconstituted in a list view.

Zixflow Form definitions (field structure) are documented as a field inventory, and Form submissions are migrated as Contact custom field values where the field name matches. If a Form captures data not represented by a standard Contact field, we create a custom field or store the full submission body as a Note attached to the Contact. The visual Form builder does not migrate; we provide a Zoho Webforms configuration guide for rebuilding the same lead capture flow.

Zixflow Flows define automation logic as a node-graph with triggers, conditions, and actions. The structure is not exportable as a portable format. We inspect each active Flow during scoping, document its trigger conditions (which Contact property or Inbox event triggers it), the condition branches, and the resulting actions (send message, update field, add to Collection). We deliver a structured runbook so the customer's Zoho admin can rebuild the logic in Zoho Flow and Zoho Blueprint.

Zixflow User accounts are mapped to Zoho CRM Users by email address match. Zoho roles and profiles are configured separately post-migration because Zixflow's permission model does not export as structured data. We provide a role-mapping template that maps each Zixflow workspace role to the nearest Zoho profile or custom profile.

Some Zixflow accounts originating from the Sales Simplify era may contain deal records that could not be migrated during the rebrand. These records may exist as Contacts with custom fields holding deal information (amount, stage, close date). We identify these during scoping, export them as structured records, and create a Custom Module in Zoho (Deals_Legacy) if the customer wants to preserve the data as a separate object rather than storing it as custom fields on the Contact.

Zixflow analytics data such as open rates, click rates, delivery metrics, and campaign performance are aggregated reporting outputs generated at query time, not stored as discrete records. These cannot be exported as structured data and are not migrated. We recommend configuring Zoho Analytics (formerly Zoho Reports) post-migration to generate equivalent reporting from the imported Contact and activity records.

Zixflow wallet balances and messaging credits are billing artifacts that do not carry over between platforms. We flag the wallet balance at migration time for the customer's accounting records but do not transfer this data. After cutover, the team sets up Zoho's own messaging channels if needed.