Export data to Zoho CRM
You can export your sales data from Zoho DataPrep to Zoho CRM using the Zoho CRM connector. You can use Zoho DataPrep to perform data cleanup , data migration , and data backup in more than one way. Here's a quick video on how to use Zoho DataPrep to clean CRM data.
To export data to Zoho CRM
1. Open an existing pipeline or create a pipeline from the Home Page, Pipelines tab or Workspaces tab. You can bring your data from 50+sources.
2. On the Pipeline Builder page, once you have completed creating your data flow and applying the necessary transforms in your stages, you can right-click a stage and select the Add Destination option.
3. You can search for Zoho CRM under the All destinations tab or filter using the Zoho Apps category and click on it.
4. Choose the Organization and Module in Zoho CRM to which you want to export your data. You can export data to one of these modules in Zoho CRM:
- Leads
- Contacts
- Accounts
- Deals
- Campaigns
- Vendors
- Cases
- Solution
- Price_Books
- Products
Other modules to export data to in Zoho CRM:
- Subforms
- Custom modules
Note: You cannot export data to Multi select lookup field in any modules.
5. Choose one of the below options to determine how to handle the data being exported to Zoho CRM:
- Add only new records : Using this option you can only add newly imported records from Zoho CRM.
- Only update existing records : Using this option, you can update the existing records in Zoho CRM that match the selected field (match based on field).
- Both add and update records : This option will update the records that match the selected field provided and insert those records that do not match the selected field value.
6. The ID field is used to match the data and is prefilled from your CRM module. However, you can manually choose the desired field from the Match based on field dropdown. But please make sure that the field is Marked as Required and marked as Do not allow duplicates in your CRM module. Click here to know more.
Note: If you are exporting data that was imported from any source other than Zoho CRM, m ake sure you select a value in the Match based on field manually.
7. When you choose to update existing records, you can also Skip emptying a field when updating existing records . This will avoid data loss when updating records if DataPrep has an empty field whereas the CRM record already has data.
8. When you are exporting data to the same module that you imported from, you may choose to Delete records from CRM that do not match the exported data. For example, if you've imported records from the Leads module and removed duplicates, you may choose to delete those duplicate records from Zoho CRM when you export back to the same Leads module.
You can also review the records before deleting using the Review records to be deleted link.
9. Click Save. Now that you have added a destination, you may want to try executing your pipeline using a manual run at first. Once you make sure manual run works, you can then set up schedule to automate the pipeline. Learn about the different types of runs here.
Info: Each run is saved as a job. When a pipeline run is executed, the data fetched from your data sources will be prepared using the series of transforms you have applied in each of the stages, and then data will be exported to your destination. This complete process is captured in the Jobs page.
10. If the manual run succeeds without any errors, your data will be exported successfully. If the manual run fails throwing the below target match error, you can fix them by completing the target matching steps.
Target matching is a useful feature in DataPrep that prevents export failures caused due to errors from the data model mismatch.
Note: Target matching will be applied even if you export data to a new table and automate the pipeline using the Schedule run option. Only during the first schedule it will treated as a new table. In the subsequent exports, the new table will be treated as an existing table and target matching will be applied.
Target matching during export to CRM
Target matching happens before the data is exported to the destination. Target matching is a useful feature in DataPrep that prevents export failures caused due to errors from the data model mismatch. Using target matching, you can set the required CRM module as the target and align the source data columns to match with your target. This ensures seamless export of high quality data to Zoho CRM.
Note: Target matching failure is not an export failure. Target matching happens before the data is actually exported to the destination. This way the schema or data model errors that could cause export to fail are caught beforehand preventing export failures.
When target match check fails
1. If the target match check fails during export, you can go to the DataPrep Studio page, click the target matching icon 
at the top right corner and choose the Show target option. The target's data model is displayed above the existing source data. The columns in the source are automatically aligned to match the columns in the target, if found.
Target matching displays the different icons and suggestions on the matched and unmatched columns. You can click on these suggestions to quickly make changes to match the existing column with the target column. To make it easier for you to fix the errors, the target module in your CRM is attached as a target to your data. You can view the mapping of your data with the table in the DataPrep Studio page along with the errors wherever there is a mismatch. You can hover over the error icons to understand the issue and click on them to resolve each error.
Note: All columns are displayed in the grid by default. However, you can filter out the required option by clicking the All columns link.
2. Click the View summary link to view the summary of the target match errors. The summary shows the different model match errors and the number of columns associated with each error. You can click on the required error columns and click Apply to filter out specific error columns.
Target match error summary
- The Target match errors section shows the errors and the number of columns associated with each error.
- The section at the top lists the error categories along with the number of errors in each category.
- You can click them to filter errors related to each category in the panel.
- In the default view, all columns are displayed. However, you can click any error category and get a closer look at the columns or view the error columns alone by selecting the Show only errors checkbox.
- Your filter selection in the Target match error summary will also be applied on the grid in the DataPrep Studio page.
Target matching errors
The errors in target matching are explained below:
- Unmatched columns : This option shows all the unmatched columns in the source and target.Note:
- The non-mandatory columns in the target can either be matched with a source column if available or ignored.
- If you have imported the source data from any source other than CRM, the additional columns present in the source will not be included during export by default. However, you can rename and match those columns if you want to include them.
- If you have imported the source data from CRM, the columns in the source that are missing in the target need to be matched or removed to proceed exporting. However, the additional columns(system-generated) columns will be ignored during the export.
When using the unmatched columns option, you can toggle the Show only mandatory columns option to see if there are any mandatory columns(set as mandatory in the target) and include them. You can also fix only the mandatory columns and proceed to exporting.
- Data type mismatch : This option displays the columns from the source having data types that do not match the columns in the target.
- Data format mismatch : This option displays columns from the source having date, datetime and time formats that differ from those in the target.
- Constraint mismatch : This option displays the columns that do not match the data type constraints of the columns in the target. To know how to add constraints for a column, click here.
- Mandatory column mismatch: This option displays the columns that are set as mandatory in the target but not set as mandatory in your source.Note: The mandatory columns cannot be exported to the destination unless they are matched and set as mandatory. You can click the
icon above the column to set it as mandatory. You can also use the Set as mandatory (not null) check box under the Change data type transform to set a column as mandatory.
- Data size overflow warnings : This option filters the columns with data exceeding the maximum size allowed in the target.
3. After fixing the errors you can go to the Pipeline builder page and run your pipeline to export your data. Once you make sure manual run works, you can then set up schedule to automate the pipeline. Learn about the different types of runs here
4. In case of partial export failures, you may choose to undo or cancel the changes done to Zoho CRM using the Rollback now feature. You can rollback even a successful export if you want to. Learn more about rollback in the next section.
Rollback export
You can undo or cancel the changes done to your CRM module in case of partial export failures using the Rollback feature. Rollback will help you delete the inserted records, undo changes in the updated records, and restore the deleted records in your CRM module. Here's a quick video on Rollback export.
To Rollback
In case of partial export failures, you may choose to undo or cancel the changes done to Zoho CRM using the Rollback now feature. You can rollback even a successful export if you want to.
1. Click the Rollback now link in the Output tab to rollback the export immediately.
2. Review the rollback details and click Rollback in the confirmation dialog.
3. The rollback progress is shown. Please do not perform any other action while rollback is in progress. The rollback process cannot be reverted once started.
Important:
1. You can rollback only the latest export, i.e., the Rollback data sync link will be visible only for the most recent export that was carried out using the processed data.
2. The rollback process cannot be reverted once started. Please do not perform any other action while rollback is in progress.
Limitations
1. You can use only the ID column under the Match based on field to match data during export.
2. You can export a maximum of 600,000 (600K) records at a time.
3. You can export a maximum of 100 entries to each subform of a parent record in a module.
The maximum number of row entries allowed in the subform can be set under each subform's properties. Click here to know more.
4. Zoho DataPrep does not support workflow triggers in CRM. Also, by default, Zoho CRM doesn't support workflow triggers. However, you can contact the Zoho CRM team to enable workflows.
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