1.Integration actions for schedule workflows

Note: Integration actions are supported only on the form schedules.

Integration actions in schedule workflows allow you to automatically push form data to supported external services at a defined date and time. You can map your form fields to the corresponding fields in the target module of the selected service. When the workflow is triggered, the values from the related record are updated in the mapped fields in the connected service. This provides a no-code integration approach, enabling you to add records directly from your Zoho Creator form to the integrated service.

You can configure schedule 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 schedule workflows allows you to automatically push data from your Zoho Creator application to your QuickBooks account at a scheduled time, eliminating the need for manual entry. To get started, you must first establish a connection between Zoho Creator and QuickBooks. Once the connection is authenticated, you can map fields in your Zoho Creator form to the relevant module in QuickBooks. When the schedule workflow runs, a corresponding record is created in QuickBooks using the mapped data.

Example: Consider an Invoice Creation form in Zoho Creator that captures customer details, product information, and payment terms. A schedule workflow can be configured to run daily at 6 PM to automatically generate invoices in QuickBooks for all submitted records of that day. The integration maps the relevant fields, ensuring invoices are created accurately and on time without manual effort.

1.1.1. Configure QuickBooks integration action

1. Create a form based schedule workflow for configuring the QuickBooks integration action.
   

2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   

3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
      

1. Create and authorize the QuickBooks connection.
   

Note: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.
 

2. 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.
   

3. Click add icon (+) to add more fields for mapping, and delete icon () near the selected field to remove it.
   

4. Click Save.
   

5. Click Done in the top-right corner of the screen.
   

1.2. Salesforce

Salesforce integration in schedule workflows allows you to push data from your Zoho Creator application to your Salesforce account at a scheduled date and time without writing any code, using a simple UI-based configuration. To get started, establish a connection between Zoho Creator and Salesforce by either adding a new Salesforce account or linking your existing one using your Salesforce login credentials. Once authenticated, you can map fields in your Zoho Creator form to the corresponding module in Salesforce. When the schedule workflow runs, a new record is automatically created in Salesforce using the mapped data.

Example: In a Customer Support application, tickets submitted through a Zoho Creator form are stored with details such as customer name, issue type, and priority. A schedule workflow can be set to run at the end of each day to push all high-priority unresolved tickets into the Salesforce Cases module. This ensures that the support team in Salesforce has complete visibility of critical issues, enabling faster resolution and better customer service.

1.2.1. Configure Salesforce integration action

1. Create a form based schedule workflow for configuring the SalesForce integration action.
   

2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   

3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
      SalesForce

7. Create and authorize the SalesForce connection.
   

Note: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.
 

8. 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.
   

9. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
   

10. Click Save.
    

11. Click Done in the top-right corner of the screen.
    
    

1.3. Zoho CRM

Zoho CRM integration allows you to automatically push data from your Zoho Creator application to your Zoho CRM account on a scheduled basis, without scripting. To get started, 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 schedule workflow runs, new records are automatically created in the mapped CRM module with the configured details.

Example: Consider a Customer Feedback application in Zoho Creator where feedback entries are collected throughout the day. A schedule workflow can be configured to run every evening and push all new feedback records into the Zoho CRM Cases module. This ensures your support and sales teams have an up-to-date view of customer concerns in Zoho CRM, improving collaboration and follow-up efficiency.

Note: 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 a form based schedule workflow for configuring the ZohoCRM integration action.
   

2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   

3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
   

Note: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.

8. 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.
   

9. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
   

10. Click Save.
    

11. Click Done in the top-right corner of the screen.
    

1.4. Zoho Recruit

Zoho Recruit integration allows you to push data from your Zoho Creator application to your Zoho Recruit account on a scheduled date and time, eliminating the need for manual scripting. To get started, establish a connection between Zoho Creator and Zoho Recruit, then map fields in your Zoho Creator form to the corresponding module in Zoho Recruit. Once configured, the schedule workflow will automatically create records in the specified Recruit module when it runs, based on the mapped data.

Example: In a Candidate Interview Tracker application, interview outcomes are logged in Zoho Creator. A form-based schedule checks the interview completion date and automatically pushes only the shortlisted candidates into Zoho Recruit as new records in the Candidates module. This ensures that only qualified candidates are added to the recruitment pipeline.

1.4.1. Configure Zoho Recruit integration action

1. Create a form based schedule workflow for configuring the Zoho Recruit integration action.
   

2. Click Add New Action in the workflow builder. The Add New Action window will slide in from the right.
   

3. Select when to run this action. By default, it is set to Always, which means the action will execute for all records. 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.
   

Note: If the selected connection is not authorized, click the Authorize button that appears below the connection field to authorize it.

8. 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.
   

9. Click add icon (+) to add more fields, and delete icon () near the selected field to remove it.
   

10. Click Save.
    

11. Click Done in the top-right corner of the screen.
    

2. Related links

1. Schedule workflow actions
2. Configuring notification actions for schedule workflows
3. Configuring Deluge script actions for schedule workflows
4. Configuring data access actions for schedule workflows