Zoho CRM Integration | Add a Related List - Zoho Forms

Adding entries to a related list

Overview

Related Lists are records that are associated with a parent record. For example, a Lead has Notes, Tasks, Events, and calls associated with it. These associated records are called Related Lists.
When you push form entries to a Zoho CRM module, you can also push records associated with each entry to a related list. For example, an Event can be added to a related list associated with a Lead. You can also choose to trigger certain actions in Zoho CRM each time a new entry is pushed to a related list.

You can add entries to a related list associated with a Zoho CRM module in two ways:

  • When you push a new record to a Zoho CRM module from Zoho Forms, you can also push entries associated with the new record to a related list using the same form.

  • When you have an existing record in Zoho CRM, you can push entries associated with the existing record from Zoho Forms to a related list in Zoho CRM using the Zoho CRM Field. 

You can send a pre-filled form to a list of contacts in your Zoho CRM and add their responses to a related list in Zoho CRM.

Setup

To do this,

  1. Navigate to the  Integrations tab and click Zoho CRM.

  2. Configure the Integration setup to add a new record and click Integrate.

  3. Under the Related List tab, the module selected while configuring the integration to add a new record will be listed. Select the required Related List and Layout to which you want to push the associated records.

  4. Map all the mandatory Zoho CRM fields to the corresponding Zoho Forms fields.

  5. To map more fields, click + Add Fields.

    Add entries to a Related List while pushing a New Record to Zoho CRM

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

  7. Select the Actions to be triggered in Zoho CRM each time an entry is pushed to a Related List and click Integrate.

To do this,

  1. Add and configure the Zoho CRM Field in your form.

  2. Navigate to the Integrations tab and click Zoho CRM.

  3. Click Related List.

  4. The module selected while configuring the Zoho CRM field will be listed. Select the required Related List and Layout to which you wish to push the associated records.

  5. Map all the mandatory Zoho CRM fields to the corresponding Zoho Forms fields.

  6. To map more fields, click + Add Fields.

  7. You can select the Actions to be triggered in Zoho CRM each time an entry is pushed to a related list.

  8. Click Integrate to save your settings.

Distribute Prefilled forms from Zoho CRM   

To send a prefilled form to a list of contacts in your Zoho CRM and add their responses to a related list in Zoho CRM,
  1. In your form, configure the setup to add entries to a related list associated with an existing record in Zoho CRM.

  2. In your Zoho CRM, enable Pre-population of Data under Setup > Marketplace > Zoho > Zoho Forms.

    Enable Pre-population of data

  3. You can include the pre-configured form's link directly while drafting an email to a selected contact or insert the form's link while configuring an email template in a module in Zoho CRM.

  4. Pick your contacts from the Zoho CRM module and send the configured email with the link to a prefilled form.

Learn more about how this option works.  
You can choose to trigger certain actions in Zoho CRM each time a new entry is pushed to a related list.

Trigger Actions in Zoho CRM  while adding Related Lists

Automation & Process Management
This option triggers your Workflow Rules, Blueprint, Command Center, Approval Processes, and Review Processes in Zoho CRM while adding entries to a Related List via Zoho Forms.

Attachment & Signature
This option sends attached files and signatures from Zoho Forms to your Zoho CRM account while adding entries to Related List via Zoho Forms. The following attachments can be pushed from Zoho Forms to Zoho CRM:
  1. Signatures
  2. File upload/ Image Upload field attachments
  3. Merged documents (only the documents sent via email notifications can be pushed to Zoho CRM)
  4. 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 (Not supported for Notes module).

Tag Records

This option adds a tag to the records pushed to Zoho CRM from Zoho Forms. You can enter a Tag name of your choice or use a form response as a tag. You can also enter existing tag names created in Zoho CRM to associate the records with that tag.

 

Assignment Rules
This option triggers the Assignment Rules defined in Zoho CRM when form entries are pushed to a related list associated with a Zoho CRM module. 

Upsert Record

This option updates a record if it already exists, or adds a new record if it does not exist. You can arrange the fields in the order of preference for upsertion.

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.
  5. Click Done and save your preferences.
Approval
This option sends the form entries to your Zoho CRM approval list instead of adding the records to a Related list in Zoho CRM module directly. You can manually approve these records in Zoho CRM to add them to a Related List or discard the spam entries.

Set Alert on Integration Failure

Once your setup to add entries to a related list in Zoho CRM is 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.

    Set Email Alert on Integration Failure

  3. 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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