Zoho CRM Integration | Add New Record to Zoho CRM module - Zoho Forms

Adding a new record to a Zoho CRM module


Using the Zoho Forms - Zoho CRM integration, you can automatically push your form responses into Zoho CRM modules each time a new form entry is received. You can also trigger certain actions in Zoho CRM such as Workflow Rules, Assignment Rules, etc. while pushing the form entries.

Integration Setup

To push your form entries to Zoho CRM,

  1. Navigate to Integrations tab and click Zoho CRM from the left menu.

  2. Click Integrate.

  3. Select the required Zoho CRM Module and Layout to which you want to push your form data.

  4. Map all the mandatory Zoho CRM fields to the corresponding Zoho Forms fields. To map more fields, click + Add fields.

    Zoho CRM Integration Setup

  5. If you have a Subform in Zoho Forms, you can map the Subform fields to the corresponding Subform fields in Zoho CRM.

  6. Once all the fields are mapped, you can select the necessary actions to be performed in Zoho CRM when your form data is pushed.

  7. Click Integrate to save your settings.

Supported Modules

You can integrate your forms with the following Zoho CRM modules:

Standard Modules: Leads, Contacts, Accounts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, Vendors, Events, Tasks, and Calls.

Custom Modules: Zoho Forms can be integrated with all custom modules in Zoho CRM.

Supported Field Types

These are the Zoho Forms fields that can be mapped with the respective fields in Zoho CRM. 

S. No
Zoho CRM Field
Supported Zoho Forms Fields
1
Single Line
Single Line, Multi Line, Name, Address, Phone, Email, Website, Unique ID, Dropdown, Radio, Multiple Choice, Checkbox, Matrix Choice, Image Choices, Number, Decimal, Currency, Slider, Rating, Formula, Date, Time, Date-Time, Referrer Name, IP Address, Terms & Conditions, Geolocation, Added Email ID, UTM Campaign Details, Payment Status, Payment Currency
2
Multi Line
Single Line, Multi Line, Name, Address, Phone, Email, Website, Unique ID, Dropdown, Radio, Multiple Choice, Checkbox, Matrix Choice, Image Choices, Number, Decimal, Currency, Slider, Rating, Formula, Date, Time, Date-Time, Referrer Name, Terms & Conditions, Geolocation, Added Email ID, UTM Campaign Details, Payment Status, Payment Currency
3
Email
Single Line, Email, Added Email ID
4
Phone
Single Line, Phone
5
Pick List
Single Line, Dropdown, Radio, Matrix Choice, Image Choices, Terms & Conditions, UTM Campaign Details, Payment Status, Payment Currency
6
Multi Select
Multiple Choice, Checkbox, Matrix Choice, Image Choices
7
Date
Date
8
Date-Time
Date-Time, Added Time
9
Number
Number, Slider, Rating
10
Currency
Currency, Payment Amount
11
Decimal
Decimal, Formula, Payment Amount
12
Percent
Decimal, Formula, Payment Amount
13
Long Integer
Number, Slider, Rating
14
Checkbox
Decision Box
15
URL
Single Line, Website

Trigger Actions in Zoho CRM while adding a new record

While pushing form data to Zoho CRM, you can choose to trigger certain actions in Zoho CRM.

Trigger Actions in Zoho CRM

Automation & Process Management:
This option triggers your Workflow Rules, Blueprint, CommandCenter, Approval Processes, and Review Processes configured in Zoho CRM while pushing form entries.

Attachment & Signature: This option pushes attachments associated with each form entry to the selected Zoho CRM module. The following attachments can be pushed from Zoho Forms to Zoho CRM:

  • Signatures

  • File upload/ Image Upload field attachments

  • Merged documents (only the documents sent via email notifications can be pushed to Zoho CRM)

  • PDF of form submissions 

Note: If you have configured to store your file attachments in Zoho WorkDrive using Manage Form Attachments, only the attachment link from Zoho WorkDrive will be pushed to the Zoho CRM module.

Approval: This option pushes form entries to an approval list of the selected module in Zoho CRM instead of adding them to the module directly. You can manually approve these records in Zoho CRM to add them to a module or discard the spam entries. 


Capture GCLID (Google Click ID): This option determines the information regarding the Google Adwords advertisement that brought a Lead/Contact to your website. Capturing GCLID is necessary to obtain the Google Ads information right inside your Zoho CRM account. If you select this option, the GCLID is passed to Zoho CRM along with the pushed form data. 

The following steps are mandatory for this action to function properly:

  1. Integrate your Zoho CRM account with Google AdWords. To do this, follow the first four steps in the Setting up Google AdWords Integration section.

  2. Integrate Zoho Forms with Zoho CRM.

  3. Select Capture GCLID under Actions. Copy the Tracking code from the pop-up and paste it in all the web pages of your website, right before the </body> tag.

The tracking code keeps a record of the GCLID even if the visitor navigates to other pages before filling up your form.


Upsert Record

This option lets you update existing records in Zoho CRM with new values. Upon selecting this option, if a record with identical value exists in Zoho CRM, it will be updated with the new values. If not, a new record will be created in Zoho CRM. You can arrange fields in the order of preference for upsertion. 

Upsert Record

Here's how upsert works:

For example, you arrange an Email field before a Company field. When a form is submitted with the Company as Zylker and Email as rebecca@zylker.com,
  1. First, it is checked if the email rebecca@zylker.com exists in Zoho CRM. If it does, then the mapped fields get updated to the record associated with that email address.

  2. In case the email address rebecca@zylker.com does not exist in Zoho CRM,  it's checked if the company Zylker exists. If it does, then the mapped fields get updated to the record associated with that company name.

  3. If none of the field values exists, then a new record with all the mapped details is created in Zoho CRM.

  4. You can also choose to overwrite existing values in Zoho CRM with empty field values from Zoho Forms or exclude empty values while upserting a record under Upsert Preferences.

  5. Click Done to save your preferences.

Note: The fields that are configured with 'do not allow duplicates values' in the respective module of your Zoho CRM would be displayed as the upsert field in Zoho Forms.

Assignment Rules

This option triggers the Assignment Rules configured in Zoho CRM when form entries are pushed to a Zoho CRM module. To do this,
  1. You must first configure assignment rules for the selected module in Zoho CRM under Setup > Automation > Assignment Rules. 

  2. All the assignment rules configured in Zoho CRM for the selected module will be displayed when you select Assignment Rules action while configuring the integration.

  3. Select an Assignment Rule to be triggered with each form entry. 

Tag Records

This option lets you add a Tag name to the records that are pushed to Zoho CRM from Zoho Forms. You can create a new tag by selecting Add Input Manually or use form responses to tag records. You can also enter existing tag names created in Zoho CRM to associate pushed records with that tag.



Note:  If you update or upsert a record, then the new tag will be applied to the updated or upserted record.

Set Alert on Integration Failure

Once your integration settings are saved, you can choose to receive an email alert if the integration fails.

To do so,

  1. Click Set Alert in the top-right corner.
  2. Configure the email alert template as shown and click Save.

Configure Email Alert on integration failure

  1. To stop receiving email alerts on integration failure, click Remove Alert.
Note:
  1. The option to set an email alert on integration failure is available only in our paid plans.
  2. You can send email alerts to a maximum of 5 users within your organization.
  3. An email alert will be triggered only on the first occurrence of integration failure every 24 hours.

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