Enable Zoho Projects Integration

To enable the integration

1. Log into your Zoho CRM account with Administrator privileges.
   
2. Go to Setup > Marketplace > Zoho > Zoho Projects.
   
3. In the Zoho Projects Integration page, click Get Started.
   Free Edition users can try this feature for 15 days.
   
   

Zoho Projects Integration for your CRM Account consists of three main steps.

• Portal configuration
  
• Field mapping
  
• Client account mapping
  
  
  

Portal Configuration

• Zoho Projects Portal - A portal, in Zoho Projects, is a central place where all projects can be managed and accessed. You can configure one portal from Zoho Projects in this integration. On integration, all projects associated with the selected portal will be pushed inside Zoho CRM and can be managed from within Zoho CRM. There are three possible cases under portal configuration.
  
  • Configure your own Zoho Projects portal
    
  • Configure other user's portal
    
  • Create a portal in Zoho projects
    
• Field Mapping - During integration you can map the Zoho projects fields with the corresponding CRM fields. Both the standard and custom fields in Zoho Projects are displayed in field mapping, you can choose the appropriate corresponding CRM fields under Deals and Accounts modules and map them. Mapping the fields will ensure that fields get auto-populated inside Zoho CRM every time a new project is created.
  
• Permissions for Zoho CRM Users - You need to set the permissions for all the Zoho CRM users based on their profiles. On setting the permissions for the profiles, all CRM users under the respective profiles are pushed automatically into Zoho Projects. The role of Zoho CRM users pushed into Projects is set by default as "Employees". In case the CRM users already exist in Zoho Projects before this integration, their roles remain unchanged.
  

I. Configure your own Zoho Projects portal

To configure your portal

1. Go to Setup > Marketplace > Zoho > Zoho Projects.
   
2. In the Zoho Projects Integration page, under Portal Name select a portal from the drop-down list.
   All your portals will be displayed here.
   
   

II. Use another user's portal

To configure other user's portal

1. In the Zoho Project's Configuration page, click the Use another user's portal(s) link.
   
   
2. Enter the admin's email address and click Send for Approval.
   An invitation email will be sent to the address.
   
   You must wait till the confirmation is done by the projects administrator. In case the email is not received, you can resend from the configuration page.
   
3. Once approved, the configuration page will display Approved.
   
4. You can click Proceed or Abort Integration.
   

Note

1. On Resending invitation, a reminder email will be sent to the projects admin. Upon canceling the invitation the sent request will become invalid. 
   
2. An email notification is sent upon approval, you can click Proceed with the integration. Once you abort integration, you can send a fresh request. 
   

How will the Zoho Projects administrator approve the portal request?

The Zoho Projects administrator will receive an email from the requester (CRM administrator). He must confirm the request and select the portal that he wants to give access to.  

The admin can reject the request if, h e doesn't wish to give access to the portals.

If portals are unavailable, then the system will automatically reject the request and an email notification will be sent to the requester and the admin.  

To approve the portal request

1. Open the portal request email and click Click Here.
   You will be redirected to the Zoho Accounts page. 
2. Click Confirm.
   

You will receive a success message. An approval email will be sent to the requester too.

Note

If active portals are unavailable then the admin will receive a message saying invalid URL.

III. Create a portal in Zoho Projects

In case you do not have a portal at all, you can create a new one from Zoho CRM.

1. In Zoho CRM, under Portal Configuration, click Create New Portal.
   
   
   
2. Enter a Portal Name.
   
3. Click Create.
   
4. Choose the portal from the drop down list and click  Save.
   

   Your new portal is now created and integrated with Zoho CRM.
   

   
   

Map Zoho Projects Fields with CRM

To map fields

1. In Fields Mapping, click Map Now.
   
   
2. In the Map Fields page, choose the corresponding CRM fields from the drop-down list under Deals and Accounts modules.
   Both standard and custom fields of Zoho Projects will be displayed.
3. Click  Done.
   
   
   
   

Set Permission for Zoho CRM users

To set the permissions for profiles

1. In Permissions for CRM Users, click Setup.
   
2. Select the check boxes for the respective profiles to set Tab Visibility, View, Create, Edit, and Delete permissions to the CRM users.
   
   
3. Click Save.
   If you wish to change the profile permissions in the future, you can do so by clicking on the Edit Configuration link.
   
   

Client Account Mapping

Client Account Mapping is an option provided as part of this integration. In this step, you can match the Clients (in Zoho Projects) with Accounts (in Zoho CRM). Once the exact match is found, projects classified under the Clients are automatically associated with the respective matching account in Zoho CRM, thus saving you a lot of time and effort. Also, with the help of custom mapping you can manually select the clients from Projects and match them to the respective CRM Accounts.

If you want to map the projects of those client(s) to Account(s) automatically, click Yes, Map matching records. The records are mapped, and an email regarding mapped and unmapped records along with the reason why some records were unmapped is sent to the administrator(s).

If you don't want to use this option, click No, Skip to map records manually later.

Note

• Client Account Mapping is a one-time occurrence. Once you skip this step at this point, you cannot go back to automatically mapping clients with accounts again unless you deactivate the Projects portal and associate it back with Zoho CRM.
  
• Client Account Mapping also involves mapping of Client Users (in Zoho Projects) with Contacts (in Zoho CRM). This mapping happens in the background and is not displayed for users to see during the integration. However, at the end of the mapping, a Client User listed under a project in Zoho Projects will become a Contact associated with that project in Zoho CRM.
  
• Contact users are the contacts available in your CRM that can be added as contacts in Zoho Projects.  If it's a contact, the contact won't get access to Zoho Projects account. However, the client users have the access to associated projects.
  

Manage Users and their Permissions

You can change the permission available to CRM users at any time.

To change permissions

1. Log in to Zoho CRM with administrative privileges.
   
2. Go to Setup > Marketplace > Zoho > Zoho Projects.
   
3. In the Zoho Projects Integration page, click the Edit Configuration link.
   
   
   
   
4. Select or clear the checkboxes of Tab Visibility, View, Create, Edit and Delete permissions for each profile as required.
   
5. Click Save.
   

Deactivate Zoho Projects Integration

As an administrator of Zoho CRM, you can deactivate Zoho Projects from your CRM account. On deactivation:

• The Projects tab is removed from Zoho CRM.
  
• All portals and projects added to Zoho CRM will be disassociated from your Zoho CRM account. Users can continue to work on the projects from their Zoho Projects account.
  
• Any user with administrator privileges can deactivate the portal and associate another portal to the Zoho CRM account.
  

To deactivate Zoho Projects integration

1. Log in to Zoho CRM with administrative privileges.
   
2. Go to Setup > Marketplace > Zoho > Zoho Projects.
   
3. In the Zoho Projects page, click Deactivate Zoho Projects.