Bigin-Zoho Projects Integration
The Bigin-Zoho Projects integration allows you to seamlessly monitor and manage the progress of your Zoho projects by linking them to their respective pipelines, contacts, and companies within Bigin.
With this integration you can do the following:
- Create Project: You can create a project directly from within Bigin, streamlining the project process.
- Associate Projects: You can associate existing Zoho projects with Bigin records, ensuring all relevant Zoho projects are linked and easily accessible.
To integrate Zoho Projects with Bigin, navigate to Settings > Toppings > Built by Bigin > Zoho Projects > Setup Now.
Inside the setup, you will find two options:
- Your Portal: Displays all the portals available for you.
- Other Portal: You can request access from super admins to access other user's portals.
To initiate integrate with Zoho Projects, you need to have a Zoho Projects portal. If you do not have a portal, you will need to create one by providing the necessary details. Once the portal is created, you can access and manage it directly from Bigin.
You can also access another user's portal by requesting access. Only the portal owner or admin can authorize an integration request for a Zoho Projects portal. The admin enabling the integration from Bigin must be the portal owner or admin in Zoho Projects, or must request access from them. If you already created a Zoho project's portal, you will not be allowed to create a new one from Bigin.
Availability
- The Zoho Projects integration is available for all editions of Bigin, including the Free plan.
Creating a Project
If you are an admin, you can create a Zoho Projects portal directly from your Bigin organization. You can integrate your existing Zoho Projects portal with Bigin and also integrate other users' Zoho Projects, if you have the necessary permissions.
Note: Only the portal owner or admin can authorize an integration request. If you already have a Zoho Projects portal, you cannot create a new one from Bigin.
To create a project from Bigin, go to any of the modules (Pipelines, Contacts, or Companies) and open a record. In the related list, find Zoho Projects and click the + Create Project. Provide the necessary details.
Adding Field Mapping with Team Pipelines
While creating a portal, if you want your data to be auto-populated, make sure you configure the Team Pipelines with Zoho Projects fields. To map your fields, navigate to Settings > Toppings > Built by Bigin > Zoho Projects > Manage > Map Fields > Configure and choose the Team Pipeline that you want to map.
Associate a Project
You can also associate yourself with an already existing project directly from Bigin. To associate a project with your Bigin account, go to any of the modules (Pipelines, Contacts, or Companies) and open a record. In the related list, find Zoho Projects and click the + Associate Project button. You will find a list of Zoho projects available in your portal to associate with. You can choose one from the list.
After you create/associate a project, you will need to add users to the project. Users are classified into two types
- Project Users: A Project User is someone who has access to projects within Zoho Projects. Project Users can be from Zoho Projects, Bigin, or both. They are typically part of your internal team and require a user license to access.
- Client Users: A Client User is a contact from Bigin who may be associated with a project. They are usually external clients who need to see project progress. They are added to give clients visibility and participation in the project, depending on available client user licenses.
Type of Project Users
Under Project Users, users from both Bigin and Zoho Projects are displayed. Some users will be in both Bigin and Zoho Projects, some will only be in Bigin, and some only in Zoho Projects. Users are licensed, and you can add users from Bigin to Zoho Projects based on available licenses. You can also select a role and profile for the user in this case.
- If a user row shows "Profile in Bigin" and "Profile in Projects," the user is in both Zoho Projects and Bigin.
- If a user row shows a picklist for "Profile in Projects" when checking the checkbox, the user is not in Zoho Projects and is being added from Bigin (license required).
- If a user row shows "Not a Bigin User" in "Profile in Bigin," the user is in Zoho Projects but not in Bigin.
- You will see Bigin + Zoho Projects users and Bigin-only users first, then Zoho Projects-only users.
You can sort all these users using the filters "All Users" and "Bigin Users.
Rules for adding Project Users
Do's | Don'ts |
You can add existing Zoho Projects users to a project. | You cannot add Bigin users to Zoho Projects if they are disabled in Zoho Projects. |
You can remove users from a project during association and editing. | You cannot add new Bigin users to Zoho Projects if the user license limit is reached. |
| You cannot remove users with admin/owner privileges in Zoho Projects. |
Types of Client Users
Under Client Users, contacts from Bigin are displayed as either a contact record or a client user in Zoho Projects. A contact record is just an entry, while a client user has portal access. The Client Users tab shows contacts from Bigin linked to the current pipeline, contact, or company.
- "Client User" means the contact has portal access.
- "Contact" is a user from Bigin who is associated with a project.
- Adding a contact from Bigin as a contact in Zoho Projects has no license limits.
- Adding a contact as a client user depends on the available client user licenses.
Rules for adding Client Users
Do's | Don'ts |
You can add a contact from Bigin as a contact record in Zoho Projects without license limits. | You cannot add a contact as a client user if the client user license limit is exceeded. |
| You cannot add a contact to a project if they are already in Zoho Projects as a client user and are disabled. |
Projects in Related List
You can find all the projects created and associated with a record in the Related List. Once Zoho Projects is integrated, a "Projects" tab will be added to the Related List, displaying all the projects linked to the record.
From the record's detail page, you can create and associate new projects as well as edit existing project details.
Additionally, you can view important project elements such as the Dashboard, Tasks, Phases, and Issues associated with each project.
You can also easily navigate to Zoho Projects directly from this interface.
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