Zoho CRM and Google Apps Synchronization

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1 Zoho CRM and Google Apps Synchronization

2 Table of Contents End User Integration Points 1. Contacts 2. Calendar Tasks 5. Docs Domain-Wide Points of Integration 1. Authentication 2. Gadgets 3. Users 4. Sites & Forms

3 Contacts 1. Go to Setup > Apps & Add-ons > Google Apps 2. Click on the Contacts Tab. 3 You can import all of your current Google Contacts (optional). 4. After you import contacts from Google (optional) click on Google Contacts Sync In the upper right hand corner of the sync options settings. 3

4 5. Choose contacts group to sync from your google contacts groups. Best Practice: Create a group in google that is specifically dedicated to your Zoho Contacts. When you would like to sync a contact with Zoho, simply add the contact to this group. 6. Choose a Zoho CRM view for the contacts which you would like to sync with Google You may also sync contacts from any view (including All Contacts) which are owned only by you. Best Practice: Create a view of contacts that are most relative to the contacts that you will work with on a daily basis. For example, if you are an Account Executive, you may want to create a view within Zoho that contains all of the contacts that are tagged as Account Administrator 4

5 7. Choose a 2-Way or 1-way sync option. 2-Way sync allows you to edit contacts within both platforms 1-Way: Zoho CRM Contacts to Google Contacts will send your Zoho CRM contacts to Google but will not update or add any contacts when edited within Google Contacts 1-Way: Google Contacts to Zoho CRM Contacts 8. Choose the platform you would like to take precedence when both Contacts have been edited within each system between synchronizations. If you make changes in either Zoho or Google to the same contact between synchronizations, this setting specifies which changes will overwrite the others. 9. Choose the Frequency you would like the synchronization to run: 10. Map the specific fields within Google you would like to sync with your Zoho CRM fields. The generic fields will already be filled out for you. 11. Click Save. 5

6 Calendar 1. Go to Setup > Apps & Add-ons > Google Apps 2. Click on the Calendar Tab. 3. Choose the Google Calendar you would like to sync your Zoho Activities with from the first drop down menu. Best Practice: It is recommended that you create a separate calendar in your Google Apps Account which will synchronize with your Zoho CRM Calendar. This will keep both of your calendars organized. 6

7 4. Under Sync Options choose whether you would like to run a 2-Way or 1-Way Sync 2-Way sync allows you to edit contacts within both platforms 1-Way: Zoho CRM Contacts to Google Contacts will send your Zoho CRM contacts to Google but will not update or add any contacts when edited within Google Contacts 1-Way: Google Contacts to Zoho CRM Contacts 5. (If you choose 2-Way Sync) Under the Sync Guest Option choose whether you would like to add your event guests in each calendar invite to Zoho CRM if they are not already show within the CRM. 6. Click Save. 7

8 1. Go to Setup > Apps & Add-ons > Google Apps 2. Click on the Tab. 3. You will be asked to enter your Google Apps password. This will automatically create a POP3 connection and pull all of your s from Gmail. 4. Click Configure Now. 5. Click on Zoho Apps under the Apps & Add-Ons Section at the top of the page and select Zoho Mail. 8

9 6. If this is not enabled, click Configure Now (You must be on the new professional, new enterprise, or old enterprise Zoho plan in order to have this connection. You may also have to pay the ($3/ month fee to enable this add-on as well.) 7. Under the Zoho Mailbox click on the dropdown and select your gmail account. Click +Add New Mailbox. 8. In the right hand column of the pop-up which appears, select your gmail account as the default . Under the POP3 Server Settings, choose 3 minutes for the Check for new Messages every setting to always have the most up to date s within your CRM. 9. Under the Maximum number of s per cycle setting, choose

10 10. Under the Send Mail as setting, choose your address so you are always sending from your account. 11. Under the Sharing permissions section, you will be choosing who will have access to read your customer s. Private will make your only visible to you. Public will share your with everyone in your CRM Custom will let you choose who you would like to view customer specific s 12. Under Advanced settings, check the Consolidate all my customers s in a single place inside Zoho mail box to organize all of your customer s into a label or folder within Zoho CRM. 13. Type the name of the folder or label for which you would like to contain these s. 10

11 Tasks 1. Go to Setup > Apps & Add-ons > Google Apps 2. Click on the Tasks Tab. 3. Choose the Google Task list you would like to Sync your Zoho Tasks with. 4. Click Save. 5. Go to your CRM and create a new task. 6. Once you have finished entering all of the information for your task, next to the Save button at the bottom of the task, you will now see Save and Export to Google Tasks button. Select this button. Your task will sync with your Google Task list within 5 to 10 minutes. 11

12 Docs 1. If you have your Google Sync enabled for your domain, this will be already configured for you. 2. In order to use the Google Docs add-on feature, click on a contact, account, etc. you wish to add a document to. 3. Scroll to find the Attachments related list. You will see the option to select Google Drive, select this option. 4. A pop up window will appear containing all of your Google Drive information. Select the file you wish to attach to this record and Zoho will attach your Google Drive Document. 12

13 Authentication There are several ways for which you may authenticate Zoho CRM with you Google Account credentials. 1. Log on to Zoho CRM directly from you Gmail account. a. Log in to your control panel. b. Click on Marketplace Apps. 13

14 c. In the top right hand corner of the page, click the Add Marketplace Apps button. d. In the search bar at the top of the page, type in Zoho CRM. e. Choose Zoho CRM - Kickstart with 3 FREE Users! f. Click Install App in the top right hand corner of the page and follow the steps to enable this for your domain. g. It may take up to 24 hours for this to become available for all of your users, but once this is available, your users can click on the Apps button within their gmail and scroll down to Zoho CRM. When they click on this link, they will automatically be logged into Zoho. 14

15 2. Log into Zoho CRM using your Google domain. a. In the browser which you are logged into your gmail account, go to crm.zoho.com b. Click Sign In. c. Underneath the Sign In button, where you would normally enter your zoho crm credentials, click the Google Apps icon. d. Enter the domain which your Google Apps account is registered. (i.e. cloudbakers.net) e. This will log you into the correct Zoho account. 3. Log in to Zoho CRM using your Google credectials. a. In the browser which you are logged into your gmail account, go to crm.zoho.com b. Click Sign In. c. Underneath the Sign In button, where you would normally enter your zoho crm credentials, click the Google Account login button. d. You will automatically be logged into your Zoho CRM account. 15

16 Gadgets After you have authorized Zoho CRM from the Google Apps Marketplace to your Google Apps domain, you will be able to utilize a variety of contextual gadgets directly within Gmail. Below is an example of a contextual gadget that allows you to create a contact entry in Zoho without having to leave the message! 16

17 Users 1. Go to Setup > Apps & Add-ons > Google Apps 2. Select the Users tab. 3. Assuming you still have available user accounts on your Zoho CRM subscription, select the users which you would like to add to Zoho CRM. 4. Click Add to Zoho CRM at the bottom of the page and these users will be added to your CRM organization. 17

18 Sites & Forms This integration allows you to automatically push Zoho CRM sign up forms directly to your Google Site. (There are also multiple other site hosting platforms which you may push to using this.) 1. Go to Setup > Website Integration > Web Forms 2. Click on the Web Forms tab. 3. Choose the tab for which you would like to create a website form for a. Lead - enters all information into a new lead in the CRM b. Contact - enters all information into a new contact in the CRM c. Case - enters all information into a new case in the CRM 4. In this case, we will be creating a lead form. Click Create New Lead Form. 5. Drag and drop the fields which you would like listed on the form. 18

19 6. Choose Next Step. 7. Enter all of the information required for your form output to your website and click Save. 8. Choose Google Sites 9. Choose Publish this form to Google site, then select the site which you would like to publish this form to. 19

20 10. Click Publish to input this form to your Google site. 20

21 Written by Shaun Banta

22 Work Better. Together.

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