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. Click the Export now option from the Export menu in the DataPrep Studio page.
2. You can search for Zoho CRM under the All destinations tab or filter using the Zoho Apps category and click on it.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. Click Next to view the Export Summary . The summary consists of the details such as the destination, module name, number of records to be exported, and the target match check result.
9. If the target match check fails, you need to fix the errors by completing the target matching steps. If the target match check is passed, you can proceed with exporting your data to CRM.
Info : Target matching is a useful feature in DataPrep that prevents export failures caused due to errors from the data model mismatch. Learn more about target matching .
Info : You also have an option to rollback your export because of partial failures or other problems during the export. Learn how to rollback
10. Click the Export button to export your data instantly to Zoho CRM.
Target matching during export to Zoho 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 dataset columns to match with your target CRM module fields. 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. Learn more about target matching .
When target match check fails
1. If the target match check fails during Zoho CRM export, you can click the View error details link from the Export summary pane to get an overview of the errors.
2. The Target match errors panel shows the different model match errors and the number of columns associated with each error.
Pro Tip: The default view shows only the error columns, but you can always uncheck the Show only error checkbox to view all the columns.
The errors in target matching are explained below:
-
Unmatched columns : This option shows all the unmatched columns in the source and target datasets.
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 dataset 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 dataset 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 dataset having data types that do not match the columns in the target.
- Data format mismatch : This option displays columns from the source dataset having date, datetime and time formats that differ from those in the target dataset.
- 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 columns mismatch : This option displays the columns that are set as mandatory in the target but not set as mandatory in your source dataset.
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.
Note: The Data size overflow warning is only applicable to database targets.
For the unmatched columns filter, you can select the Show only mandatory columns checkbox to view only the mandatory columns.3. You can return to your dataset to fix the column-level issues shown in the Target match errors pane using the Fix errors button.
To make it easier for you to fix the errors, the target module in your Zoho CRM is attached as a target to your dataset. You can view the mapping of your dataset with the CRM module 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.
- 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 errors panel will also be applied on the grid in the DataPrep Studio page.
4. After fixing the errors you can proceed with exporting your data to Zoho CRM.
5. Once the export is complete, the export summary widget shows the number of records inserted, updated, deleted, and in some cases, failed to export, if there were any.
6. You can also choose to schedule the export using the Schedule this export? option.
To schedule export,
- Select a Repeat method (Every 'N' hours, Every day, Weekly once, Monthly once) and set frequency using Perform every dropdown.
- You can also select the Time zone to export data. By default, your local timezone will be selected and click Save .
Click here to know more about Schedule export.
7. You can also download the deleted and failed records if any by clicking the download icon, if you wish to review them.
8. In case of partial export failures, you may choose to undo or cancel the changes done to the CRM module 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.
You can rollback either immediately after the export from the export summary pane, or later from the Processed Data panel accessible from the Workspace details page.
Rollback now
In case of partial export failures, you may choose to undo or cancel the changes done to the CRM module using the Rollback now feature. You can rollback even a successful export if you want to.
1. Click the Rollback now link in the Export summary to rollback the export immediately. Review the rollback details and click Rollback in the confirmation dialog.
2. 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.
You can also choose to Rollback later if you do not wish to rollback immediately.
To rollback later
1. Go to the Workspace details page.
2. Hover over the required dataset, click the ellipses menu and select Processed Data from the context menu.
3. The side pane will open up listing all the processed data IDs available for the dataset, along with the generated time.
4. You can view the Zoho CRM icon against those IDs which contain exports carried out to Zoho CRM destination.
5. Click on the required ID to view all the exports that were carried out using the processed data.
6. Each export's summary widget shows the number of records inserted, updated, deleted, and in some cases, failed to export, if there were any.
7. You can also download the deleted and failed records by clicking the download icon, if you wish to review them.
8. Click the Rollback data sync link of the required export to rollback the updates pushed to CRM by the export.
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.
To schedule data export
You can schedule data export using the Schedule export option.
1. Select the Schedule export option from the Export menu in the DataPrep Studio page.
2. Click the New schedule button to create a new schedule for export.
Note:
You can also pause or resume, edit, share, and delete existing schedules from here.
3. In the Schedule config section, select a Repeat method (Every 'N' hours, Every day, Weekly once, Monthly once). Choose a time to repeat (i.e. set a frequency) using the Perform every option and your Time zone .
4. Select the Time zone to export data. By default, your local timezone will be selected.
5. Click Next and select Zoho CRM to export your data.
6. 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:
6. 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
- Subforms
- Custom modules
Other modules to export data to in Zoho CRM:
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.
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.
11.Click Next to view the target match result in the Export Summary section.
11.Click Next to view the target match result in the Export Summary section.
12. If the target match check fails, you need to fix the errors by completing the target matching steps. If the target match check is passed, you can proceed with exporting your data to CRM.
Info : Target matching is a useful feature in DataPrep that prevents export failures caused due to errors from the data model mismatch. Learn more about target matching .
13. Click the Export button and schedule the export.
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.
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