Zoho CRM Integration | Online Help | Zoho Projects

Zoho CRM Integration

Zoho Projects supports Zoho CRM integration which helps you manage the deals you win and track them using projects from CRM with ease.

You must configure Zoho Projects and Zoho CRM integration before you can sync data.

Use case

Zylker is a product manufacturing company whose sales team uses Zoho CRM for its sales processes. They are working on selling routers to a multinational software company. When a sales deal is won, Alicia, the sales manager, wants to create a project for the same in Zoho Projects to continue with project management. Alicia also wants to make this process simple by creating a project directly from Zoho CRM, and she would like to automate parts of this process.
 
To achieve the requirement of our Zoho client, our Zoho Projects team worked on integration of Zoho CRM and Zoho Projects. When they are integrated, the sales team can directly create a project from the Potential or Deal record, and the same would be reflected in Zoho Projects where the project management team can start working on the project.
 
The screenshots below cover where a project can be created and what details need to be entered during project creation. 





Benefits

  • Keep all internal users and customers in sync
  • Monitor all project activity related to your clients from a single place
  • Measure project progress
  • Automate client account mapping

Supported Modules

Users can create a new project or associate an existing project from the following CRM Modules
  1. Accounts
  2. Deals
  3. Contacts
  4. Sales Orders
  5. Invoices
  6. Campaigns
  7. Cases
  8. Quotes
  9. Purchase Orders
  10. Products

Alert
  1. Please note that these modules may be limited by the CRM plan
  2. Accounts will be added a business Customer in Zoho Projects
  3. Contacts will be added an individual Customer in Zoho Projects

Creating a Project from CRM Account

A project can be created from any of the above mentioned CRM modules. We shall discuss the Deals module. All other modules follow the same process. 
  1. Navigate to Deals module in the CRM account.
  2. Click on a record. 
  3. If the CRM account in integrated with a Zoho Projects portal, the product will be listed on the left panel. 

  4. Click on the New Project button.

  5. Fill the project details. Scroll down for additional default and custom fields. 

  6. Click Next.
  7. The Project Users will be listed. 
  8. Under Client Users tab, click on + Add User(s).
    Select the users and then select the access type in Zoho Projects (Client User or Contact).

  9. Click Done.
  10. Click Save.
  11. View the project and its progress from the Zoho Projects tab in the Deal. 

Associate an Existing Project to a CRM Module

A project can be associated from any of the above mentioned CRM modules. We shall discuss the Deals module. All other modules follow the same process. 
  1. Navigate to Deals module in the CRM account.
  2. Click on a record. 
  3. If the CRM account in integrated with a Zoho Projects portal, the product will be listed on the left panel. 
  4. Click on Associate Project.
  5. Select a project from the drop-down.
  6. Select Project & Client users or click +Add More Users and associate them.
  7. Click Associate

CRM Task Integration

Bi-directional sync (Two-way sync) is enabled for task updates and comments from Zoho CRM to Zoho Projects and vice versa. i.e, When a task field is updated or when a task comment is added in Zoho CRM, the change is synced with the respective task in Zoho Projects and vice versa.

The sync is enabled for the following task fields:
  1. Task Title
  2. Task Description
  3. End Date
  4. Priority
  5. Closed / Reopen Status
  6. Task Owner

Add a Task in Zoho Projects and Save to Zoho CRM

  1. Navigate to the project where the client account is mapped to a CRM account.
  2. Click Add Task.
  3. Enter the task details and then click Save and Add to Zoho CRM. This button is not shown if the project is not associated to a CRM account.

  4. Select a CRM account or deal to associate the task.
    • Mapped Accounts / UnMapped Accounts:
      • Mapped Accounts: The CRM account to which the Zoho Projects client account is already mapped is displayed in this section. The account should have the same name in both Zoho Projects and CRM.
      • UnMapped Accounts: When a CRM account and a Zoho Projects client account share the same name and they are yet to be mapped, its name is displayed in this section.
    • Only the deals associated with the selected project are displayed in the drop-down.
  5. Click Save.
  6. Click at the top right corner in task detail page and select Add to Zoho CRM to add the existing tasks to Zoho CRM.

After you add a task to Zoho CRM, the task is shown with a CRM icon in the Zoho Projects tasks List  view.

Known limitations

Use case 1: Updating the Due Date of a Strict Project Task in Zoho CRM

George works for a Data Migration project that runs on a fixed schedule(i.e a strict project). He is also a CRM user and he updates the due date of a task in the Data Migration project from Zoho CRM. He notices that the due date update didn't reflect.

What happens next and why?

  • In this case, George will receive a notification Email stating that his recent due date update has failed because it falls beyond the associated project's schedule. So, A user cannot update the due date of a task in Zoho CRM when the new date falls beyond the strict project's schedule in Zoho Projects.

Use case 2: Reopening a subtask in Zoho CRM

Linda has a Projects account integrated with Zoho CRM. She reopens a completed task that belongs to the associated Projects account in Zoho CRM, but notices that the update didn't reflect.

What happens next and why?

  • In this case, Linda will receive a notification Email stating that her latest task status update has failed because the task has a parent in Zoho Projects that's closed. So, A user cannot reopen a subtask in Zoho CRM when its parent remains closed in Zoho Projects. 


More Reads


      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsEnterpriseOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceAccessible Forms
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit
                              Intake FormsLegalMobile App
                              Form DesignerHRMobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic Forms
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsEncrypted Forms

                              Secure Forms

                              WCAG

                                      Create. Review. Publish.

                                      Write, edit, collaborate on, and publish documents to different content management platforms.

                                      Get Started Now






                                                        You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                            Manage your brands on social media

                                                              Use cases

                                                              Make the most of Zoho Desk with the use cases.

                                                               
                                                                

                                                              eBooks

                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho Desk.

                                                               
                                                                

                                                              Videos

                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho Desk.

                                                               
                                                                

                                                              Webinar

                                                              Sign up for our webinars and learn the Zoho Desk basics, from customization to automation and more

                                                               
                                                                
                                                              • Desk Community Learning Series


                                                              • Meetups


                                                              • Ask the Experts


                                                              • Kbase


                                                              • Resources


                                                              • Glossary


                                                              • Desk Marketplace


                                                              • MVP Corner

                                                                Zoho Sheet Resources

                                                                 

                                                                    Zoho Forms Resources


                                                                      Secure your business
                                                                      communication with Zoho Mail


                                                                      Mail on the move with
                                                                      Zoho Mail mobile application

                                                                        Stay on top of your schedule
                                                                        at all times


                                                                        Carry your calendar with you
                                                                        Anytime, anywhere




                                                                              Zoho Sign Resources

                                                                                Sign, Paperless!

                                                                                Sign and send business documents on the go!

                                                                                Get Started Now




                                                                                        Zoho TeamInbox Resources





                                                                                                  Zoho DataPrep Demo

                                                                                                  Get a personalized demo or POC

                                                                                                  REGISTER NOW


                                                                                                    Design. Discuss. Deliver.

                                                                                                    Create visually engaging stories with Zoho Show.

                                                                                                    Get Started Now









                                                                                                                        • Related Articles

                                                                                                                        • Integration Field

                                                                                                                          Integration Field allows the users to update data from Zoho CRM. By enabling this feature, the user can establish a relationship between the data in Zoho Projects and the data in Zoho CRM. Click in the top navigation band. Navigate to Customization > ...
                                                                                                                        • Import Project Users From Zoho CRM

                                                                                                                          Zoho Projects provides an option to import users and accounts from Zoho CRM. From Zoho CRM, you can now import your project and client users to your Projects portal. This feature is not available for Zoho CRM Plus and Zoho One users. This requires ...
                                                                                                                        • Checklist for Zoho Projects

                                                                                                                          The Checklist for Zoho Projects extension lets you create a set of instantaneous to-do lists for your tasks and issues in Zoho Projects. With this extension, you can create both checklists and templates that can be used for any of your tasks and ...
                                                                                                                        • Import Client Users From Zoho CRM

                                                                                                                          Import selected client users to Zoho Projects for streamlined user management. Login to Zoho Projects and click in the upper-right corner. Navigate to Manage Users section and click Client Users. Click in the upper-right corner and choose Import From ...
                                                                                                                        • Bigin Integration

                                                                                                                          Import Portal Users and Client Users to Zoho Projects with Bigin integration. Bigin, a small business-focused CRM, helps you manage your customer pipelines efficiently. This integration allows two-way sync of Client Companies and Contacts. Any ...
                                                                                                                          Wherever you are is as good as
                                                                                                                          your workplace

                                                                                                                            Resources

                                                                                                                            Videos

                                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                            eBooks

                                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                            Webinars

                                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                            CRM Tips

                                                                                                                            Make the most of Zoho CRM with these useful tips.



                                                                                                                              Zoho Show Resources