Zoho Flow vs Traditional Integration Tools

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Introduction

If you’re using Zoho CRM and looking to automate your workflows, you’re likely considering whether to use Zoho Flow or a traditional integration tool. This guide will walk you through how Zoho Flow connects with Zoho CRM, how to use its features effectively, and how it compares with other integration methods. 

We’ll cover: 

  • How to connect Zoho CRM with Zoho Flow 
  • Available triggers and actions 
  • Common setup issues and troubleshooting 
  • Best practices for CRM integrations 

Whether you’re new to automation or transitioning from another tool, this article is your one-stop resource for understanding Zoho Flow vs traditional integration tools. 

Step-by-Step Instructions:

1. What is Zoho CRM?

Zoho CRM is a cloud-based customer relationship management platform that helps businesses manage sales, marketing, and customer service.

With it, you can: 

  • Customize workflows and manage data
  • Generate detailed reports and sales forecasts
  • Monitor social media for leads and engagement

2. How to Connect Zoho CRM to Zoho Flow

Step 1: Choose a trigger or action in your Zoho Flow. 

  • If no connections exist yet, click Connect. If one does, click New connection.
  • Set up unique workflows, automations, and channels for each department

Step 2: Alternatively, go to Settings > Connections > Create Connection, then choose Zoho CRM. 

Step 3: Enter a Connection Name and click Authorize. 

Step 4: Click Accept to grant Zoho Flow access to your CRM. 

3. Zoho CRM Triggers and Actions in Zoho Flow

General CRM Modules (Deals, Leads, Contacts, Products, Accounts, Campaigns, and Custom Modules) 

Triggers: 

  • New module: Sync CRM data with apps like inventory or project management tools.
  • New module entry: Send documents, record expenses, or notify your team.
  • Updated module entry: Keep other systems updated when changes are made in CRM.

Actions: 

  • Create module entry: Create sales/purchase orders or invoices.
  • Create or update module entry: Sync data from scheduling tools or inventory.
  • Fetch module entry: Get details before updating a record
  • Update module entry: Edit sales orders, cases, events.
  • Update related module entry: Link leads to activities, accounts to cases, etc.
  • Delete module entry: Remove customer records via form inputs.

4. Contact-Specific Triggers and Actions


Triggers:

  • New contact: Assign agents, set reminders, and add contacts to accounting.

Actions: 

  • Create or update contact: Update or add contact info based on email.
  • Fetch contact: Get contact data to link with deals.
  • Convert lead to contact: Trigger when a lead converts (e.g., places an order).

5. Lead-Specific Triggers and Actions

Triggers: 

  • New lead: Add to contact manager or email campaigns.

Actions: 

  • Create or update lead: Based on events, emails, or social interactions.
  • Fetch lead: Use for personalization.
  • Convert lead to contact: Automate the conversion process.

6. Deal-Specific Triggers and Actions

Trigger: 

  • Updated deal: Notify teams, update project tools, or confirm via email.

Action: 

  • Fetch deal: Retrieve all deal-related information.

7. Other CRM Triggers and Actions

Triggers

  • New note: Alert your team when notes are added.
  • New user: Add new CRM users to relevant systems automatically.

Actions: 

  • Add note: Add notes from surveys or emails to records.
  • Fetch account: Use for loyalty rewards or discounts.
  • Fetch event/product/user: Validate and sync with other apps.
  • Send email template/mail merge: Automate templated email sending
  • Remove tags: Clean up records.
  • Raise signal: Trigger real-time notifications in CRM.

Tips for Working with Module Entries and Unique Fields

  • Use the following custom function for event modules with specific date formats: string dateFormatISO(string myDate, string fromFormat) { mydateObj = myDate.toTime(fromFormat); resultDate = mydateObj.toString("yyyy-MM-dd'T'HH:mm:ss'Z'"); return resultDate; }
  • Note: For Tasks, Calls, or Events, Zoho CRM doesn't support create-or-update in a single action. Use a Fetch module entry, check if it’s empty, then choose between Create or Update.

Related Articles

Overview - Previous Use Cases and Benefits of Zoho Flow

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