Zoho CRM Integration Guide

Administrative Permission Required

Administrative permission is required to access the ZiftONE Settings. For more information, contact your Supplier point of contact.

If Replacing Old Zoho Connection

If you are trying to remove your existing Zoho CRM connection to replace it with an updated one, contact Zift Support for assistance if you encounter any issues.

Overview

While ZiftONE can be deployed independently, integrating it with your existing infrastructure can enhance the impact and value of the total solution. To streamline integration, ZiftONE has pre-built connectors to many third-party CRMs.

In this article, we walk you through the full setup process for integrating your Zoho CRM with ZiftONE. We also explain how leads work in Zoho CRM.

Before You Begin

Integration Steps

Click + to expand each section.

Step 1: Configure Zoho CRM to Accept Leads from ZiftONE

To send leads or contacts from ZiftONE to Zoho CRM, set the lead source field in Zoho to ZiftONE. In order to check on the Auto-export Leads to CRM checkbox for Zoho, add a new drop-down value for that field. To do this, follow these steps:

  1. Log in to Zoho with an account that has administrative access.
  2. Select the Gear icon in the upper right.
  3. Under the Customization box, select Modules and Fields.
  4. Select either Leads or Contacts. See ZiftONE > Settings > Zoho CRM > Edit Settings > General Settings > Record Leads in CRM as for how your system is set up. In this example, we have chosen Leads. 

Zoho_crm_record_leads_as.png

  1. From the Modules tab, select Leads.
  2. Select Standard. This will open the Edit Properties page.
  3. Under the Lead Source field, click the 3 dots to the right of the field and select Edit Properties.
  4. In the Pick List Properties window, hover over the Pick List Options, select +, and type ZiftONE in the text field to add ZiftONE as a lead source. Values can be removed with . You can change the order of the options using drag and drop. 

Zoho_add_lead_source.png

  1. Select Done.
  2. Select Save Layout.

Step 2: Configure Zoho CRM Settings and Setup in ZiftONE

To configure CRM Settings in ZiftONE, follow these steps:

  1. In ZiftONE, navigate to Settings > CRM Settings.
  2. If Zoho is not already in your CRM Settings list, click the Add new CRM Integration dropdown and select Zoho CRM. If Zoho is showing in your CRM Settings list, click  Edit Settings next to Zoho CRM.
  3. Complete all settings for each of these categories: General Settings, CRM Connection Settings, Usage Profile Settings, and Advanced General Options. See the instructions list under the Before You Begin section for more information.

Zoho CRM General Settings

  1. Select a supplier from the drop-down list.
  2. Choose whether to record new leads in the CRM as leads or as contacts.
    • What you set here influences your settings in Advanced Lead Distribution Options.

Zoho CRM CRM Connection Settings

  1. Click the Connect with CRM button.

zoho_crm_connect_button.png

  1. You will see a pop-up prompting you to authenticate your access to your Zoho account.
  2. Provide your Zoho CRM username.
  3. Provide your Zoho CRM password.

Zoho CRM Usage Profile Settings

  1. Check Marketing Automation to synchronize leads between ZiftONE and your CRM, based on a minimum lead-score threshold that you determine. You can also have opportunities generated in your CRM with leads sent back to the supplier. To configure your marketing automation profile settings, scroll down and click Advanced Marketing Automation Options. Provide the following information:
    • Contacts
      • Check Pull Contacts to pull contact lists created in your CRM into ZiftONE as a contact list.
    • Leads
      • Check Synchronize Marketing Automation Leads and events will always be synced and the lead status will always be pulled.
      • Set a minimum lead score threshold. Leads generated through ZiftONE marketing activities that are sent into your CRM must exceed this threshold before they will be created and updated in your CRM. We suggest you start at ZiftONE's default score of 50.
      • Decide if you want to allow ZiftONE to perform lead field updates in your CRM. For example, if a lead submits a form with a phone number different from the number you have for that lead in your CRM, this setting allows ZiftONE to automatically update the phone number in your CRM.
    • Opportunities
      • Check Opportunities with a contact that matches a lead within ZiftONE to pull opportunities from your CRM that have a contact that matches a lead by email address that was generated from ZiftONE Marketing Automation.
  2. Check Lead Distribution to receive leads from your supplier directly in your CRM and reports back to the supplier on the status of those leads and related opportunities. Through this profile, ZiftONE will push leads from the supplier directly into your CRM and the settings you select will permit ZiftONE to pull back updates on those leads and any opportunities generated from the leads and opportunities.

    To configure your lead distribution profile settings, scroll down and click Advanced Lead Distribution Options. Provide the following information:

    • Leads
      • Check Synchronize Supplier Leads to create new leads as either leads or contacts in your CRM based on the Record Leads As setting you set in General Settings. New leads will always be created and include all information along with all marketing events.
      • Decide if you want to allow ZiftONE to perform lead field updates in your CRM. As lead information is updated in your CRM, it will be provided to your supplier, including events and activities, lead status, and other profile and custom field information.
      • Check Send custom fields into the Notes field, and any updates that occur in ZiftONE for custom lead fields from the supplier will be saved in the CRM in the Notes section.
    • Opportunities
      • Check Opportunities with a contact matching a lead within ZiftONE to pull opportunities from your CRM that have a contact that matches a distributed lead by email address.

Zoho CRM Advanced General Options

  • Leads
    • Lead Event Types
      • Select the lead event types to update in your CRM. We can update email open, email click, email unsubscribe, web plugin view, web plugin click, form submission, telequalification event, SMS delivered, SMS click, supplier event, and link conversion. T Data from ZiftONE appears in the Notes and Activities fields in your CRM.

        We can pull the following data from your CRM: subject, activity type, activity status, priority, and due date for each event.

    • Lead Status Mapping

Step 3: Turn on Zoho CRM Integration in ZiftONE

Your Zoho CRM integration is active when you turn the integration on in ZiftONE.

Make sure you clicked Save after completing all settings in step 3.

To turn on your Zoho CRM integration in ZiftONE, follow these steps:

  1. In the Settings > CRM Settings view, find Zoho CRM in the list of CRMs.
  2. Next to the name of the CRM, click On.

If Zoho CRM or ZiftONE experience any connection errors, an error message will appear under the Zoho CRM information telling you what actions to take.

About ZiftONE and Zoho CRM Integration

Click + to expand each section.

How Do Zoho CRM and ZiftONE Work Together?

  • The Zoho CRM allows users to accept or reject leads directly within the CRM.
  • Distributed leads will sync with the Zoho CRM whether or not they have been accepted in ZiftONE or within the notification email.
  • Distributed leads will sync with the Zoho CRM almost immediately after being distributed by the supplier. Other data will update nightly.
  • If the Zoho CRM is connected to Zift, and lead distribution is selected with CRM settings, the default lead owners will still continue to receive lead notification emails.

We recommend that suppliers choose a single method of lead management—email, ZiftONE, or CRM.

About ZiftONE Leads in Zoho CRM

  • Once Auto-pull leads/contacts from CRM is enabled, ZiftONE will begin importing/pulling leads with an email address from Zoho CRM on a nightly basis.
  • ZiftONE Leads that exceed the lead score threshold, typically set at 50, will be sent on a nightly basis to Zoho CRM.
  • All leads or contacts that are sent from ZiftONE to Zoho CRM will set the lead source field to ZiftONE.
  • Web click, web view, and/or email open activities will be created as lead marketing events in ZiftONE on a nightly basis. This information is stored on the Notes tab in Zoho CRM.
  • Leads will include all standard lead contact fields such as name, address, title, email, etc.
  • Marketing activities from ZiftONE will be on the Notes page if you have selected CRM Settings > Advanced Lead Distribution Options > Send Customer Fields into the Notes.
  • Leads will be matched to existing Leads in Zoho CRM based on email address. Once a lead exists in Zoho CRM , none of the standard information will be updated or modified in any way; only new marketing activities will be added.
  • For Zoho CRM, ZiftONE can send leads as leads or contacts. See Settings > Zoho CRM > General Settings > Record Leads in CRM, for how your system is set up.
Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.