Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 2. Log into Zoho CRM using your Google...

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Zoho CRM and Google Apps Synchronization

Transcript of Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 2. Log into Zoho CRM using your Google...

Page 1: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

Zoho CRM and

Google AppsSynchronization

Page 2: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

Table of Contents

1. Contacts2. Calendar3. Email4. Tasks5. Docs

1. Authentication 2. Gadgets3. Users4. Sites & Forms

End User Integration

Points

Domain-Wide Points of

Integration

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368

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Page 3: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

Contacts1. 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.

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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”

5. Choose contacts group to sync from your google contacts groups. BestPractice:CreateagroupingooglethatisspecificallydedicatedtoyourZohoContacts. When you would like to sync a contact with Zoho, simply add the contact to this group.

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Page 5: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

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, thissettingspecifieswhichchangeswilloverwritetheothers.

9. Choose the Frequency you would like the synchronization to run:

10.MapthespecificfieldswithinGoogleyouwouldliketosyncwithyourZohoCRMfields.Thegenericfieldswillalreadybefilledoutforyou.

11. Click Save.

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Page 6: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

Calendar1. Go to Setup > Apps & Add-ons > Google Apps

2. Click on the Calendar Tab.

3.ChoosetheGoogleCalendaryouwouldliketosyncyourZohoActivitieswithfromthefirstdropdown 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.

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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.

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

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Email

3. You will be asked to enter your Google Apps password. This will automatically create a POP3 connection and pull all of your emails from Gmail.

4.Click‘ConfigureNow’.

5. Click on Zoho Apps under the Apps & Add-Ons Section at the top of the page and select Zoho Mail.

1. Go to Setup > Apps & Add-ons > Google Apps

2. Click on the Email Tab.

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6.Ifthisisnotenabled,clickConfigureNow(Youmustbeonthenewprofessional,newenterprise,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.UndertheZohoMailboxclickonthedropdownandselectyourgmailaccount.Click+AddNewMailbox.

8. In the right hand column of the pop-up which appears, select your gmail account as the default email. Under the POP3 Server Settings, choose 3 minutes for the Check for new Messages every setting to always have the most up to date emails within your CRM.

9. Under the Maximum number of emails per cycle setting, choose 200.

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12. Under Advanced settings, check the ‘Consolidate all my customers emails in a single place inside Zohomail’boxtoorganizeallofyourcustomeremailsintoalabelorfolderwithinZohoCRM.

11. Under the Email Sharing permissions section, you will be choosing who will have access to read your customer emails. Private will make your email only visible to you. Public will share your email with everyone in your CRM Customwillletyouchoosewhoyouwouldliketoviewcustomerspecificemails

13. Type the name of the folder or label for which you would like to contain these emails.

10. Under the Send Mail as setting, choose your email address so you are always sending email from your account.

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Tasks1. 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.Onceyouhavefinishedenteringalloftheinformationforyourtask,nexttotheSavebuttonatthe 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.

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Page 12: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

Docs1.IfyouhaveyourGoogleSyncenabledforyourdomain,thiswillbealreadyconfiguredforyou.

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.ScrolltofindtheAttachmentsrelatedlist.YouwillseetheoptiontoselectGoogleDrive,selectthisoption.

4.ApopupwindowwillappearcontainingallofyourGoogleDriveinformation.Selectthefileyouwish to attach to this record and Zoho will attach your Google Drive Document.

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Page 13: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

AuthenticationThere 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.

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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.

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Page 15: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

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.

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GadgetsAfter 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!

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Users

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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‘AddtoZohoCRM’atthebottomofthepageandtheseuserswillbeaddedtoyourCRM organization.

Page 18: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

Sites & Forms

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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.Inthiscase,wewillbecreatingaleadform.ClickCreateNewLeadForm.

5.Draganddropthefieldswhichyouwouldlikelistedontheform.

Page 19: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

6.ChooseNextStep.

7.Enteralloftheinformationrequiredforyourformoutputtoyourwebsiteandclick‘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.

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

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Written byShaun BantaCloudbakers

@cbakerbanta312.380.6838

Page 22: Zoho CRM and Google Apps Synchronization · 2017. 10. 9. · 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

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