Explore How to Sync Data between Two Zoho CRM Organizations using Email Parser
Requirement Overview
The user wants to synchronize records between two Zoho CRM organizations, so that any record created or updated in Org A is automatically reflected in Org B. i.e., whenever a record is added or modified in Zoho CRM Org A, the same changes should be synced in Org B.
Use Case
A Company maintains multiple Zoho CRM Orgs due to regional operations, different business units, or external partner collaboration. In such cases, syncing data between these Orgs ensures consistency, collaboration, and visibility across teams.
- Example Business Use-Cases
Global + Regional Orgs
-> A company has a Global Zoho CRM Org for central reporting and multiple Regional Zoho CRM Orgs for local sales teams.
-> Leads captured in the Regional Org must sync to the Global Org for centralized tracking.
-> Global Org may push back updates like “Qualified Lead” or “Closed Won Deal” to Regional Orgs.
Parent Company + Subsidiary
-> Parent company manages corporate accounts and enterprise deals in one Org.
-> Subsidiary companies manage local sales in their own Orgs.
-> Sync ensures parent company has visibility into subsidiary sales progress.
Vendor–Partner Collaboration
-> A vendor uses one Zoho CRM Org, while resellers/partners use another Org.
-> Syncing allows partners to push deals/opportunities to the vendor Org for approvals, fulfillment, or invoicing.
-> Vendor Org may push product/pricing updates back to partners’ Orgs.
Current Challenges to achieve this directly
As of now, we do not have a direct option to setup an integration between two Zoho CRM accounts. Though, users can manually Export/Import. However, this requires continuous manual intervention. Whereas, the user is looking to sync records automatically without any manual work.
Solutions - Step-by-Step Implementation Guide
In this article, we will explore how Email Parser Method will help users to sync data (i.e. create/update) between two Zoho CRM accounts.
Let us see how we can achieve this via email configuration in detail below:
Configuration Setup
Step1 - Generating Email Parser in CRM Org B
Firstly, you need to generate the "Email parser ID" and add an "Approved Email Address" in the destination account, i.e., CRM Org B. Refer to this Help Link to generate the Email Parser ID and to add an Approved Email Address.
Step2 - Creation of Email Template in CRM Org A
Now, create an email template with merge fields for the Leads module in the source account, i.e., CRM Org A. Ensure to create the template in the Plaintext format.
Step3 - Email Address in Organization Email Setup
Add an email address to your Organisation email under "Setup >> Channels >> Email >> Email configuration >> Organisation Email". Once added, verify and authenticate it. Ensure to add the email address that you have added in Approved email address in the Destination account(under created Parser).
Step4 - Creation of Email Notification
Create a Email notification under "Setup >> Automation >> Action >> Email notification >> Create new Email notification >> add the Email notification and select the Lead module".
Now add Email Parser ID in the To address field and select the created Email template. Then, select the Organisation email address that you have added previously and save the email notification.
Note: If you are using an email address that is already authenticated in Zoho CRM Org 1, you can directly use the same email address as an approved address in Email Parser of Org 2 .
For example, suppose you have added example@abc.xyz as an organization email address and authenticated the domain in CRM Org 1. You could then use the same email address (example@abc.xyz) as an approved address in the Email Parser settings of CRM Org 2.
If you have added an email address that is not authenticated in Zoho CRM Org 1, you will need to use a different approved email address in the Email Parser of Org 2.
For example, suppose you have added example@abc.xyz as an organization email address, but the domain is not authenticated in CRM Org 1. In this case, follow the steps below to obtain the correct email address, which can then be added as the approved email address in the Email Parser.
Steps to get the correct email address:
1. Add a dummy email address in the "To" field of the Email Notification action.
2. Add that Email Notification action to a workflow.
3. Trigger the workflow once to send an email to that dummy email address.
4. Open the email from the mailbox. You will see the From email in format as: example.abc.xyz@viazohocrm.com.
5. Copy this From email address and add it as an approved email address in the Email Parser of Org 2.
Once configured, the emails will be received and processed accurately in the Email Parser.
This method will also work across DCs. i.e. CRM account1 in IN DC and CRM account2 in US DC
Step5 - Creation of Workflow Rule
Now, create a workflow for the Leads module and the set the trigger as "On Create or Edit". Set the workflow to be executed for all Lead records and in the action, select email notification that you created earlier with the Parser ID. Then, save the Workflow.
Step6 - Testing with Created Setup
Then, create a test record in your Leads module from 'CRM Org A'. So that, we can create the Parser rule in 'Org B'. When the Lead is created, the workflow will be triggered and the email will be sent to the Email Parser ID with lead information that has been merged from the lead record.
Step7 - Final Setup in Created Email Parser within CRM Org B
Go to the Email Parser in 'CRM Org B' >> Email. You will find an email with the Parsing status as "Rules not matched". Ensure to select the "Update record" checkbox, so that when the record is updated in 'Org A', it will be updated in 'Org B' as well.
Once the configuration of Parser rule is completed, you are ready to go live. You could create or edit the Lead record in the 'Org A'. It will be synced to 'Org B' via Email Parser.
NOTE: You need to recreate the same setup for each module and layout to sync the records from multiple module via Email parser.
Working - Screenshots
Record from CRM Org 1
Email parser - Record Created
Email Parser - Record Updated
Refer to below other possible methods - Solution Articles to sync data between two Zoho CRM accounts.
Custom Solution Created By Harish K
If you need any further clarifications, please don’t hesitate to contact partner-support@zohocorp.com.
Additionally, we kindly ask all Europe and UK Partners to reach out to partner-support@eu.zohocorp.com.
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