Installation And Usage Guide for Bigin Topping

The Zoho FSM for Bigin topping offers small businesses a way to enhance collaboration between their sales and service teams. By providing a unified customer view, it enables quicker and more effective customer issue resolution. This ultimately leads to a more strategic customer engagement approach and increased sales. Additionally, the data syncing feature of this topping minimizes the need for redundant data entry, automating and streamlining operations. As a result, teams can focus on more important tasks, while also improving accountability and transparency throughout the organization.

Prerequisites

- Standard edition or above of Zoho FSM

- Express and Premier editions of Bigin

Functionalities

This topping allows the user to do the following:

Create Pipelines (Deals) in Bigin using Zoho FSM data

Install the Topping

You can install Zoho FSM for Bigin either from Bigin Marketplace or from Bigin.

To install the topping from your Bigin account:

Navigate to Settings > Toppings.
Under the Marketplace tab, search for Zoho FSM for Bigin.
Click Install.
Select the checkboxes for terms and conditions and click Install.
Select the checkboxes for terms and conditions and click Continue.
To provide access to this topping to users in your Bigin account, choose one of the following and click Confirm:

Install for admins only: The topping will be enabled only for the users with the default Administrator profile.
Install for all users: The topping will be enabled for all users.
Choose profiles: When you choose this option, you will be asked to select profiles. The topping will be enabled for all the users in the selected profiles.

Click Authorize.
Ensure that your Zoho account is confirmed.
Click Accept to allow access to Zoho FSM and Bigin data.
Click Settings.
Click Integrate.
Refer to this page to learn about the possible errors you may encounter during the installation process and how to resolve them.

If the Zoho Books/Invoice organization integrated with Zoho FSM is not integrated with Bigin, then you cannot proceed with the integration (see the screenshot below). Refer to this section on how to integrate Zoho Books/Invoice with Bigin.

The topping is installed.

Once the topping is installed, certain field and conversion mappings are set by default. Refer to this section on how to manage these mappings.

Manage Field and Conversion Mapping

Certain field mappings are required for the data sync between Zoho FSM and Bigin. These field mappings will determine the field values that get synced between Zoho FSM and Bigin. Since the data sync between Bigin and Zoho FSM happens via Zoho Books/Invoice, the field mappings used for the Bigin-Zoho Books/Invoice integration and Zoho FSM-Zoho Books/Invoice integration are used here too. To manage these mappings, do the following:

In Bigin, navigate to Settings > Toppings > Marketplace. Click the Installed tab, and click Settings for Zoho FSM for Bigin.
Under Field Mapping, click on Bigin - Zoho Books/Invoice to manage the field mappings used for the Bigin-Zoho Books/Invoice integration. Similarly, click on Zoho Books/Invoice - Zoho FSM to manage the field mappings used for the Zoho FSM-Zoho Books/Invoice integration.

When you click on Bigin - Zoho Books/Invoice, the user will be taken to the topping details page for Zoho Books/Invoice. Under Configure modules to be synced, click Edit for the module whose field mappings you want to change.

Similarly, when you click on Zoho Books/Invoice - Zoho FSM, the user will be taken to Setup > Billing > Billing Setup > Sync Setting in Zoho FSM. Click Configure for the Field Mapping you want to manage.

While creating records for Zoho FSM modules within Pipeline (Deals) in Bigin, some of the details are prefilled in the Create forms. There are field mappings that determine which field values get copied from the Zoho FSM modules to the Pipeline (Deals) module. To manage these mappings, do the following:

In Bigin, navigate to Settings > Toppings > Marketplace. Click the Installed tab, and click Settings for Zoho FSM for Bigin.
Under Conversion Field Mapping, click Configure for the conversion field mapping you want to manage.
Map the fields from the Bigin modules to Zoho FSM modules that you want to get copied during conversion and click Save.

Integrating Zoho Books/Invoice with Bigin

To integrate Zoho Books/Invoice with Bigin, do the following:

In your Bigin account, navigate to Settings > Built by Bigin click Setup Now for Zoho Books/Invoice.
Select the Zoho Books/Invoice Org associated with your Zoho FSM account and click Save.

You can find the details about the Zoho Finance (Zoho Books/Invoice) Org associated with your Zoho FSM account at Setup > Billing > Billing Setup.

You now need to establish the sync settings of Bigin's Companies/Contacts with Zoho Books/Invoice Customers. You also need to establish the sync settings of Bigin's Products with Zoho Books/Invoice's Items.

Set Sync Settings between Bigin's Companies/Contacts and Zoho Books/Invoice Customers

To set sync settings between Bigin's Companies/Contacts and Zoho Books/Invoice's Customers:

Click Configure for Contact & Contact Persons.

Based on the sync type between Zoho FSM and Zoho Books/Invoice, select the values for Which modules need to be synchronized with Zoho Books/Invoice Customer? Refer to the table below for details:

Sync Type between Zoho FSM and Zoho Books/Invoice	Which modules need to be synchronized with Zoho Books/Invoice Customer
Type I	Accounts
Type II	Contacts
Type III	Accounts & their Contacts
Type IV*	Accounts & their Contacts Include contacts which are not associated to any accounts.

*During Zoho FSM onboarding, if you are integrating with an existing Books/Invoice organization, the sync type chosen for your FSM-Books/Invoice integration will be the same as the sync type in Bigin-Books/Invoice integration. Else, if you are creating a new Invoice organization, the default sync type will be Type IV.

To find out the sync type used between Zoho FSM and Zoho Books/Invoice, in Zoho FSM, navigate to Setup > Billing > Billing Setup and click the Sync Setting tab. You can find the sync type listed under Module Mapping > Customer.

For Which records need to be synchronized?, select the type of records you want synced.
Choose how to handle duplicate records.
Under Map Fields, select the Zoho Books/Invoice and Bigin fields whose values you want synchronized.
Click Save.

Set Sync Settings between Bigin's Products and Zoho Books/Invoice Items

To sync settings between Bigin's Products and Zoho Books/Invoice Items:

Click Configure for Items.
For Which records need to be synchronized?, select the type of records you want synced.
Choose how to handle duplicate records.
Under Map Fields, select the Zoho Books/Invoice and Bigin fields whose values you want synchronized.
Click Save.

Note

To modify the sync settings at any time click Edit and makes the necessary changes.

Manage Record Permissions

Permission Required: Admin permission in Zoho FSM

You can configure settings to manage the user permissions and the options that are available in each record. To manage these settings:

In Zoho FSM, navigate to Setup > Integration > Bigin and click next to the heading Permissions.
In the Edit Permissions overlay, make the necessary changes and click Save.

You can manage these record permissions at any time.

Using the Topping

The following can be achieved using the topping:

Create Pipelines (Deals) in Bigin using Zoho FSM data

Access and generate records for Zoho FSM modules within Bigin

From the Company, and Contact records in Bigin, you can create records for Zoho FSM Requests, Estimates, Work Orders, and Service Appointments. Within each Company, and Contact record in Bigin, you can view all the Zoho FSM Requests, Estimates, Work Orders, Service Appointments, and Assets associated with them.
From the Product record in Bigin, you can create records for Zoho FSM Assets. Within each Product record in Bigin, you can view all the Zoho FSM Assets associated with them.

To generate records for Zoho FSM modules from Companies/Contacts in Bigin:

From Companies/Contacts, select a record and click Zoho FSM.
Click the Create dropdown button and select the module whose record you want to create.
In the Create <Record> page, enter the necessary details and click Save.

The created record will be listed here. Click on the record name to navigate to the record in Zoho FSM.

You can also see these records under the Zoho FSM tab. Apart from the records created from Bigin, you can view all the Requests, Estimates, Work Orders, Service Appointments, and Assets associated with the Company/Contact.

Generate records for Zoho FSM modules within Pipelines (Deals)

From the Pipeline (Deal) record in Bigin, you can create records for Zoho FSM Requests, Estimates, and Work Orders. Within each Pipeline (Deal) record in Bigin, you can view all the Zoho FSM Requests, Estimates, and Work Orders associated with it.
You can link an existing Zoho FSM Request, Estimate, or Work Order to a Pipeline (Deal). You can link a Zoho FSM Request, Estimate, or Work Order to only a single Pipeline (Deal).
When a Zoho FSM Requests created for a Pipeline (Deal) is converted to an Estimate, the newly created Estimate too will be listed under the respective Pipeline (Deal).

To generate records for Zoho FSM modules from Pipeline (Deal) in Bigin:

From Pipelines (Deals), select a record and click Zoho FSM.
Click the Create dropdown button and select the module whose record you want to create.
In the Create <Record> page, enter the necessary details and click Save.

To link a Zoho FSM record to a Pipeline (Deal) in Bigin:

From Pipelines (Deals), select a record and click the Zoho FSM button.
Select the desired tab and click the link [] icon.
Search for a record, select it, and click Link.

The created record will be listed here. Click on the record name to navigate to the record in Zoho FSM.

You can also see these records under the Zoho FSM tab.

Create Pipelines (Deals) in Bigin using Zoho FSM data

You can create Pipelines (Deals) Bigin using Companies and Contacts in Zoho FSM. Once the Companies and Contacts in Zoho FSM are synced with the Companies and Contacts in Bigin, you can use them in the transaction records.

View Notes of Zoho FSM Records

The notes that you add to the Contact, Company, Request, Estimate, Work Order, Service Appointment, or Asset records in Zoho FSM can be viewed from Bigin.

Within a Contact, or Company record in Bigin, you can view the notes added to it from Zoho FSM. You can also view the notes added to the Request, Estimate, Work Order, Service Appointment, and Asset records associated with the Contact, or company record.
Within a Pipeline (Deal), you can also view the notes added to the Request, Estimate, and Work Order records associated with it.

Note: The attachments in the notes cannot be viewed or downloaded.

To view notes within a Contact, or Company:

From Companies/Contacts, select a record and click the Zoho FSM button.
Hover over a Request, Estimate, Work Order, Service Appointment, or Asset and click on the View Notes [ ] icon.
User will be taken to the Notes tab, and the notes associated with it will be listed.
Click on the View Notes link displayed against the Contact/Company name. User will be taken to the Notes tab, and the notes associated with the Contact/Company will be displayed.

To view notes within a pipeline (deal):

From Pipeline (Deal), select a record and click the Zoho FSM button.
Hover over a Request, Estimate, or Work Order and click on the View Notes [ ] icon.

User will be taken to the Notes tab, and the notes associated with it will be listed. You can also choose the module whose records you want to select.

Data sync between Bigin and Zoho FSM

Using Zoho FSM for Bigin, you can sync data between Bigin and Zoho FSM. This is achieved via Zoho Books/Invoice. Zoho FSM for Bigin requires the integration between Bigin and Zoho Books/Invoice. Zoho FSM comes with built-in integration with Zoho Books/Invoice. Thus Zoho Books/Invoice acts as a conduit between Bigin and Zoho FSM that enables syncing of data between them.

The data sync between Bigin and Zoho FSM will happen between the following modules:

Bigin	Zoho FSM
Companies	Companies
Contacts	Contacts
Products	Services And Parts

Using the sync between Zoho Books/Invoice-Zoho FSM and Zoho Books/Invoice-Bigin, the Bigin-FSM data will be synced as follows:

Sync Type	Description
Type I	- The Companies in Zoho FSM will be synced as Companies in Bigin. - Companies from Bigin will be synced as Companies in Zoho FSM.
Type II	- The Contacts from Zoho FSM will be synced as Contacts in Bigin. - Contacts from Bigin will be synced as Contacts in Zoho FSM
Type III	- The Companies and the associated Contacts in Zoho FSM will be synced respectively as Companies and associated Contacts in Bigin. - Companies and associated Contacts from Bigin will be synced respectively as Companies and associated Contacts in Zoho FSM.
Type IV	- The Companies and the associated Contacts in Zoho FSM will be synced respectively as Companies and associated Contacts in Bigin. Contacts from Zoho FSM not associated to a Company will be synced as Contacts in Bigin. - Companies and associated Contacts from Bigin will be synced respectively as Companies and associated Contacts in Zoho FSM. Contacts from Bigin not associated to an Company will be synced as Contacts in Bigin.

For the data sync between Zoho FSM and Bigin to function, certain field mappings are required.
The sync between Zoho FSM or Zoho Books/Invoice happens every three hours unless manual sync is performed. The sync between Bigin or Zoho Books/Invoice happens every two hours unless manual sync is performed.
In case if the sync hasn't occurred/enabled, then you can manually sync the Bigin Companies, Contacts, and Products with Zoho FSM records.
While creating Zoho FSM records from Bigin, it will be indicated if some of the details in the Bigin record (Company, Contact, or Product) have not yet been synced with Zoho FSM. When you click Sync & Continue, the records will be synced with Zoho FSM and you can proceed creating the record.

Perform record actions on Zoho FSM records

To change the owner of Zoho FSM Requests, Estimates, and Work Orders:

Go to a Companies/Contacts/Tickets record in Bigin and click the Zoho FSM button.
Hover over a Request, Estimate, or Work Order and select Change Owner from More Options [ ].
In the Change Owner popup, select an user and click Change.

Transition a record from one module to another

To convert a Request to an Estimate or Work Order, or an Estimate to a Work Order:

Go to a Companies/Contacts/Tickets record in Bigin and click the Zoho FSM button.
Hover over a Request, Estimate, or Work Order and select Convert to Estimate/Convert to Work Order from More Options [ ].
In the Convert to Estimate/Convert to Work Order page, make any necessary changes and click Save.

Note: The Convert to Work Order option will be available only if the Estimate is in the Approved status.

Uninstall Topping

To uninstall the topping, do the following:

Navigate to Settings > Toppings > Marketplace.
Click the Installed tab, and click Uninstall for Zoho FSM for Bigin.
Click Ok in the confirmation message.

FAQs

Where can we find the audit logs for the data sync between Bigin and Zoho FSM?

Since the data sync between Bigin and Zoho FSM happens via Zoho Books/Invoice, the details of the record sync between Bigin and Zoho FSM can be inferred from the audit logs for Zoho FSM-Zoho Books/Invoice integration.

How do you determine that a record has been synced?

When a record is synced between Zoho FSM and Bigin, there will be a link to access the associated record in the other application. In the left panel of a Zoho FSM record, click View Record in Bigin in the Bigin Info section to navigate to the associated record in Bigin.

In Bigin, select a record and click Zoho FSM. Click View Records in FSM to navigate to the associated record in Zoho FSM.

You can also navigate to the associated record from the Zoho FSM related list.

How to resolve sync issues?

Since the data sync between Bigin and Zoho FSM happens via Zoho Books/Invoice, the reason for the sync failure between a Zoho FSM and Bigin record will be the same as the reason for the sync failure between a Zoho FSM and Zoho Books/Invoice record. You can find the reason for the sync failure between a Zoho FSM and Zoho Books/Invoice record under the Books/Invoice Info section in the left panel of a Zoho FSM record. Based on the error listed, you can make the necessary changes and once rectified the records will be synced the next time.

For example, one of the reasons for the sync failure is Missing Mandatory Field Value. For example, if SKU is mandatory in Zoho Books/Invoice and if you don't provide a value for SKU in Zoho FSM, then error will occur during Zoho FSM Services And Parts and Bigin's Products.

What is the sync frequency of the records?

The sync between Zoho FSM or Zoho Books/Invoice happens every three hours unless manual sync is performed. The sync between Bigin or Zoho Books/Invoice happens every two hours unless manual sync is performed.

What is the cost for Zoho FSM to be added to Bigin?

The topping Zoho FSM for Bigin is free of cost. However, in order to use it, you must have paid subscriptions for both Bigin and Zoho FSM.

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