Zoho CRM

Zoho CRM Help & Support

What Zoho CRM Triggers and Actions Are Supported

Supported Triggers#

  • New Entry in Module (Instant) - Triggers when any entry is created in the specified module. Note: Requires a Zoho plan of at least "professional".
  • New User - Triggers when a new active user is added to your Zoho CRM account.
  • New or Updated Lead - Triggers when a new lead is added or modified in Zoho
  • New Contact - Triggers when a new contact is created.
  • New or Updated Contact - Triggers when a new contact is added or modified in Zoho
  • New Lead - Triggers when a new lead is created.

Supported Actions#

  • Update Contact - Updates a contact.
  • Create Entry in Module - Creates a new entry within a specific module. Custom modules are only supported for those on Zoho's "Enterprise" plan.
  • Create Lead - Creates a new lead.
  • Create Contact - Creates a new contact.
  • Update Lead - Updates a lead.

Supported Searches#

  • Find Lead - Finds a lead by email address.
  • Find Contact - Finds a contact by email address.

How to Get Started With Zoho CRM

The first thing you'll need to do is connect your ZohoCRM Account to Zapier. After you sign up and start creating the Zap you want, Zapier will ask you to start the process:

Connect your ZohoCRM account to Zapier

In this dialog you will need to select your Zoho Account's Domain. You can find this by checking your browser's address bar while logged into your Zoho Account.

Find your domain and auth token

Follow the corresponding link to find your Auth Token. It will be the value after AUTHTOKEN=

Confirm or reauthorize Zapier's access

Finally, your Account will be tested and, if everything works, added.

Account added and tested

Now you can continue creating your Zap.

How to Create a Custom View in Zoho

Custom views allow you to trigger on very special circumstances, for example, when a lead has a particular status or custom field value. They are very powerful, and Zapier supports them 100%!

To create a custom view, just visit the module you would like to work with. We've chosen Leads for this example, just hover over the view select box up top and click create view:

https://cdn.zapier.com/storage/photos/4902170730b0586c4e845a6720089542.png

Next, you'll want to include all the information you'll need in Zapier. For convenience's sake, we've just selected everything!

https://cdn.zapier.com/storage/photos/33dce486a06e4eb2279467b1fad69d4c.png

Next, you'll need to specify your criteria for filtering your records. In our case, we just want open leads who are CEOs:

https://cdn.zapier.com/storage/photos/4752b5f2fe4ee34b537be5b9fcb4f314.png

Finally, click save and scurry back over to Zapier, edit your Zoho "New Lead" zap and place the exact view name into the trigger settings, like this:

Enter your view name in the trigger options

We add our own filter in that only records modified in the last day are triggered, so you might try editing a record really quickly to ensure you have a sample set to work on in the next steps!

How to use the "New Entry (instant)" Trigger on Zoho CRM

The "New Entry (instant)" Trigger on Zoho CRM is super handy as it allows you to get instant triggers of any module.

To do use this you will need to use Zoho's automation & webhook feature (Enterprise only).

First start creating your Zap with this Trigger and connect to Zoho CRM when prompted. You'll see a screen appear with a webhook URL that you'll need to copy and paste.

connected to Zoho

Next you will need to create your rule to trigger from in your Zoho CRM account. To do this please follow these steps:

  1. Click "Setup" from the Top Menu.
  2. Select "Automation".
  3. Under the "Rules" tab, click Create Rule.

    create rule

  4. Choose your module from the drop down, then give your rule a name before clicking "Next"

  5. We recommend Create for Execute On and leaving Rule Criteria blank.

    rule critera blank

  6. On Actions, add a Call webhook, name it anything and paste the URL found on your Zapier account.

  7. Add as many fields as you like to Parameters in Standard Format but leave Parameters in User Defined Format blank.

    add webhook URL

Common Problems With Zoho CRM

I Cannot Get My Auth Token To Work#

You will need to create an auth token here: https://accounts.zoho.com/apiauthtoken/create?SCOPE=ZohoCRM/crmapi. If it still doesn't work, you may also need to contact your ZohoCRM administrator to enable API access.

I received an error for "EXCEEDED_MAXIMUM_ALLOWED_AUTHTOKENS" when connecting my account#

You will need to delete any old or unused Auth Tokens in Zoho CRM by visiting this link: https://accounts.zoho.com/u/h#sessions/userauthtoken

Then you will be able to create a new auth token here: https://accounts.zoho.com/apiauthtoken/create?SCOPE=ZohoCRM/crmapi

I received an error for "Crossed License Limits"#

Zoho has very strict API limits. On their lower plans you can have about two Zaps triggering off Zoho turned On at a time. We recommend contacting Zoho to get your API limit raised. Read more on ZohoCRM's API limits here: http://www.zoho.com/crm/help/api/using-authentication-token.html#API_Limit

New Entry trigger doesn't trigger#

Custom Modules are not currently supported by this trigger. Zoho CRM's API limits you to the standard modules listed here.

Zoho says: Record already exists in Zoho CRM#

Firstly, make sure you have set your desired duplicate behavior on your Zap template:

If this is not set, it will default to "stop".

If you have that set and you are creating records which share the same email address, Zoho often catches them in their deduplication logic (even if you've moved one of the records to the trash but haven't deleted it permanently!).

To fix this, make sure to delete any existing records that share the same deduplication key (email address is the most common one). If you want to turn this behavior off by default, you can follow these instructions.

My field isn't getting saved (like Product Details) but the rest of the record is#

That is because Product Details and a few other fields are Related Fields in Zoho. We don't support these in Zapier yet. (More on what these are is at this link.) We try and hide them where we can but they pop up occasionally. We recommend using a different free text field to apply miscellaneous details for the record as a workaround for now. We have a couple feature requests for related fields; write to contact@zapier.com to get notified if/when support is available.

Error: Please check whether you have provided proper values for "DATE" fields#

Zoho requires a specific format to accept the date field. If you get the error above, you'll want to add a Formatter step that takes the date/time field and converts it to a format like this: 2016-05-10 09:40:35

You can do so by setting up your Formatter Date/Time action like this:

Trigger Workflow is set to yes but not being triggered in Zoho#

We've seen two issues in the past with Zoho workflow rules:

  1. Plan issues - some workflows are only available on the Enterprise plans in Zoho.
  2. Permission issues - some workflows are created by other users, or non-admins are trying to trigger them. Zoho generally won't allow this.

Check to make sure that you are on the Zoho Enterprise plan. Also, check to make sure that the Zoho user connected to Zapier has permissions to trigger workflows.

The wrong Account Owner is being set#

Zoho expects the user's email address, not their name, when doing a lookup. Make sure you map the person's email like this:

If the previous steps don't give you the account owner's email, you can use the Formatter to create a lookup table and then pass the output of the lookup table to Zoho.

Need More Help? - Our support team is happy to help -- send us a message

Zoho CRM is a web-based CRM designed to attract, retain, and satisfy customers to grow your business.

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