How to use conversion mapping to auto populate the data while converting the lead?
The Conversion Mapping feature in Kylas CRM enables you to efficiently map lead fields to corresponding fields in the Contact, Deal, and Company entities during lead conversion. This ensures a smooth transition of data, maintaining accuracy and eliminating the risk of information loss—ultimately saving time and enhancing your workflow..
Prerequisites:
Before using the Conversion Mapping feature, please ensure the following permissions and setup requirements are in place:Permissions:
Conversion Mapping: "Read All" and "Update All" permissions must be enabled under administrative access.
Lead Management: "Update" and "Update All" permissions are required.
Users must also have the ability to edit Leads, Contacts, Deals, and Companies.
Product Availability :
This feature is available across all Kylas plans.
Required Setup:
A lead must be created before it can be converted.
Steps to Set Up Conversion Mapping:
Step 1: Log in to your Kylas account, then go to Settings > Customizations > Conversion Mapping.
- Step 2: Click on the "Conversion Mapping" tab. This will take you to the Lead Conversion Mapping page, where you’ll see that some lead fields are already mapped to corresponding fields in the Deal, Contact, and Company entities.
All mapped fields are displayed under their respective columns for easy reference.
- Step 3: To customize the mapping based on your requirements, select a lead field and map it to the appropriate field in the Deal, Contact, or Company entity.
You can also use the search bar to quickly find a specific lead field and map it to the desired destination field.
- Step 4: Use the dropdown menus under Deal, Contact, and Company to select the corresponding fields you want to map from the lead. This allows you to customize the field mapping according to your specific requirements
- You can also refer to the table below for supported field type mappings. Additionally, custom fields can be mapped as well.
Kylas Field Compatibility for Conversion Mapping
Kylas Field Type | Compatible Conversion Types |
Text | Text, Paragraph Text |
Paragraph Text | Paragraph Text |
Number | Number, Text, Paragraph Text |
Picklist (Dropdown) | Picklist, Text, Paragraph Text |
Multi-Picklist | Multi-Picklist, Text, Paragraph Text |
Checkbox | Checkbox, Toggle, Text, Paragraph Text |
Phone Number | Phone, Text, Paragraph Text |
Toggle | Toggle, Checkbox, Text, Paragraph Text |
Date | Date, Date-Time, Text, Paragraph Text |
Date-Time | Date-Time, Date, Text, Paragraph Text |
URL | URL, Text, Paragraph Text |
Email, Text, Paragraph Text | |
Lookup Field | Lookup Field, Text, Paragraph Text |
Pipeline Field | Text, Paragraph Text |
Forecasting Type | Text, Paragraph Text |
- Step 5: After mapping all the required fields as per your needs, click on the "Save" button. A confirmation popup will appear — simply click "Update" to confirm your changes.
Once confirmed, the updated mapping will be applied to all future lead conversions.
- Step 6: Go to the Lead Listing page and click on the lead you wish to convert into a Contact, Deal, or Company entity.
- Note:You can initiate the conversion from both the Lead Listing page and the Lead Detail page.
- Step 7: Click on the “Convert” button to open the Lead Conversion page.
Here, you can select the entities (Contact, Deal, or Company) you wish to create during the lead conversion process.
- Step 8: On the Lead Conversion page, you can choose to convert the lead into a Contact. You also have the option to simultaneously convert it into a Deal and Company.
Once you select the Contact entity, a form will appear below. You’ll see two radio button options:
- Create New
- Choose Existing
Additionally, you'll see an Auto-Mapped Fields toggle, allowing you to automatically map fields based on your predefined settings.
- Step 9: By default, the "Create New" option is selected. If you choose the "Choose Existing" option instead, the form will disappear, and a dropdown will appear, allowing you to select an existing contact from the list.
- Step 10: After clicking the “Convert” button, a confirmation notification will appear stating "Lead converted successfully."
You will then be redirected to the screen displaying the details of the converted record.
After clicking the “Done” button, the converted record will be displayed for your review.
Use cases:
| Use Case | Description |
| Seamless Data Transfer | Map lead fields accurately to Contact, Deal, and Company entities to avoid data loss during conversion. |
| Custom Field Mapping | Customize mappings to fit unique business processes by linking lead fields to corresponding custom fields in other entities. |
| Multi-Entity Conversion | Convert a single lead simultaneously into multiple entities such as Contact, Deal, and Company. |
| ImprovedData Accuracy | Ensure important information is transferred correctly to reduce errors and manual data entry. |
| Workflow Automation | Automate field mapping to save time and streamline the lead conversion workflow. |
| Support for Various Field Types | Map different types of fields (text, picklist, date, etc.) ensuring compatibility across entities. |
| Flexibility in Contact Selection | Option to create new contacts or link existing ones during conversion for better record management. |
Benefits of Conversion Mapping in Kylas CRM:
Automates the transfer of data between leads and related entities, enhancing the lead conversion process.
Reduces manual work and minimizes the risk of errors.
Enables simultaneous conversion of leads into multiple entities (Contact, Deal, Company), streamlining operations.
Saves valuable time by automating repetitive tasks.
Available across all Kylas plans, providing flexibility and accessibility for businesses of all sizes.
Conclusion
Conversion Mapping in Kylas CRM is a powerful tool designed to improve data integrity and operational efficiency during lead conversion. It empowers users to customize field mappings easily, supports diverse field types, and offers flexibility in managing lead-to-customer transitions. By adopting this feature, businesses can enhance their CRM workflows, reduce errors, and ensure a seamless flow of information, ultimately driving better sales and customer management outcomes.
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