1.Integration actions for report workflows

Integration actions in report workflows allow you to send selected record data to supported external services directly from the live mode of a report. These actions are triggered when a user interacts with a custom action item in a report that is associated with a report workflow containing integration actions.

To begin, you must first establish a connection between Zoho Creator and the required external service. Once authenticated, you can map fields from your Zoho Creator form to the corresponding modules and fields in the connected service.

When a user triggers the report workflow through the custom action item and the defined conditions are met, the mapped data from the selected records is automatically added in the connected service.

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

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

2. Business use cases

1. Case 1: Convert a qualified lead to Zoho CRM
   In the Zoho Creator Lead Management application, sales teams review potential customers in a Leads report. A custom action item named Push to Zoho CRM is associated with a report workflow that includes an integration action with Zoho CRM.
   When a sales executive reviews a lead and clicks the action item, the selected record is automatically added to Zoho CRM as a new Lead . The CRM record is populated with mapped fields such as name, company, phone number, email, and lead source. This ensures that only qualified leads, approved by a executive, are sent to CRM for further sales follow-up.
2. Case2: Push shortlisted candidates to Zoho Recruit
   In the Zoho Creator Job Portal application, candidates apply for open positions through an Application form. Recruiters review all submissions in the Candidates report. A custom action item named Send to Zoho Recruit is associated with a report workflow that integrates with Zoho Recruit.
   When a recruiter selects shortlisted candidates and clicks the action item, the selected records are automatically added to Zoho Recruit as Candidates. Fields such as candidate name, email, phone number, experience, and applied job role are mapped to the corresponding fields in Zoho Recruit. This ensures that only qualified applicants, verified by the recruiter, are moved into the formal hiring pipeline for further evaluation and processing.
3. Case 3: Create vendor from onboarded suppliers in QuickBooks

Consider an organization that uses a Zoho Creator Procurement and Vendor Onboarding application to manage its suppliers. New vendors submit their details through a form, and the procurement team reviews and verifies them in a Vendors report. A custom action item named Create Vendor is associated with a report workflow.
When a supplier is approved and the procurement team clicks this action item, the supplier record is created in QuickBooks as a vendor. Key fields such as vendor name, contact person, tax ID, payment terms, and bank details are automatically mapped. This ensures that only verified vendors are added to QuickBooks, enabling accurate and efficient payment processing.

3. Setting up integration actions

1. Click Create Workflow, while adding a new custom action item in a preferred report to open the workflow builder.
   
2. Click Add New Action in the workflow builder. The Add New Action panel will slide in from the right. The Add New Action panel will slide in from the right.
   
   1. To create new action in the existing action block, hover over the action inside an action block and click the + icon that appears.
      
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 select the preferred connector for the external service. For demonstration purposes, the Zoho CRM connector is used.
5. From the Action dropdown, select the required operation from the list of available actions supported by the selected connector.
6. Click Add Connection to create and authorize the connection for integrating with the selected service, if one has not already been created.
   1. If an existing connection is available for the selected external service, a Connection dropdown will appear. Choose the required connection from the list, or click the + icon next to the dropdown to create a new connection for that service.
7. Create and authorize the 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 external service fields by selecting each field from the Select Field dropdown and assigning it to the corresponding field in your Zoho Creator form. Ensure that all mandatory fields are mapped to allow 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.
    

4. Points to note

1. 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.

5. Related links

1. Creating action item in reports.
2. Managing report workflows
3. Configuring Deluge script for report workflows
4. Configuring data access actions for report workflows
5. Configuring notification actions for report workflows