Explore How to Sync Data between Two Zoho CRM Organizations using Zoho Flow
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 Zoho Flow Method will help users to sync data (i.e. create/update) between two Zoho CRM accounts.
Using Zoho Flow, we can effectively sync data from Org A to Org B. The Users can setup triggers from one Zoho CRM instance (i.e., Org A), to do action in another Zoho CRM instance (i.e., Org B).
Consider a scenario where the CRM1 account is owned by 'User A', and CRM2 account by 'User B'. To create this flow, you will require twi Zoho Flow accounts, one for 'User A', and another one for 'User B'.
Configuration Setup
Step1 - Log in to your Zoho Flow account (i.e. User B), and add 'User A' as a member in your account.
1. Go to Settings->Members
2. Click 'Add Member' in the top right.
3. Enter the name, email address, and role of the new member, and click 'Send' to invite them.
(Once user 'A' accepts your invite, they will become a member of your Zoho Flow organization.)
Step2 - From your account (i.e. User B), connect CRM 2 account in Zoho Flow.
1. Go to Settings->Connections
2. Click 'Create connection'
3. In the configuration window that appears, select Zoho CRM, and click 'Next'.
4. Give your connection a name (UserB - Org2), and click 'Authorize.'
CRM2 account (your account - User B) will now be connected to Zoho Flow. Once connection is established, click 'Share', and this connection will now be accessible to other users.
Step3 - Log in to 'User A' Zoho Flow account. On the top right, you will see the list of organizations that 'A' is part of. From here, select the organization that you had invited them to. i.e. switch to Org B (to which UserA was invited)
Step4 - Now, from 'User A's account, in this same organization, connect CRM1 to Zoho Flow (Repeat Step 2). Provide the connection a name (UserA - OrgA), and click 'Authorize'.
Step5 - Once you connect the CRM1 account in this organization(i.e. Org B) and connection is established. Click 'Share', and this connection will now be accessible to other users.
To sync data from CRM1 to CRM2
Open the Zoho Flow 'Org B' where two connections are established for both Zoho CRM Organizations. Then, create a new flow.
1. Select Zoho CRM as the trigger.
2. From the connections drop-down, select CRM1 connection (i.e., UserA - OrgA).
3. Drop the Zoho CRM action required and select CRM 2 connection (i.e., UserB - OrgB).
4. Map various data points that you need to pull from CRM1 to CRM 2.
5. Save the flow and switch it on.
This flow will now sync data from CRM1 to CRM2 automatically.
To sync data from CRM2 to CRM1
1. Select Zoho CRM as the trigger.
2. From the connections drop-down, select CRM 2 connection (i.e., UserB - OrgB).
3. Drop the Zoho CRM action required and select CRM 1 connection (i.e., UserA - OrgA).
4. Map various data points that you need to pull from CRM2 to CRM1.
5. Save the flow and switch it on.
This flow will now move data from CRM2 to CRM1 automatically.
Example Image showing CRM Trigger & Action in flow
Working Demo - Screencast
To simplify in an easier way, we have used direct trigger and actions for create/update purpose in common module entry level. Users can also use "Custom Function" block to search the existing record using unique fields from Source CRM Org and use a "Decision" block to create or update record in Destination CRM Org.
Note - This method can only be used for CRM Organizations which are in same DC. Since we do not support users across DCs, you could not invite user from other DC to your Flow account as of now.
Refer to below other possible methods - Solution Articles to sync data between two Zoho CRM accounts.
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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