Prerequisites

1. Zoho CRM Enterprise or Ultimate edition (SQL sources require Enterprise or above)
2. A running Microsoft SQL Server instance with a database user that has SELECT privileges on the EMPLOYEE table
   
3. The SQL Server instance must be reachable from Zoho CRM either publicly or Zoho CRM IP ranges must be whitelisted in the firewall rules
   
4. The SQL Server hostname must be added to Trusted Domains in Zoho CRM (Setup > Developer Hub > Trusted Domains) if using a DNS hostname
   
5. Developer role or System Administrator access in Zoho CRM
   
6. A custom "Employee ID" field (Single Line) on the relevant CRM module (e.g., Deals or Contacts) to store the external employee reference if passing a single employee ID as a variable. Not required if the query fetches the full list (no variable).
   

Use Case

Solution

Step 1: Whitelist Zoho CRM IPs in SQL Server Firewall

1. The SQL Server instance must be accessible over the internet on port 1433 (SQL Server default).
   
2. Zoho CRM's IP ranges must be whitelisted in the firewall rules governing the SQL Server. Refer to the Zoho CRM IP Whitelist guide for the full list of IP ranges for your data center.
3. Ensure SQL Server Browser service is running and TCP/IP is enabled in SQL Server Configuration Manager.
   
4. If the SQL Server uses a DNS hostname, also add it to Setup > Developer Hub > Trusted Domains in Zoho CRM.
   

Step 3: Add Microsoft SQL Server as a Database Source

1. In Zoho CRM, go to Setup > Developer Hub > Queries.
   
2. Click the Sources tab.
   
3. Click Add Source.
   
4. From the list of source types, select Database.
   
5. From the available database options, choose MicrosoftSQL.
   
6. Fill in the source configuration as shown in the following image.
   
   

Step 4: Configure Advanced Settings

1. Encrypts the connection between Zoho CRM and SQL Server using TLS.
   
2. When a DNS hostname is used, the system also validates the server certificate and hostname match before establishing the connection.
   
3. SQL Server supports SSL/TLS natively. Ensure the SQL Server instance has a valid TLS certificate configured or that the certificate is trusted by the host.
   

Note

1. The SSL setting is IMMUTABLE after the source is successfully created. If your SSL configuration needs to change, you must delete and recreate the source.
   
2. If you add the hostname to Trusted Domains, the system bypasses certificate and hostname verification. Only add genuinely trusted hosts.
   

1. Restricts this source to only SELECT operations at the Zoho CRM level.
   
2. Blocks INSERT, UPDATE, and DELETE queries even if the zoho_crm_reader SQL login is later granted write permissions at the database level.
   

Step 5: Create the Query

1. Go to Setup > Developer Hub > Queries.
   
2. Click Create Query.
   
3. In the dialog box enter the name of the query.
   
4. Click Next.
   
5. Under Configuration, click Change and select the source we added.
   
6. Click Done.
   
   

Step 6: Write the SQL Query

Step 7: Execute and Validate the Query

1. Click Execute Query.
   
2. Enter a valid employee ID from your SQL Server database.
   
3. Click Next.
   
4. Review the raw response.
   
5. Review the Schema panel and verify CRM Field Type mapping.
   
   

Step 8: Add a Serializer

1. Click Add Serializer.
   
2. Enter the following JavaScript.
   

   return result.map(record => { // Compute tenure in years from DATE_OF_JOIN const joinDate = new Date(record.DATE_OF_JOIN); const today = new Date(); const tenureYears = Math.floor( (today - joinDate) / (1000 * 60 * 60 * 24 * 365) ); return { emp_id: record.EMP_ID, full_name: record.EMP_FIRST_NAME + " " + record.EMP_LAST_NAME, gender: record.EMP_GENDER, email: record.EMP_EMAIL, phone: record.EMP_PHONE, designation: record.EMP_DESIGNATION, date_of_join: record.DATE_OF_JOIN ? String(record.DATE_OF_JOIN).split("T")[0] : "N/A", tenure: tenureYears + (tenureYears === 1 ? " year" : " years"), last_modified: record.MODIFIED_ON ? String(record.MODIFIED_ON).split("T")[0] + " " + String(record.MODIFIED_ON).split("T")[1].slice(0, 5) : "N/A" }; });

   
   

1. Combines EMP_FIRST_NAME and EMP_LAST_NAME into a single full_name field
   
2. Computes tenure in years from DATE_OF_JOIN to today, a derived field not stored in the database
   
3. Formats date_of_join as YYYY-MM-DD (strips the time component)
   
4. Formats last_modified as YYYY-MM-DD HH:MM.
   

Conclusion

1. The employee data is authoritative in an external HRMS and should not be duplicated into CRM fields.
   
2. Real-time accuracy matters (recently onboarded or transferred employees are immediately visible).
   
3. The organization wants to avoid building and maintaining a custom sync integration.
   

Associating the query with CRM's UI components

Canvas List View

Kiosk

Custom Related List

See Also

1. Queries in Zoho CRM
   
2. Query Types
   
3. Queries - Limits
4. Queries - Best Practices
   
5. Queries in Custom Related List
   
6. Queries in Canvas List View
   
7. Kaizen Directory