How to import data from Zoho CRM?

Import data from Zoho CRM


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. 

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.

InfoInfo: You can also click the Import data  icon at the top of the pipeline builder to bring data from multiple sources into the pipeline.


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.

InfoThe 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:
  1. Potentials
  2. Deals
  3. Leads
  4. Contacts
  5. Accounts
  6. Tasks
  7. Events
  8. Calls
  9. Campaigns
  10. Quotes
  11. Cases
  12. Solutions
  13. Products
  14. Vendors
  15. Invoices
  16. Price Books
Other modules to import data from in Zoho CRM: 
  1. Subforms
  2. Custom modules
  3. Linking modules
  4. History tracking modules
Notes
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 to the ETL pipeline. You can also right-click the stage and choose the Prepare data option to prepare your data in the DataPrep Studio page. 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.


 

Notes
Note:  After adding a destination to the ETL pipeline, you can 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 and data movement. Learn about the different types of runs here.

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.
InfoInfo: 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. 
Notes
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
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,

  1. If the checkbox is checked: When there is no new data in the source, the last fetched data will be imported again.
  2. 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.

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 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.
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.

Limitations

1. You can import a maximum of 6 million records at a time.


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