Case 1: Truncating and adding records in Zoho CRM

Consider a pipeline where the source data comes from Zoho Analytics and needs to be updated in Zoho CRM. The case here is to retain only the latest data in CRM, therefore all existing records in the CRM module must be deleted before pushing the latest ones.

Steps to be followed to truncate and add records in Zoho CRM

1. Delete Existing Records from Zoho CRM using filtering:

• Import data from Zoho CRM. Here, you might want to import all those records you want to delete in your CRM module(s) either from beginning or from a custom date. 
  
  
• Use the Filter Transform to filter and delete all existing records.
  
  

a) Right-click on a column and select the Filter option.

b) Click the  icon, then choose All Column Filter.

c) From the dropdown, select Data Quality, filter the columns based on Valid Data.

d) Repeat the same process for filtering Invalid Data and Missing Data and keep the filtered rows. 

• Add Zoho CRM to the destination and choose Update new records and enable Delete records from CRM to delete the existing records in Zoho CRM.
  
  
  
  
  

2. Insert New records from Zoho Analytics to CRM:

Create another flow from Zoho Analytics to Zoho CRM to insert new data. 

Note: While adding the destination as Zoho CRM, select only add newly imported records.

3. Check Target Matching
After adding the destination, navigate to the DataPrep Studio page, 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.

4. Schedule the Pipeline:

• You can schedule your pipeline using the Schedule option in the pipeline builder. Select a Repeat method (hourly, daily, weekly, monthly) and set frequency using Perform every dropdown.
  
  

• Set the import configuration for all the data sources.
  
  

By scheduling the pipeline, the existing data from Zoho CRM will first be imported and deleted. Then, the latest data from Analytics will be pushed into the CRM module. This process will continue based on the specified repeat method and default ordered exports. When the job is completed, you can view the job summary in the Jobs page.

Case 2: Truncating and adding records in Zoho Creator

Consider a pipeline where the source data comes from Zoho Analytics and needs to be updated in Zoho Creator. The case here is to retain only the latest data in Creator, therefore all existing records in the Creator form must be deleted before pushing the latest ones.

Steps to be followed to truncate and add records in Zoho Creator:

1. Delete Existing Records from Zoho Creator using filtering:

• Create a flow from Zoho Creator to Zoho Creator.
  
  
• Use the Filter Transform to filter and delete all existing records.
  
  Right-click on a column and select the Filter option. Click the  icon, then choose All Column Filter. From the dropdown, select Data Quality, filter the columns based on Valid Data. Repeat the same process for filtering Invalid Data and Missing Data and keep the filtered rows. 
  
  
  
  
• Add Zoho Creator to the destination and choose Update existing records and enable Delete records from Zoho Creator to delete the existing records in Zoho Creator.

2. Insert New records from Zoho Analytics to Creator:

Create another flow from Zoho Analytics to Zoho Creator to insert new data. 

Note: While adding the destination as Zoho Creator, select Add only new records.

3. Check Target Matching
After adding the destination, navigate to the DataPrep Studio page, 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.

4. Schedule the Pipeline: 

• You can schedule your pipeline using the Schedule option in the pipeline builder. Select a Repeat method (hourly, daily, weekly, monthly) and set frequency using Perform every dropdown.

• Set the import configuration for all the data sources.
  
  

By scheduling the pipeline, the existing data from Zoho CRM will first be imported and deleted. Then, the latest data from Analytics will be pushed into the CRM module. This process will continue based on the specified repeat method and default ordered exports. When the job is completed, you can view the job summary in the Jobs page. 

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