How Do I Use the Zoho CRM Integration?

This article takes you through using the Zoho CRM Integration in QuoteWerks. This will show you how to pull Zoho customer records into sales quotes, create deals, follow-up calls and more. 

This article includes information on the following topics:

• Using Contacts from Zoho CRM on Quotes
• Creating New Accounts and Contacts in Zoho CRM
• Creating or Attaching to Zoho CRM Deal 
• Closing Deals as Won in Zoho CRM
• Creating or Updating a Quote in Zoho
• Creating or Updating Linked Documents in Zoho CRM
• Creating New Follow Up Call in Zoho CRM
• Using Auto-Links in Zoho CRM
• Linking to the ZohoCRM Product List
• Starting a New Quote from Inside Zoho CRM
• DataLink Setup

Using Contacts from Zoho CRM on Quotes

To retrieve account/contact information from Zoho into QuoteWerks, first select the Sold to / Ship to tab. Click on the button next to the Sold to / Ship to boxes.

The Lookup Zoho contact window will appear:

Select the field that you want to use in the search, and then enter the value that you are searching for. When you click on the  button, the results of your search will be displayed.

Once you have found the account or contact you are looking for, select the contact and click on the [Sold To] button to use this contact for the Sold to information. You can also select a contact and click on the [Ship To] button to use this contact for the Ship to information or you can click on the [Bill To] button to use this contact for the Bill to information or the [All] button to populate the same contact information across all three fields. 

When you are finished selecting contacts, click on the [Close] button. You will be returned to the Sold to/ Ship to tab and the selected contacts will be pre-filled in the Sold to/Ship to/Bill to fields.

Creating New Accounts and Contacts in Zoho CRM

To create a new Company and Contact from the Sold to/Ship to tab, you will need to fill out the Company and Contact fields at a minimum. However, we recommend filling out all of the contact fields (title, address, email, phone, etc.) so all of this data is created in Zoho CRM for you.  This will then activate the new contact button on the toolbar above the contact.

The Company and Contact cannot already exist in Zoho CRM for this feature to work. If the company already exists, you will need to create the contact separately in Zoho CRM. The contact field cannot already be populated with a contact that was retrieved from Zoho CRM in order to use this feature.  

There is also an Access Right CannotCreateCRMContact that you can set if you do not want specific users to be able to use this feature.

Creating or Attaching to Zoho CRM Deal 

When you save a quote, the Create or Attach to Deal checkbox will appear on the Save window.

This option will open the Create New Zoho Deal window.  You can choose to create a new Zoho Deal or link to an existing one.  

Here, you can adjust information about the Deal such as the Name, Close Date, Pipeline, and Stage.  

The drop-down list will contain a list of all existing Zoho Deals associated with the Zoho contact record you have linked to.

Here, you can select an existing Deal to attach the quote to.

By creating Opportunities in Zoho from QuoteWerks, you allow QuoteWerks to help you build your sales pipeline. If you already have a Deal for this quote, it will automatically update the existing one to reflect changes you have made to the quote. 

Closing Deals as Won in Zoho CRM

If the option to update Deals as won has been set in your installation, QuoteWerks will automatically update the Zoho Deal as won when converted to an order or invoice (based on your settings) when using the File -> Convert to Order menu option. 

This option is only available when saving an ORDER or INVOICE. This option will create a Won Deal in Zoho under the Opportunities. 

Creating or Updating a Quote in Zoho

When you're saving a document, the “Create/Update Quote” checkbox will appear on the Save window.

Once you have pressed the [OK] button from the "Create or Attach to Deal" window, the “Create/Update Zoho Quote” window will appear, enabling you to create/update an Zoho CRM quote. The Quote Subject, Stage, Terms, Description, and Expiration Dates can all be modified before saving the quote in Zoho CRM.

This quote will be created and appear in the “Quotes” section of Zoho CRM and will be set as active.

Once the quote is saved, the products and services will be populated in the Zoho Quote.  

Creating or Updating Linked Documents in Zoho CRM

When saving a document, the “Create or Update Linked Document” checkbox will appear on the Save window.

If you check this option, an attachment record that refers to the document you are saving will be created (or updated) under the Zoho Deal.

Clicking on this link will enable you to open this file in QuoteWerks. 

Creating New Follow Up Call in Zoho CRM

When saving a document, the “Create new Follow Up Call” checkbox will appear on the Save window.

If you check this option, a new Create Zoho call window will open. 

This window will set the subject to the name of the document and then let you set the call purpose, call type, add a description,, and a call result.  You can also choose to mark it as a current, completed, or scheduled call. 

If you select the scheduled call option, you'll be able to set the start time, the owner, and set a reminder. 

Once saved, the call will be created under Activities in Zoho CRM. 

Using Auto-Links in Zoho CRM

The Auto-Links window creates dynamically generated links on the QuoteWerks Links tab that will link to specific details in Zoho CRM from the QuoteWerks created quote.  These links are automatically created and there is no setup involved to use them. 

This functionality provides users with an easy way to view the Sold to, Ship to, and/or Bill to contacts, the Zoho Deal, and the Zoho Follow-up Call. For example, clicking on the "View Deal in Zoho CRM" link would open this specific deal in Zoho CRM for you instead of having to navigate to Zoho and search for the specific deal. 

Linking to the ZohoCRM Product List

The Professional and Corporate Edition of QuoteWerks can link to ZohoCRM product list. This will save time for customer’s using ZohoCRM that have invested time creating their items in ZohoCRM.

In order for QuoteWerks to link to ZohoCRM product list, ZohoCRM must be selected as your contact manager. You can select ZohoCRM as your preferred contact manager through the Contacts -> Setup Contact Manager menu. In addition, you will need to supply your Login ID and password for ZohoCRM. You can enter these on the Contact Manager tab of Setup -> My Preferences.

Step 1: In QuoteWerks, go to Setup -> Product Data Sources, then select the  [New] button on the Product Data Source Setup window:

Step 2: From the “Select Database Type” window select “ZohoCRM” from the drop-down menu:

Then click on the [Next] button to move to the next step.

Step 3: This window allows you to map the ZohoCRM item fields to their QuoteWerks counterpart. By default, we have already mapped some of the ZohoCRM fields to QuoteWerks fields such as Description, Price, ProductName, and Product Code. 

To change any of the default selections, simply select the ZohoCRM field on the right, then select the QuoteWerks field on the left and choose to map or un-map the fields.

Click on the [Next] button to move to the next step.

Step 4: In this window enter the name of the vendor whose products you will be storing in this data source. This vendor name will be used to refer to products when looking up products under the Product Lookup window.

Click on the [Next] button to move to the next step.

Step 5: On this window you can “Set Column Titles.” Column titles are the names of the columns as they will appear in the Product Lookup window for this product source. 

For example, in QuoteWerks the field name is called ‘Price,’ in the ZohoCRM product list the field is called ‘DefaultPrice.’ You may want to refer to this as ‘Unit Price.’ By clicking on the [Change Title] button you can rename the column title:

Click on the [Next] button to move to the next step.

Step 6: If the ‘Individual Product Data Source level security’ has been enabled, the Security step will appear next:

Here you can control the level of access each User or Group has to this Product Data Source. For details, see the User Maintenance and Security chapter.

Step 7: Here you can choose various options for the product database.

Show all products/services when product source is selected

Choose this option to display all of the products and services in the database when you select this product database from the Product Lookup window. If you have more than 5,000 items in your product database, it is recommended that you do not select this option.

Click on the [Finish] to complete the link to the ZohoCRM product catalog.

Step 8: Once you click on the [Finish] button it will return you to the Product Data Source Setup window where you can confirm that the link to the ZohoCRM product catalog was established:

Step 9: To use the link, select the Products -> Lookup menu and select the ZohoCRM product catalog product data source.

To perform a wildcard search in the manufacturer part number field, you can use the ‘Begins With’ checkbox and/or the wildcard % symbol. 

Example: If you wanted to see every item with a description that began with the word “door”, you could check the ‘Begins With’ box and enter “door” in the Description. You could also enter “door%” in the Description. If you wanted to see everything that ended with the word “door”, you would enter “%door”. If you wanted to see every item that contained the word “door” you would enter “%door%”.

Starting a New Quote from Inside Zoho CRM

The Zoho CRM integration has a feature that enables you to click on a button or a hyperlink located on a Zoho deal window which will start QuoteWerks and copy all the Account, Contact, and Deal information into a new quote.

Using a QuoteWerks Quote Button

If you have an existing deal that was created within Zoho CRM, you can initiate a new quote for this deal by clicking on the “QuoteWerks Quote” button.

Setting Up the QuoteWerks Quote Button

Step 1: Launch Zoho CRM and log in as a Zoho administrator.

Step 2: Click the Setup gear and select Modules and Fields under Customization:

Step 3: Select Deals and then the Links and Buttons tab

Step 4: Click the New Button 

Step 5: Name your button "QuoteWerks Quote" (or a name you prefer)

Step 6: Enter a description of "Create a QuoteWerks Quote from Deal"

Step 7: Under "Where would you like to place the button?" select View Page

Step 8: Under "What action would you like the button to perform?" select Invoke a URL

Step 9: In the Construct Your URL field, enter the following URL: 

https://www.qwcontent.com/QuoteWerksURLProtocolRedirector.aspx?RedirectorAction=newquote&source=Zoho&context=opportunity&SoldToCMOpportunityRecID=${Deals.Deal Id}&DocName=${Deals.Deal Name}&SoldToCMCompanyRecID=${Accounts.Account Id}&SoldToCompany=${Deals.Account Name}&SoldToCMContactRecID=${Contacts.Contact Id}&SoldToContact=${Deals.Contact Name}&SoldToAddress=${Contacts.Mailing Street}&SoldToCity=${Contacts.Mailing City}&SoldToState=${Contacts.Mailing State}&SoldToPostalCode=${Contacts.Mailing Zip}&SoldToCountry=${Contacts.Mailing Country}&SoldToPhone=${Contacts.Phone}

Step 10: Under "Where do you want to show the content of the button action?" select New Tab

Step 11: Under "Which profile(s) should see this button?" select the appropriate profiles. 

Step 12: Click Save

DataLink Setup

The DataLink feature allows you to pull additional information from fields in Zoho when retrieving the contact information. This data from Zoho can be used to complete fields in the QuoteWerks document such as a customer profile, the tax rate, customer terms, custom fields, etc. for the customer. Clicking on the [DataLink] button on the Contact Manager Setup window will display the DataLink setup window.

Contact manager data fields can also be inserted into the print layouts so that the data is copied from the contact manager and then printed on your quote without being stored in the quote itself.

To setup the DataLink, click on Contacts-> Setup Contact Manager menu selection.  Click on Zoho then click on the [DataLink] button.

The DataLink Setup window will open.  If you have not created a DataLink yet, the field will be blank:

Create, Edit, Delete DataLinks

The three icons on the top left of the window will allow you to create (), edit (), and delete () DataLinks.

Pulling Additional Zoho CRM Fields into QuoteWerks

In the following example we are going to walk through how to pull the Account Industry from Zoho and have it populate a custom field on the Custom tab.  You can pull this and many other fields through the DataLink mapping window.  You will need to create a new DataLink for each field you would like to populate however.  

Step 1: Click on the create () button.

Step 2: On the next window (DataLink Mapping), change the first drop-down menu to RetrieveSoldTo, RetrieveShipTo, or RetrieveBillTo.  Your selection here will determine when the field from Zoho is pulled into QuoteWerks (i.e. the filed data is pulled in when pulling the contact details into the Sold to, Ship to, or Bill to fields).

Step 3: Under the External System ID field, change the drop down to Zoho. 

Step 4: On the next field of Assign Field Mapping click on the radial button for Read into QuoteWerks.

Step 5: The drop down for External System Field as Source will list the fields available from Zoho.  Select the field you would like to pull into QuoteWerks.

Step 6: Once your External field as source is selected, choose the QuoteWerks field that you would like the data from Zoho to populate in the QuoteWerks Field as a Destination.

Step 7: Click [Ok] to complete the DataLink Mapping.

Pushing Additional QuoteWerks Fields into Zoho CRM

Creating a new DataLink

In the following example we are going to walk through how to push the Contract Start date field from QuoteWerks and have it populate a custom field in Zoho.  You can push this and many other fields through the DataLink mapping window.  You will need to create a new DataLink for each field you would like to populate however.  

Step 1: Click on the create () button.

Step 2: On the next window (DataLink Mapping), change the first drop-down menu to CRMOppHeader_CreateUpdate to choose to push a DocumentHeader field from QuoteWerks to the Zoho Deal. 

Step 3: Under the External System ID field, change the drop down to Zoho. 

Step 4: On the next field of Assign Field Mapping click on the radial button for Write out to External system.

Step 5: The drop down for Field as Source will list the fields available from QuoteWerks.  Select the field you would like to push from QuoteWerks. 

Step 6: Once you choose your QuoteWerks field to write out, choose the Zoho destination field that you would like the data from QuoteWerks to populate in the External System Field as Destination.

 

Step 7: Click [Ok] to complete the DataLink Mapping.

Editing an existing DataLink

To edit an existing DataLink, highlight the link and click on the edit () button.  This will open the DataLink Mapping window and allow you to change any of the fields previously set for that DataLink. 

Deleting an existing DataLink

To delete an existing DataLink, highlight the link and click on the delete () button.  This will remove that specific DataLink from your system.  Please note, this cannot be undone. 

Disabling a DataLink

Disabling a DataLink will let users disable the DataLink from working without having to remove the link.  This is very useful if you need to stop a DataLink from working for a period of time, but do not want to remove it from the DataLink list.  

To disable a DataLink, highlight the DataLink and click on the checkbox for Disable DataLink. Uncheck it to re-enable the DataLink.