Working with Zoho Forms Integration

Working with Zoho Forms Integration

What are Zoho Forms?

Using Zoho Forms, you can easily build an online form for all your business needs. Create and customize the form, add the required fields and send it to your customers thus facilitating data collection. It allows you to capture the form submissions in Zoho CRM and pre-populate certain data such as name, email, etc. from CRM in your form.

For example, Zylker, an apparel store has setup an exhibition and wishes to add the interested customers as Lead in their Zoho CRM account. To do so, the Manager of Zylker creates a form in Zoho Forms and integrates it with Zoho CRM. Now, when an interested customer submits the form, their data gets automatically captured as a lead in the Zoho CRM account. 

After a month, the Manager wants to update the information of all his customers and get their consent on the updated privacy policies of the company. 
Hence, he creates the form, pre-populates the name and integrates it such that, the existing records of the customer gets updated upon form submission. 

Availability
Permission Required
Users with Administrator profile can setup Zoho Forms Integration.

Benefits of integrating Zoho Forms and Zoho CRM?

By integrating Zoho Forms with Zoho CRM, you can do the following:

  • Pre-populate data from Zoho CRM to your form. 
  • Push data from form submissions into Zoho CRM.
  • A two-way sync ensures data transfer between Zoho Forms and Zoho CRM.

Integrating Zoho Forms

Intergrating Zoho Forms with CRM includes the following steps: 

Step 1 - Create a form

Using Zoho Forms you can create a new form from scratch or choose from the available templates.
Go to: https://forms.zoho.com and start building your form.

See also:How to create a form.

Step 2 - Add Zoho CRM Field in the form

You can drag and drop the Zoho CRM field within the form that can help in following: 

  • Send a personalized form - Adding the Zoho CRM field allows you to send your existing customers a personalized form that contains their important details pre-populated. 
  • Push customer information to CRM - Once your customer submits the form, you might want to add their information as a new record, add notes, events, tasks to the related list, update existing records in Zoho CRM. 

To add Zoho CRM Field in your form

  1. Drag and drop the Zoho CRM Field in your form builder.
  2. In the Add Zoho CRM Field popup do the following: 
    1. Select a Module from the drop - down list.
    2. Select the appropriate Layout and Field from the drop-down list.
    3. Enable the checkbox to map fields from Zoho CRM with Zoho Forms to auto populate data in form from CRM. 
    4. Map the fields and click Save.

Step 3 - Integration from Zoho Forms 

Integrating your form with Zoho CRM allows you to

  • Add New Record - The information entered in the form will be added as a new record in your CRM account upon submission. 
  • Add Related list - Notes, Events, Tasks, etc. will be added as a related list to an existing record.
  • Update Record - The value of an existing record will be updated with the entries made in the form.

Field Mapping - This allows you to map mandatory and other fields from CRM to the corresponding fields in the form. The reason being, whenever a form is submitted, the data entered in the fields is captured in the appropriate fields in Zoho CRM. 
For example, Last name field is added in the form and is mapped with the Last Name field in Zoho CRM. Now when the customer enters submits the form, the last name in CRM will be automatically captured.

Actions - At times you might want to perform certain actions when a form is submitted. Zoho Forms allows you to perform certain actions.
See more: Actions

To integrate the form with CRM

  1. Go to the Integrations tab and choose the required function to be performed. 
    1. To add a New Record
      1. Go to the Integrations tab > Zoho CRM > + New Record.



      2. Select the Module and Layout of your choice.



      3. Map the mandatory fields of Zoho CRM with the corresponding fields in Zoho forms.
      4. To map more fields from Zoho CRM with Zoho Forms click the +Add Fields button.



      5. Select the CRM field from the drop down list. Relevant form fields will be listed in the drop down under Zoho Forms.
      6. Select the necessary actions to be performed and click Integrate.
    1. To add a Related List
      1. Go to Integrations tab > Zoho CRM > +Related list.
      2. Select the Module, Related list, Layout from the drop down list.



      3. Map the mandatory fields of Zoho CRM with the corresponding fields in Zoho forms.
      4. To map more fields from Zoho CRM with Zoho Forms click the +Add Fields button
      5. Select the necessary actions to be performed and click Integrate.
        Workflows and Attachments are the actions available.
    1. To Update Record
      1. Go to Integrations tab > Zoho CRM > Update Record.
      2. The Module, Layout chosen by you will be displayed by default.



      3. Map the mandatory fields of Zoho CRM with the corresponding fields in Zoho forms.
      4. To map more fields from Zoho CRM with Zoho Forms click the +Add Fields button
      5. Select the necessary actions to be performed and click Integrate.
        Workflows and Attachments are the actions available.

Step 4 - Integration from Zoho CRM

By enabling this integration you can share the form with your customers with certain information being pre-populated from Zoho CRM in your form.

To integrate Zoho Forms from Zoho CRM

  1. Go to Zoho CRM  Setup > Marketplace > Zoho > Zoho Forms.
  2. In Zoho Forms Integration page click Create Account.
    This option will be displayed if you do not have an account in Zoho Forms.



  3. Enable the Pre-population of data toggle switch.

Note
  • If you do not have a Zoho Forms account, a new one will be created automatically upon integration.

Step 5 - Share with Customers

Send Form via email

You can send the form to your customers using the email template you have created or by adding the URL in the body of your email. 

Create Email Template If you would like to follow a standard email for all your customers you can create an email template which bears the URL of the appropriate form. Once created, the appropriate template can be chosen and sent to your leads or contacts.

See more: Create Template

To send form using email templates

  1. Select either Leads or Contacts module and choose the records.
  2. Click Send Email.
  3. Click Choose Template and select the template.

  4. Click Send.

To add the form URL in the email

  1. Select the records and click Send Email. 
  2. In the Compose Email section, click Insert Forms Link.
  3. In the Insert Zoho Forms popup, do the following: 
    1. Form Name - choose a form from the drop down list.
    2. In the Forms link the form URL will be automatically displayed.
    3. Click Preview to view the form. 
    4. Add Text to display which serves as a hyperlink to your form.
    5. Click Insert which adds the URL in your email.



  4. Click Send.

Deactivate Zoho Forms Integration

You can choose to deactivate Zoho Forms integration if necessary. Once the integration is deactivated, you will not be able to perform the following actions: 

  • Insert Forms link in the email templates will not be available.
  • The Email Templates containing the survey links will be retained, unless you delete them manually. 
  • Forms sent through Zoho CRM will not have pre-populated values. 

To deactivate Zoho Forms integration

  1. Click Setup > Marketplace > Zoho > Zoho Forms.
  2. Disable the Pre-population of Data toggle switch.

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