Integration Requirement

Integrating with Zoho Projects

Only the administrator of Zoho People who is also the administrator in Zoho Projects for the portal can enable the integration.

1. From your home page, go to Settings > Marketplace > Zoho.
2. Click View Details under Zoho Projects.
   
   
   
   
3. Select the portal that is displayed on the integration page, if the portal URL is not available, set up your Zoho Projects account using the same administrator account and try again.
   

4. The following sync options allow you to automatically sync data from Zoho Projects to Zoho People and vice versa:
   

1. Sync Data Automatically from Zoho Projects: Enable this option to automatically sync projects, tasks, and time logs from Zoho Projects to Zoho People.
   Set up the Sync Schedule: Click on the edit icon and choose how frequently data should be synced from Zoho Projects.
   Next scheduled sync: Displays the date and time for the next automatic sync.
   
   
   
   Sync Manually: Click the Sync Manually button to perform an immediate data sync from Zoho Projects, regardless of the scheduled interval. 
   
   
   

2. Sync Time Logs to Zoho Projects on Timesheet Approval: Enable this option to automatically sync time logs to Zoho Projects whenever a timesheet is approved in Zoho People. This ensures that your approved time entries are reflected in Zoho Projects in real-time, without requiring manual updates.
   
   
   
   

5. Click Enable.
   

- If Sync Data Automatically from Zoho Projects is enabled, projects, tasks, and timesheets will be imported from Zoho Projects to Zoho People as soon as the integration is activated.

- Only time logs approved after the integration is enabled will be automatically pushed to Zoho Projects.

Importing from Zoho Projects

You can pull the list of projects, jobs (tasks) , and timesheets from Zoho Projects to Zoho People manually or automatically,

 Manual Method

To import the projects and corresponding tasks from Zoho Projects,

1. From your home page, go to Operations > Timesheet > Projects.
2. Click on the ellipsis icon and select Import from Zoho Projects.
   
   
   
   
3. Select your desired projects and click Import.
   
   
   

1. Only the projects and the corresponding tasks will be imported. Timesheets will not be imported.
2. By default, owners of the tasks become assignees of the Jobs.
3. Those users who are made as Timesheet Administrators under Settings > Timesheet > Permissions > Timesheet Administrator will also be able to do this import from Zoho Projects. Click here to know more.
4. Once the timesheet data is imported into Zoho People, the user access permissions defined in the Zoho People timesheet service will apply to the imported records. Users with the necessary permissions can edit the imported data, such as jobs, projects, and timesheets. To configure user permissions, refer to Configuring Permissions for a Role.
   

Entity Mapping

1. Projects in Zoho Projects will be imported as Projects in Zoho People.
2. Tasks in Zoho Projects will be imported as Jobs in Zoho People.
3. Timesheets in Zoho Projects will be imported as Time logs in Zoho People.
   

Limitations

In Projects:

1. If the person performing the import is an admin in Zoho Projects then all the Projects and tasks belonging to that portal will get imported and if that person is a non-admin in Zoho Projects, only the projects in which they are a part of will get imported, with its corresponding tasks.
2. Deleting a Job (Task)/Project in Zoho Projects does not reflect in Zoho People.
3. The task list and sub-tasks in Zoho Projects will not get imported.
4. Changes that were made on imported Projects (and associated Jobs) in Zoho People will be reset if the user re-imports them.
   
5. Project and job applicability is restricted to users who exist in both Zoho People and Zoho Projects. Any users associated with only one of the platforms will be automatically skipped during applicability checks.
   
6. During task (job) sync from Zoho Projects to Zoho People, the task (job) owner will be the owner if the user is part of both Zoho People and Zoho Projects. If the user is only part of Zoho Projects, the admin who enables the integration will become the task (job) owner.

In Timesheets:

1. All the timesheets in Zoho Projects will be imported as unapproved and unbilled time logs in Zoho People.
2. The changes made to the Timesheets in Zoho Projects will reflect only if they are editable in Zoho People.
3. In Zoho Projects, the time logs of User A can be changed to User B, which is not possible in Zoho People. Such updates in Zoho Projects will not be reflected in Zoho People.
4. Time logs imported from Zoho Projects cannot be pushed back to Zoho Projects.
   
5. Only task logs will be synced, issue and general logs will be skipped.

Pushing Approved Time Logs to Zoho Projects

You can push the approved time logs from Zoho People to Zoho Projects. Time logs which are approved, associated with a Project and with log hours between 0 to 24 hours can only be pushed. Time logs in Zoho People will be pushed as Timesheets in Zoho Projects.

Time logs can only be pushed for users who are part of both Zoho People and Zoho Projects. If a user is associated with only one platform, their time log records will be skipped during sync.

To push the approved time logs to Zoho Projects, 

1. From the homepage, go to Operations > Timesheet > Integrations.
2. From the drop down select Zoho Projects.
3. Filter the time logs to be pushed based on Users/Clients/Projects.
4. Click Zoho Projects under Push To.
   
   
   
   
5. The approved time logs will be pushed to Zoho Projects.
   

While pushing time logs, if the corresponding project is not available in Zoho Projects, then upon confirmation a new project will be created in Zoho Projects and the mapping will be done as follows: 

1. Employees (Users) who have a valid email id in Zoho People will be pushed as Employees in Zoho Projects.
2. Projects in Zoho People will be pushed as Projects in Zoho Projects.
3. Jobs in Zoho People will be pushed as Tasks in Zoho Projects.
   

Push time logs automatically: If you have enabled Sync time logs to Zoho Projects whenever a timesheet is approved, then the approved time logs will be pushed automatically as soon as a timesheet is approved. 

Disabling the integration will not affect the data that has already been pushed.

Limitations

1. Time logs once pushed cannot be re-pushed.
2. Any changes made in Zoho People to the already pushed time logs will not have any impact on Zoho Projects.
3. Time logs which fail Zoho Projects validation alone will be skipped, rest of the time logs will be pushed.
4. Only the administrator of the account/ location-based administrator of the account(if any) (configured under User Access Control > Roles) and location-based administrator for Timesheet module (if any) (Configured under User Access Control > Permissions > Admin Operations) can push time logs to Zoho Projects.
   
5. Time logs can only be pushed for users who are part of both Zoho People and Zoho Projects. If a user is associated with only one platform, their time log records will be skipped during sync.

Sync Error Summary

If there are errors during the import of projects, tasks, and time logs from Zoho Projects, or while pushing approved time logs to Zoho Projects, the View Error Summary option is available to help you view and resolve the sync errors.

To view import and export sync error summary:

1. Navigate to Settings > Marketplace > Zoho > Zoho Projects > View Details.
   
2. If there are errors in past syncs, the View error summary option appears.
   
   
   
   
3. Click on View error summary to view and resolve the sync errors.
   
   
   
   
4. Click on the dropdown at the top right to switch between the Import and Export error summaries. You can also filter by Projects, Jobs, and Time Logs.
   
   
5. Use the Error description to troubleshoot sync errors. You can scroll to the extreme right of the page to delete the sync error summary.
   
   
   

Disabling integration with Zoho Projects

Only the administrator of the Zoho People organization account can disable the integration. 

To disable the integration:

1. From your homepage go to Settings > Marketplace > Zoho .
2. Click View Details under Zoho Projects.
   
   
   
3. Click Disable.