Zoho CRM connector for Zoho DataPrep
Zoho DataPrep allows you to seamlessly bring in your sales data from Zoho CRM using the Zoho CRM connector. Using the connector, you can import your sales data from CRM to perform ETL operations like data cleanup, data migration, data sync, and data backup in more than one way, enabling efficient data movement into your pipelines. Here's a quick video on how to use Zoho DataPrep to clean CRM data.
Let us take a look at the steps to import data from Zoho CRM into Zoho DataPrep.
To import data from Zoho CRM
1. Open an existing pipeline or create a pipeline from the Home Page, Pipelines tab or Workspaces tab and click the Add data option.
Info: You can also click the Import data 2. Choose the Zoho Apps category from the left pane and click Zoho CRM. You can also directly search the option in the search box.
3. Select the required environment from the Choose environment dropdown.
Below are the two environments:
Production - A production environment is the live system where an application, website, or software operates and is accessible to users. It’s the environment where the final, fully tested version of a product is deployed and made available to end-users.
Sandbox(BETA) - A sandbox is an isolated environment to test and validate various business cases in real-time. This protects your production environment from any issues occurring due to faulty codes, erroneous configurations, etc. Organizations can run multiple isolated environments to test and make changes without affecting their existing system. Once tested successfully, they can deploy the changes to the production account. With Zoho CRM Sandbox you can involve your org users, and the developers from outside to collaborate and test new configurations or rectify issues outside the live CRM environment. You can create such multiple environments and test different CRM settings independently.
4. Choose your organization from the Choose organization dropdown.
5. You can choose to import data from the beginning or configure your import since a specific date.
6. You can select the date from when data needs to be imported in the Import data from field.
The new and modified data will be fetched from the selected date using the Created_Time and Modified_Time columns.7. In the Select modules box, you can choose to import data from the following modules in Zoho CRM:
- Potentials
- Deals
- Leads
- Contacts
- Accounts
- Tasks
- Events
- Calls
- Campaigns
- Quotes
- Cases
- Solutions
- Products
- Vendors
- Invoices
- Price Books
Other modules to import data from in Zoho CRM:
- Subforms
- Custom modules
- Linking modules
- History tracking modules
Note: You cannot import data from Multi select lookup field in any modules.
8. The selected modules appear at the top. Click Import to import the selected modules into Zoho DataPrep.
9. Once you have completed importing data, Pipeline builder page will open from where you can start applying transforms as part of the ETL process. You can also right-click the stage and choose the Prepare data option to prepare your data in the DataPrep Studio page, enabling smooth data movement and data integration. Click here to know more about the transforms.
10. Once you are done creating your data flow and applying necessary transforms in your stages, you can right-click a stage and add a destination to complete your data flow.
10. Once you are done creating your data flow and applying necessary transforms in your stages, you can right-click a stage and add a destination to complete your data flow.
Schedule
You can schedule your pipeline using the Schedule option. You can also import incremental data from your Zoho CRM account while scheduling. Incremental data import is a method used to import new or modified records after the previous sync.
Schedule configuration
1. Select the Schedule option in the pipeline builder.
2. Select a Repeat method (hourly, daily, weekly, monthly) and set frequency using Perform every dropdown. The options of the Perform every dropdown change with the Repeat method. Click here to know more.
3. Select the GMT at which you want to import new data found in the source. By default, your local time zone will be selected.
4. Pause schedule after: This option allows you to choose to pause the schedule after n number of failures.
Info: The range can be between 2-100. The default value is 2.Import configuration
You can configure how to import and fetch incremental data from your CRM module using the Import configuration option.
Note: The import configuration needs to be mandatorily setup for all the sources in the pipeline. Without setting up the import configuration, the schedule cannot be saved.
5. Select the Click here link to set the import configuration.
6. Select the required option from the How to import data from source? drop down. You can choose to import all data, modified and new data, or only new data using this option.
Import all data
If you want to import all data, select the date from when data needs to be imported in the From field. This option will import all available data from the selected date for every scheduled run.
Incremental data fetch
Only modified and new data
To import the modified and new data incrementally from the last imported time, select Only modified and new data option from the drop-down.
Match based on column: You can choose the User modified time or Modified time column from the drop-down based on which the data must be sorted and imported.
Only new data
To import the new data incrementally from the last imported time, select Only new data option from the drop-down.
Info: The new data will be fetched using the Created_Time columns from the last imported time.
Use existing data if new data is not available:
During incremental import,
- If the checkbox is checked: When there is no new data in the source, the last fetched data will be imported again.
- If the checkbox is unchecked: When there is no new data in the source, the import will fail and no files will be imported. This will, in turn, cause the entire pipeline job to fail.
Do not import data
The data is imported only once. The second time, the rules gets applied on the same data and gets exported.
7. Click Save to schedule import for your data.
Note: If you have already configured a schedule from CRM, data will be reloaded based on your earlier configuration under the Import configuration section when you click on the Edit schedule option and set a new schedule.
Schedule settings
Stop export if data has invalid values: Enabling this will stop the export when prepared data still has invalid values.
Order exports
You can use this option when you have configured multiple destinations and would like to determine in what order the data has to be exported to destinations.
If not enabled, export will run in the default order.
If not enabled, export will run in the default order.
Note: This option will be visible only if you have added more than one destination in your pipeline.
To rearrange the order of your export destinations
1) Click the Order exports toggle.
2) You can drag and drop to change the order of the destinations and then click Save.
Note: Click the Edit order link if you want to rearrange the order again.
8. After you configure the schedule configuration, click Save to execute the schedule. This will start the pipeline.
Each scheduled run is saved as a job. When a pipeline is scheduled, the data will be fetched from your data sources, prepared using the series of transforms you have applied in each of the stages, and then data will be exported to your destination through seamless data integration at regular intervals. This complete process is captured in the job history.
9. To go to the jobs list of a particular pipeline, go to the 
ellipses icon in the pipeline builder, and click on the Job history menu to check the job status of your pipeline.
10. Click the required job ID in the Jobs history page to navigate to the Job summary of a particular job.
The Job summary shows the history of a job executed in a pipeline flow. Click here to know more.
10. Click the required job ID in the Jobs history page to navigate to the Job summary of a particular job.
The Job summary shows the history of a job executed in a pipeline flow. Click here to know more.
11. When the schedule is completed, the data prepared in your pipeline will be exported to the configured destinations.
Info: You can also view the status of your schedules later on the Jobs page.
Note: If you make any further changes to the pipeline, the changes are saved as a draft version. Choose the Draft option and mark your pipeline as ready for the changes to reflect in the schedule.
After you set your schedule, you can choose to Pause schedule or Resume schedule, Edit schedule and Remove schedule using the Schedule Active option in the pipeline builder.
When you edit and save a schedule, the next job will be from the last schedule run time to the next scheduled data interval.
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 required environment where you would like to export your data from the Choose environment dropdown.
Below are the two environments:
Production - A production environment is the live system where an application, website, or software operates and is accessible to users. It’s the environment where the final, fully tested version of a product is deployed and made available to end-users.
Sandbox(BETA) - A sandbox is an isolated environment to test and validate various business cases in real-time. This protects your production environment from issues that may arise from faulty code, erroneous configurations, and other problems. Organizations can run multiple isolated environments to test and make changes without affecting their existing system. Once tested successfully, they can deploy the changes to the production account. With Zoho CRM Sandbox, you can involve your org users and the developers from outside to collaborate and test new configurations or rectify issues outside the live CRM environment. You can create multiple environments and test different CRM settings independently.
5. 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.
6. Choose the Layout in Zoho CRM to which you want to export your data.
7. 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.
8. 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, make sure you select a value in the Match based on field manually.
9. 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.
10. 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.
Note: When exporting data from other sources to Zoho CRM, you can choose the following file encoding formats: UTF-8, UTF-16, ISO-8859-1, ISO-8859-2, ISO-8859-9, ISO-8859-11, GB2312, GBK, Big5, Shift-JIS, and Windows-1251.
11. Save the destination configuration.
Check Target Matching
Navigate to the DataPrep Studio page of the stage where Zoho CRM is set as the destination.
Click the target matching icon
at the top right corner and choose the Show target option. Make sure the target matching is done to avoid export failure. Click here to know more about target matching.
Now, after checking the target matching, you may want to try executing your pipeline using a manual run at first. Once you make sure the manual run works, you can then set up a 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 the data will be exported to your destination. This complete process is captured in the Jobs page.
12. 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 it 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.
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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