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Zoho Sync

This article guides you through the process of Synchronizing modules and their records between Vtiger and Zoho CRM.
A
Abdul Sameer
2 Sep, 2022 - Updated 1 month ago
Table of Contents

Introduction

If you are a Vtiger CRM user, you can sync data between Vtiger and Zoho CRM using the Zoho Sync tool. You can sync the Zoho modules and their records to Vtiger CRM or vice-versa in real time and simultaneously work on the same data.  

In Vtiger CRM, Zoho Sync is available only for the following modules:

  • Contacts
  • Leads
  • Organizations 

In addition to the records from the modules mentioned above, you can also synchronize your records such as Calender events, Invoices, and Payments.

Sync Direction

The module and its records can be synced between the CRMs in the following three directions:

  • Sync from Vtiger to Zoho: Records from Vtiger CRM are reflected in Zoho CRM.
  • Sync from Zoho to Vtiger: Records from Zoho CRM are reflected in Vtiger CRM.
  • Sync Both Ways: Records from both the CRMs are reflected in each other.

By default, the Sync direction is set both ways; therefore, all synced records are instantly updated in both CRMs. You can configure the Sync direction under the Sync settings. 

This article guides you through the process of syncing records between the Zoho and Vtiger CRM.

Zoho CRM

Zoho CRM is a widely used Customer Relationship Management application that strongly emphasizes growing leads, accelerating sales, and measuring performance. 

 Benefits of Vtiger - Zoho Sync

  • Access your business contacts, leads, and organizations in Vtiger and Zoho CRM.
  • Prevent duplication and errors with a single source of data.
  • Save time by managing your contacts, leads, and organizations from a single or both applications.

Key Terminology 

Zoho API Application

An application created in the Zoho developer portal that is used to sync data between Vtiger CRM and Zoho CRM.

Client Key

Client Key is a unique secret authentication code that identifies its user or program and secures your applications from cyber abuse or malicious use.

Client Secret

Client Secret is a confidential key confined only to the application and the authorization server. It is a cryptographically-secure key.

OAuth

Open Authorization (OAuth) is an identification protocol that lets the user grant access to an application to interact or sync with another application on the user's behalf without disclosing confidential data such as passwords, keys, etc.

Both-ways sync

Both-ways synchronization is the transfer of data between two applications.  All records - new records, updates, etc., in one app, are instantly created, copied, or updated in the other and vice versa.

Field Mapping

Field Mapping systematically matches fields between two applications so that data syncs smoothly between the two.  Field mapping matches source and target fields and syncs data from one application to another.

Building Zoho API Applications

A Zoho API application is built to get Client Secret IDs that sync data between Vtiger and Zoho CRM. Before we start building an API application, log in to your Zoho account. 

Follow these steps to build a Zoho API application:

  1. Go to Zoho API Console and log in to Zoho account.
  2. Click Add Client on the top right corner of the screen.
  3. Look for Server-based Applications and click Create Now.
  4. Enter or select information for the following fields.
    1. Client Type: By default, the client type is selected as Server-based.
    2. Client Name: Enter a name for the client.
    3. Homepage URL: Enter your homepage URL (www.vtiger.com).
    4. Authorized Redirect URL: Enter your authorized redirect URL (https://oauthredir.od1.vtiger.com/).
    5. Click Create. Once the application is built, you can find tabs such as Client Details, Client Secret and Settings. 
  5. Click the Settings tab.
  6. Enable the client for all the Data centers.

Note: Check out the Zoho API documentation for new updates or changes in the process.

Installing Zoho Sync

Zoho Sync is a third-party app you must install from Vtiger’s Extension Store. You can install extensions only if you are an Admin user in the CRM.

Follow these steps to install the Zoho Sync extension:

  1. Log in to the CRM.
  2. Click the User Menu.
  3. Click Settings.
  4. Look for Extensions.
  5. Click Extensions Store.
  6. Search for Zoho Sync.
  7. Click Install

Syncing Zoho and Vtiger CRM

Follow these steps to sync modules and their records between Zoho and Vtiger CRM:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Select a module such as Contacts, Leads and Organizations. The List View of the selected module appears.
  4. Click Sync on the top right corner of the screen. The Sync popup appears.
  5. Look for the Zoho Sync tool under User level Connecters.
  6. Click Sign in corresponding to the Zoho Sync tool. Zoho Sign-in Window appears.
  7. Log in to your Zoho account. Zoho Postman asks for your permission to access data from your Zoho CRM.
  8. Click Accept. Vtiger OAuth Settings opens.
  9. Open the built Zoho Server-based API application in a different tab and do the following.
    1. Click the Client Secret tab.
    2. Copy the Client ID and Client Secret.
    3. Paste the copied Client ID and Client Secret to their respective fields in Vtiger OAuth settings.
    4. Enter the Auth URL (https://accounts.zoho.com/oauth/v2/auth) in Vtiger OAuth settings.
    5. Enter the Token URL ((https://accounts.zoho.in/oauth/v2/token) in Vtiger OAuth settings.
    6. Enter the Scope (ZohoCRM.modules.ALL) in Vtiger OAuth settings.
    7. Click Save. The Sync Log window opens.
  10. Click Sync Now on the top right corner of the screen. 

Note: Auth and Token URLs must include .in domain instead of .com for Indian customers.

Modules and their records from the Vtiger and Zoho CRM are now synchronized.  

 

Note

  • Every time you create, update or delete a contact, lead, and organization record in Vtiger or Zoho CRM, you must follow the above sync procedure to sync data between the CRMs.
  • If you want to revoke or stop the mutual data sync, click the Revoke Access button on the Vtiger CRM Sync Log screen.

Configuring Sync Settings

You can configure the sync between the two CRMs to control the sync of individual modules, sync directions, data priority in case of conflicts, etc.

Sync settings allow you to configure the following:

  • Pre Sync Settings
  • System Settings
  • Settings for each individual module

Follow these steps to configure Sync settings:

  1. Log in to the CRM. 
  2. Click the Main Menu.
  3. Select a module such as Contacts, Leads, Organizations, etc. The List View of the selected module appears.
  4. Click Sync on the top right corner of the screen. The Sync popup appears.
  5. Click Sync log beside the Zoho sync tool. The Sync Log window opens.
  6. Click Sync Settings on the top right corner of the screen. The Sync settings window appears.
  7. Enter or select the information for the following fields-
    1. Pre Sync Settings.
      1. Sync Records From: Select a time period from the drop-down to sync the data.
      2. Click Save. System and individual module settings appear.
    2. System Settings.
      1. Debug Mode: Click the checkbox to enable the Debug mode.
      2. Background Sync Frequency: Select a time (in hours) from the drop-down for the synchronization to repeat.
      3. Conflict Resolution: Select a CRM from the drop-down to override data from the other CRM in case of conflicts.
    3. Settings for each individual module.
      1. Sync Direction: Select the direction of synchronization from the drop-down.
      2. Enable Module Sync: Toggle the switch to green to enable synchronization of the respective module.
      3. Field Mapping: Configure the field mapping as per the requirement. (Check out field mapping in detail in the next section).
    4. Click Save.
  8. Click Sync Now on the top right corner of the screen. 

Field Mapping

In this section, let us understand the field mapping between Vtiger and Zoho CRM for Contacts, Leads, and Organizations.

Note: 

  • The field mapping between Vtiger and Zoho CRM for Contacts, Leads, and Organizations is available by default.
  • Only Admin users can edit field mapping between Zoho and Vtiger CRM.

Follow these steps to view the field mapping between Zoho and Vtiger CRM:

  1. Log in to the CRM.
  2. Click the Main Menu.
  3. Click Marketing.
  4. Click Contacts (Leads or Organizations) under Lead & Contact Management. 
  5. Click the Sync button. This will take you to the Sync window.
  6. Under User level Connectors, look for Zoho Sync.
  7. Click the Settings button beside Zoho Sync. You will be directed to the Zoho Sync Settings screen.

Note: You can also go to Zoho Sync Settings by clicking Sync Log > Sync Settings

  1. Under Contact Sync Settings, click Field Mapping. You will be directed to the default field mapping available for Contacts between Zoho and Vtiger CRM.

Note: The above procedure remains the same to view the default field mapping available for Leads and Organizations between Zoho and Vtiger CRM.

You can customize the field mapping for Contacts, Leads, and Organizations between Vtiger and Zoho CRM by clicking the +Add Custom Mapping tab.

For data to sync properly between Vtiger and Zoho CRM, the fields in the CRM need to be mapped with the fields in Zoho.

Field mapping enables this process to occur smoothly. Improper or incomplete mapping is the reason why the sync process skips a few records and these records will not be updated. For example, a mandatory field in Zoho might have data, and the mapped non-mandatory field in Vtiger might be empty. In this case, the sync process will not be successful.

The following tables display the fields in Vtiger CRM’s modules mapped to the Zoho portal fields.

Field Mapping for the Contacts Module

Vtiger CRM

Zoho CRM

First Name

First_Name

Last Name

Last_Name

Salutation

Salutation

Mobile Phone

Mobile

Office Phone

Phone

Lead Source

Lead_Source

Date of Birth

Date_of_Birth

Department

Department

Description

Description

Secondary Email

Secondary_Email

Home Phone

Home_Phone

Primary Email

Email

Mailing P.O.Box

Mailing_Zip

Mailing Street

Mailing_Street

Mailing City

Mailing_City

Mailing State

Mailing_State

Mailing Country

Mailing_Country

 

Field Mapping for the Organizations Module

Vtiger CRM

Zoho

Organization Name

Account_Name

Website

Website

Primary Phone

Phone

Billing Address

Billing_Street

Shipping Address

Shipping_Street

Billing City

Billing City

Billing State

Billing_State

Billing PO Box

Billing Code

Billing Country

Billing Country

Annual Revenue

Annual_Revenue

Employees

Employees

Industry

Industry

Type

Account_Type

Description

Description

SIC Code

SIC_Code

Ownership

Ownership

 

Field Mapping for the Leads Module

Vtiger CRM

Zoho

First Name

First_Name

Lastname

Last_Name

Company

Company

Salutationtype

Salutation

Mobile

Mobile

Phone

Phone

Leadsource

Lead_Source

Leadstatus

Lead_Status

Designation

Designation

Website

Website

No of employees

No_of_Employees

Description

Description

Secondary email

Secondary_Email

Email

Email

Industry

Industry

annualrevenue_currency_value

Annual_Revenue_code

Zip Code lane

Street

City

City

State

State

Country

Country

 

Related Documents

Vtiger REST API Manual

Zoho Developer Document

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