This guide is also available in English.
Nuagix has migrated your CentrixOne CRM to Zoho One. Your data is in place, and so are your processes: this guide helps you quickly find, in Zoho, what you used to do in CentrixOne.
What was transferred to Zoho:
- accounts and contacts, with their custom fields
- opportunities, with their sales stages
- tasks and notes attached to records, if you provided them to our team
- documents, if you provided them to our team
- forms, if we had access to your CentrixOne account or if you gave us a public link to the form (or any other way to reproduce it)
- automations
- email templates and campaign templates
Read the equivalence table first, and keep the rest handy for your first two weeks. No technical knowledge required.
Equivalence table
This table answers the most common question: “where did my… go?”
| In CentrixOne | In Zoho | What changes for you |
|---|---|---|
| Contact | Zoho CRM › Contacts | A contact is still a person. Unqualified prospects can go in the Leads module, which didn’t exist in CentrixOne. |
| Account | Zoho CRM › Accounts | An account is a company, with its contacts attached. As in CentrixOne, the contact is linked to its account: company data isn’t copied onto each contact. |
| Opportunity | Zoho CRM › Deals | Same thing, different name. Look for “Deals” in the menu. |
| Tags (sales stages) | Pipeline stages | Your stages have been reproduced. They show up as columns in the Kanban view. |
| List (or “script”) | CRM tags + Zoho Campaigns lists | A contact can be on several lists, just like before. Mailing segmentation happens in Campaigns. |
| Task | Zoho CRM › Tasks | Zoho adds reminders and calendar sync. |
| Note | Zoho CRM › Notes | Notes appear in the record’s activity feed. |
| Document | CRM attachments or Zoho WorkDrive | Large volumes of documents live in WorkDrive. |
| Mailer | Zoho Campaigns | A separate app from the CRM, connected to your contacts. |
| Email template | Zoho CRM email templates (one-to-one emails) or Campaigns templates (mass mailings) | Two places, depending on the use. This is the most important distinction to remember. |
| Personalization variables (profiling fields) | Merge fields | The syntax is different; the templates have been converted. |
| Automation | Zoho CRM workflows (+ Blueprint or Zoho Flow as needed) | Rebuilt from scratch, not copied. Some are more powerful than before. |
| Form | Zoho Forms | A separate app. The embed code on your website must be replaced with the Zoho Forms code. |
| User and role | Users + Roles + Profiles | Zoho separates the role (what I can see) from the profile (what I can do). CentrixOne combined the two. |
| Dashboard | Zoho CRM › Reports and Analytics | Configurable reports, dashboards and charts. |
Signing in and finding your way around
You’re no longer logging into a single piece of software, but into a suite: Zoho One.
- Go to one.zohocloud.ca and sign in with your work email address.
- Turn on two-factor authentication when prompted. It’s a security requirement, not an option.
- The dashboard shows your apps. Pin the ones you use every day: CRM, Mail, Campaigns, Forms.
- In the CRM, the module menu gives you access to Leads, Contacts, Accounts, Deals and Activities.
Three navigation habits:
- Global search (the magnifying glass at the top) searches every module at once. It’s the fastest way to a record.
- The + (Create) button adds a record without leaving the page you’re on.
- Recent items take you back to the records you last viewed.
If a module doesn’t show up in your menu, your profile is restricting it: ask your internal administrator.
Accounts and contacts
The logic is the same as before: a company (the account) groups people (the contacts). As in CentrixOne, the contact is simply linked to its account: company data stays on the account and isn’t copied onto each contact.
What you’ll do most often:
- Create a contact: Contacts module › Create button. Link it to its account right away, or it stays orphaned.
- See everything about a client: open the account. Linked contacts, deals, tasks, notes and emails are in the related lists at the bottom of the record.
- Find a group of records: list views, at the top left of the module, replace your CentrixOne filters. Create your own views and mark them as favorites.
- Edit several records at once: check the rows, then Actions › Mass Update.
Two useful new features:
- The Leads module lets you keep unqualified prospects separate from your clients. When a lead gets serious, the Convert button creates the account, contact and deal in one step.
- Duplicate management (unique fields and a deduplication tool) helps you avoid duplicate records.
Opportunities and pipeline
Your opportunities are now Deals, and your sales stage tags are now pipeline stages. Your stages were carried over as is.
A deal’s journey: Lead → Deal created → Pipeline stages → Closed Won or Closed Lost.
What actually changes:
- The Kanban view shows one column per stage. Drag a deal from one column to the next to move it forward: it’s the quickest move of your week.
- Each stage carries a probability of closing. Zoho calculates expected revenue from the amount and that probability.
- The expected closing date is mandatory. It drives forecasts and reminders: keep it realistic rather than letting it slip into the past.
- Closing a deal means choosing the Closed Won or Closed Lost stage. Enter the loss reason when asked: that’s what will make your reports useful six months from now.
Tasks, activities and notes
Zoho groups tasks, calls and meetings under Activities. If you provided them to us, your tasks and notes have been attached to the same records as before.
- Create a task from the client’s record rather than from the module: that way it stays linked to the right account or deal.
- The reminder is set when you create the task. It arrives as a notification and by email, depending on your preferences.
- Tasks appear in your Zoho calendar, alongside your appointments.
- Notes are added in the record’s Notes section. Write down what was said, not what’s already in the fields.
- The Timeline of each record shows the full history: who changed what, when, and which emails went back and forth. It’s your team’s memory.
Tip: an activity with no next step scheduled is a relationship going cold. Always finish a task by creating the next one.
Emails and email templates
In CentrixOne, everything went through the mailer. In Zoho, one-to-one email and mass mailings are two separate tools.
| What you want to do | Where to go | Template to use |
|---|---|---|
| Email a client from their record | Zoho CRM › the record’s Emails section | CRM email templates |
| Reply to an email thread | Zoho Mail or the CRM’s Emails section | None, or a CRM template |
| Send to 50, 500 or 5,000 contacts | Zoho Campaigns | Campaigns templates |
| Send an automated sequence | Zoho Campaigns › Automation (workflows and autoresponders) | Campaigns templates |
Key points:
- Connect your mailbox to the CRM (Setup › Channels › Email). Once that’s done, your conversations appear automatically in the client’s record, with no copy-pasting.
- Your CRM templates have been recreated with the correct merge fields. Don’t retype the variables by hand: use the editor’s field picker.
- Open and click tracking exists in both tools, but detailed statistics are in Campaigns.
- Never send a newsletter from the CRM. The CRM isn’t built for mass mailings: you would hurt your domain’s reputation and lose unsubscribe management.
Forms
Your forms now live in Zoho Forms, a full-fledged app rather than a CRM menu.
What we’ve done for you:
- every form we had access to was rebuilt field by field, with its required fields and picklists
- each submission creates or updates the record in the CRM, just like before
- the Zoho Forms embed code for each form is ready to be placed on your website
What’s left for you to do:
- Connect the forms to your website: replace the old CentrixOne code with the Zoho Forms embed code (yourself or your webmaster). Nuagix can provide the code and walk you through it.
What you can do yourself:
- View submissions: Forms › the form › Entries. They remain available even if the CRM record is changed later.
- Edit a label or add a field: the editor works by drag and drop. A field added to the form must also be mapped to a CRM field, or the data stays in Forms.
- Get an alert for every submission: Form Settings › Notifications.
Before publishing a change, test the form once and check that the record shows up in the CRM. If you add fields, let Nuagix know so the CRM mapping keeps up.
Automations
Your CentrixOne automations were rebuilt, not transferred: no tool can convert them. They produce the same result, but the mechanics are different.
A Zoho CRM automation (a “workflow”) reads in three steps: Trigger (created, edited, date reached) → Condition (which records) → Action (email, task, field update).
What you need to know:
- Where to find them: Setup › Automation › Workflow Rules. You can view them even if you can’t edit them.
- Some were delivered inactive, on purpose, while your data is being validated. Review them with Nuagix, then turn them on.
- An automation changed without review can send mass emails by mistake. Always go through your internal administrator or Nuagix.
- Automated marketing sequences aren’t here: they’re in Zoho Campaigns Automation.
If an automation doesn’t fire, note the record involved, the time and the expected result. Those three details are all Nuagix needs to diagnose it.
Campaigns
The CentrixOne mailer has been replaced by Zoho Campaigns. Your lists, templates and consents have been carried over.
How a mailing works:
- Choose the audience: a list, or a segment built on CRM criteria (for example, all clients in a region with no deal in the past year).
- Choose the template and adapt it. Migrated templates are in the library.
- Test: send the campaign to yourself and check how it looks on a phone.
- Schedule or send, then track opens, clicks and unsubscribes in the reports.
Three rules not to work around:
- Consent comes first. Your contacts were imported with their consent status. Never add a purchased or scraped list: CASL (Canada’s Anti-Spam Legislation) carries real penalties, and Quebec’s Law 25 governs the use of personal information.
- Unsubscribes are automatic and flow through to the CRM. Never manually re-subscribe someone who has unsubscribed.
- CRM and Campaigns sync both ways: an address correction made in the CRM carries over to Campaigns, and vice versa. Correct it in one place only.
Your first twelve steps
To do during your first week, in this order.
- Sign in to one.zohocloud.ca and turn on two-factor authentication
- Pin my apps: CRM, Mail, Campaigns, Forms
- Connect my mailbox to the CRM
- Check my email signature
- Find my ten main clients and validate their contact details
- Open the Deals Kanban view and check that my active files are at the right stage
- Fix expected closing dates that are in the past
- Create a custom list view (my accounts, my region, my industry) and mark it as a favorite
- Send a first email from a client record, using a template
- Install the Zoho CRM mobile app
- Review my workflows with Nuagix, then turn them on
- Connect my Zoho Forms forms to my website
Along the way, jot down anything that seems missing or odd: that’s the material for your follow-up meeting with Nuagix.
First-week pitfalls
These are the six mix-ups that come up for everyone moving from CentrixOne.
| The CentrixOne habit | What happens in Zoho | What to do instead |
|---|---|---|
| Create a contact without a company | The contact doesn’t appear under any account | Link the contact to its account as soon as you create it |
| Spell a company name slightly differently | A second account is created | Search before creating and check for duplicates |
| Send a newsletter from the CRM | Sending blocked or domain reputation damaged | Use Zoho Campaigns |
| Look for “Opportunities” in the menu | Can’t find it | It’s the Deals module |
| Leave the closing date in the past | Forecasts become wrong | Push back the date or close the deal |
| Edit an automation yourself | Emails sent by mistake, fields overwritten | Ask Nuagix to make the change |
One simple rule covers almost everything: if a task asks you to copy data from one place to another, there’s probably a link in Zoho you haven’t found yet. Ask us.
Contact us
Email support@nuagix.ca. For a question that calls for an on-screen demo, book a Zoom meeting at a time that suits you.
To get a request resolved on the first try, give us:
- the name of the app involved (CRM, Campaigns, Forms…)
- the exact name of the record or form in question
- what you expected and what actually happened
- a screenshot, when the issue is visible
Your first three months are when adjustments cost the least: tell us what’s slowing you down rather than working around it.