Zoho Addin Guide

For information on setting up dialing with Zoho CRM, please click here.

This page will guide you through configuration and basic use of the Level365 CRM Connect Zoho CRM Add-in.

Zoho CRM and the database used to store your contact data should already be installed and working normally before proceeding with this integration.

Level365 CRM Connect must also be installed already with the initial configuration completed.

Information You'll Need

  • Windows account username and password
  • Zoho Auth token, User/Email and password

Configuration

Right-click the Level365 CRM Connect tray icon in the system tray menu and then left-click the Configuration option from the menu that pops up, this will open the 'Configuration' screen. In the 'Integration' area, click the Add new button, select Zoho CRM from the 'Type' dropdown box and then click the Set button.

On the Configuration group, enter your Zoho CRM account username or registered email address and your password.

 

Once your details are in place, click the Regenerate button to automatically generate and enter your Zoho authentication token. The token that is generated is what authenticates you, not the username/email and password. They are used purely to generate the authentication token so changing them after generating the token has no effect. To change accounts, you must create a new Zoho CRM integration by clicking the Add new button and delete the unwanted Zoho CRM integration.

 

If the Zoho user has Two-Factor Authentication enabled, they need to create an Application Specific Password as detailed below, and enter that instead of their actual password into the Zoho addin configuration. Don't forget to remove any spaces that may appear in the Application Specific Password:

  1. Log in to Zoho CRM
  2. Open https://accounts.zoho.com
  3. In the Zoho Accounts Home page, click Two Factor Authentication
  4. In the Two Factor Authentication page, click on the Manage Application Specific Passwords
  5. In the Application Specific Passwords pop-up, specify these details:
    • Device or App Name
    • Current Password
  6. Click Generate

This method of authentication replaces the 'API Key' method which has been deprecated by Zoho as of 30/6/2012. Users with Zoho CRM integrations using the 'API Key' will need to update the client software, then create a new Zoho CRM integration and delete the old, outdated integration.

 

Cache allows for data to only be updated (with only 4 searches/credits used to create the cache file) every 'X' number of minutes. Tick the check box to enable this option and set the duration in minutes between caches in the 'Frequency' text box. Any new contacts added between caches will not be seen by Level365 CRM Connect until the next scheduled cache.

 

Advisory

Zoho CRM API Usage Limits

The Zoho API has limits, as detailed here: https://www.zoho.com/crm/help/api/api-limits.html Therefore, on high usage sites it is recommended that the Zoho addin is configured to use Caching.

Live search limitations

Another reason to use cached mode instead of live mode is because the Zoho API method only allows one field to be queried in each search. This means the following limitations apply:

  • When searching for a telephone number in Leads and Contacts, only the phone field is searched.
  • When searching for a name in Leads, only the Lead's last name field is searched.
  • When searching for an address in Accounts, only the Billing City is searched. When searching in Contacts, only the Mailing City is searched.

In the 'Modules' section, select the Zoho CRM account contact types you want to be used by ticking the corresponding boxes.

Click the Save button to store the information you've entered and apply the configuration.

Testing

To test if the configuration worked, enter a phone number from your Zoho CRM account into the 'Telephone' box in the 'Integration test' area and click the Search button. The results will be displayed after a few seconds.

If the test does not work, go to the 'Log' page of configuration and see if there are any errors in the log.

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