Configuring integration actions for approval workflows | Zoho Creator Help

Configuring integration actions for approval workflows

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Learn how to configure integration actions in approval workflows to integrate and add records with services such as Zoho CRM, Zoho Recruit, Salesforce, and QuickBooks, Before proceeding, ensure you have a comprehensive understanding of approval workflows and how to create them.

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  1. Available in all plans of Creator
  2. Can be accessed by super admin, admins, and developers

1.Integration actions for approval workflows

Integration actions in approval workflows enable you to automatically send form data to supported external services during the approval process. These actions are triggered automatically when a record enters a specific stage in the approval process, such as when it is submitted for approval, approved, or rejected by an approver. You can map your form fields to the corresponding fields in the target module of the selected service. When the approval workflow is triggered, and the defined approval condition is met (for example, upon approval), the mapped values from the record are updated in the connected service.

You can configure approval workflows to add records to the following supported services:

  1. QuickBooks
  2. Salesforce
  3. Zoho CRM
  4. Zoho Recruit

1.1. QuickBooks

QuickBooks integration in approval workflows enables you to automatically push data from your Zoho Creator application to your QuickBooks account when a record moves through the approval process eliminating the need for manual data entry. To begin, you must first establish a connection between Zoho Creator and QuickBooks. Once the connection is authenticated, you can map fields from your Zoho Creator form to the corresponding module and fields in QuickBooks. When the action is triggered in the approval process, a corresponding record is created in QuickBooks using the mapped data.

Example: Consider a Vendor Request form in Zoho Creator that captures vendor information such as company name, contact details, and tax information. An approval workflow can be configured where the procurement manager reviews the vendor request. Once the request is approved, the QuickBooks integration action automatically creates a vendor record in QuickBooks using the mapped form data, ensuring accurate vendor onboarding and seamless synchronization between systems without manual data entry.

1.1.1. Configure QuickBooks integration action

  1. Create an approval workflow and add an approver to open the workflow builder.
  2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
  3. Select when to run this action.
    1. By default, it is set to Always, which means the action will execute for all records.
    2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.

  4. Choose the action type as Integrations and connector as QuickBooks.
  5. Select from the list of available actions for the QuickBooks connector from the Action dropdown.
  6. Click the Add Connection hyperlink to create and authorize a QuickBooks connection if you have not created one before.
    1. If you already have an existing QuickBooks connection, a Connection dropdown will appear. Select the preferred QuickBooks connection from the dropdown, or click the + icon next to the dropdown to create new QuickBooks connection.
  7. Create and authorize the QuickBooks connection.
     
NotesNote: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.
 
  1. Map the QuickBooks form fields by selecting each field from the Select field dropdown and assigning it to the corresponding field in your Zoho Creator form. All mandatory fields must be mapped to ensure successful record creation.
  2. Click add icon (+) to add more fields for mapping, and delete icon () near the selected field to remove it.
  3. Click Save.
  4. Click Done in the top-right corner of the screen.

1.2. Salesforce

Salesforce integration in approval workflows allows you to automatically push data from your Zoho Creator application to your Salesforce account during an approval process without scripting. To begin, you must first establish a connection between Zoho Creator and Salesforce. Once the connection is authenticated, you can map fields from your Zoho Creator form to the corresponding module and fields in Salesforce. When the action is triggered in the approval process, a corresponding record is created in QuickBooks using the mapped data.

Example: In a Marketing Request application, the marketing team submits Campaign Requests from a Zoho Creator form, including details such as campaign name, target audience, budget, and start date. These requests go through an approval workflow, where the marketing manager reviews and approves them. Once approved, the Salesforce integration action automatically creates a new campaign record in Salesforce with the mapped data. This ensures that only approved campaigns are pushed to Salesforce.

1.2.1. Configure Salesforce integration action

  1. Create an approval workflow and add an approver to open the workflow builder.
  2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
  3. Select when to run this action.
    1. By default, it is set to Always, which means the action will execute for all records.
    2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.
  4. Choose the action type as Integrations and connector as Salesforce.
  5. Select from the list of available actions for the SalesForce connector from the Action dropdown.
  6. Click the Add Connection hyperlink to create and authorize a SalesForce connection if you have not created one before.
    1. If you already have an existing SalesForce connection, a Connection dropdown will appear. Select the preferred SalesForce connection from the dropdown, or click the + icon next to the dropdown to create a new SalesForce connection.
  7. Create and authorize the SalesForce connection.
     
NotesNote: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.
 
  1. Map the SalesForce form fields by selecting each field from the Select Field dropdown and assigning it to the corresponding field in your Zoho Creator form. All mandatory fields must be mapped to ensure successful record creation.
  2. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
  3. Click Save.
  4. Click Done in the top-right corner of the screen.

1.3. Zoho CRM

Zoho CRM integration in approval workflows allows you to automatically push approved data from your Zoho Creator application into your Zoho CRM account during the approval process without scripting. To begin, establish a connection between Zoho Creator and Zoho CRM by linking your CRM account. Once the connection is authenticated, you can map fields in your Zoho Creator form to the relevant module in Zoho CRM. When the action is triggered in the approval process, a corresponding record is created in Zoho CRM using the mapped data.

Example: Consider a Sales Order Request application in Zoho Creator where sales representatives submit new deal opportunities with details such as customer name, estimated revenue, expected closing date, and deal stage. An approval workflow is configured for the sales manager to review these submissions. Once the manager approves a request, the Zoho CRM integration action automatically creates a new Deal record in Zoho CRM with the mapped data. This ensures only qualified and approved deals enter the CRM sales pipeline.
NotesNote: The Zoho CRM integration task will add a record in the target CRM module only if your Zoho CRM subscription includes that module. For example, if you are on the Standard edition and attempt to create a record in the Purchase Orders module, the task will not succeed because that module is unavailable in the standard edition.

1.3.1. Configure Zoho CRM integration action

  1. Create an approval workflow and add an approver to open the workflow builder.
  2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
  3. Select when to run this action.
    1. By default, it is set to Always, which means the action will execute for all records.
    2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.
  4. Choose the action type as Integrations and connector as ZohoCRM.
  5. Select from the list of available actions for the ZohoCRM connector from the Action dropdown.
  6. Click the Add Connection hyperlink to create and authorize a ZohoCRM connection if you have not created one before.
    1. If you already have an existing ZohoCRM connection, a Connection dropdown will appear. Select the preferred ZohoCRM connection from the dropdown, or click the + icon next to the dropdown to create a new ZohoCRM connection.
  7. Create and authorize the ZohoCRM connection.
NotesNote: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.
 

You can also connect to the Zoho CRM Sandbox while authorizing a connection.

  1. Map the ZohoCRM form fields by selecting each field from the Select Field dropdown and assigning it to the corresponding field in your Zoho Creator form. All mandatory fields must be mapped to ensure successful record creation.
  2. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
  3. Click Save.
  4. Click Done in the top-right corner of the screen.

1.4. Zoho Recruit

Zoho Recruit integration in approval workflows allows you to automatically push records from Zoho Creator into your Zoho Recruit account during an approval process without scripting. To get started, establish a connection between Zoho Creator and Zoho Recruit by linking your Zoho Recruit account. Once the connection is authenticated, you can map fields in your Zoho Creator form to the relevant module in Zoho Recruit. When the action is triggered in the approval process, a corresponding record is created in Zoho Recruit using the mapped data.

Example: Consider a Candidate Application form in Zoho Creator where applicants submit their personal details, qualifications, and resumes. An approval workflow can be configured so that when the HR manager approves a candidate, the Zoho Recruit integration action is triggered to automatically create a new candidate record in the Zoho Recruit Candidates module. The mapped fields such as Candidate Name, Email, Phone Number, Job Role, and Resume are transferred, ensuring only verified applicants enter the recruitment pipeline without manual intervention.

1.4.1. Configure Zoho Recruit integration action

  1. Create an approval workflow and add an approver to open the workflow builder.
  2. Click Add New Action under the Approve or Reject section of the preferred approver level, or under the Actions to execute on start section of the workflow.
  3. Select when to run this action.
    1. By default, it is set to Always, which means the action will execute for all records.
    2. To run the action only for specific records, choose on condition and define the necessary condition or criteria. Learn more about configuring conditions in a workflow.
  4. Choose the action type as Integrations and connector as Zoho Recruit.
  5. Select from the list of available actions for the Zoho Recruit connector from the Action dropdown.
  6. Click the Add Connection hyperlink to create and authorize a Zoho Recruit connection if you have not created one before.
    1. If you already have an existing Zoho Recruit connection, a Connection dropdown will appear. Select the preferred Zoho Recruit connection from the dropdown, or click the + icon next to the dropdown to create a new Zoho Recruit connection.
  7. Create and authorize the Zoho Recruit connection.
NotesNote: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.
 
  1. Map the Zoho Recruit form fields by selecting each field from the Select Field dropdown and assigning it to the corresponding field in your Zoho Creator form. All mandatory fields must be mapped to ensure successful record creation.
  2. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
  3. Click Save.
  4. Click Done in the top-right corner of the screen.
  1. Configuring notification actions for approval workflows
  2. Configuring Deluge script actions for approval workflows
  3. Configuring data access actions for approval workflows
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Before learning about configuring integration actions in approval workflows, ensure you have an understanding of how approval workflows function and how they are configured.