1.Overview

For your gravity form entries, the GF Integration with Zoho CRM (PRO) plugin allows for easy data manual and batch synchronization. You may now more easily use the integration and more strategically record your gravity form-based user data using the fields and notes.  
  • You can add a note to your Zoho CRM entries with ease.
  • Can make synchronizing your Zoho Tags and Attachments a breeze.
  • Set up Lead Sources and Lead Status in a snap.
  • In Zoho CRM, you may add phone, mobile fields.
  • Create a Zoho CRM account and easily link it to any object, such as a contact or a deal ie account association
  • For data contributions over Zoho, provide manual and bulk sync options.
  Even though the plugin is simple to Install, you won’t be able to Activate it until all the setup requisites have been happened to meet. First, let’s take a closer look at them-

2.Prerequisites for Setup

Check out the criteria given below to learn more about how to set up the Gravity Forms Zoho integration-

( *Note- Download Free Version to use Premium )

2.1.Gravity Forms Plugin

The Gravity Forms plugin must first be installed as a prerequisite.

 

               ( *Note: Unless you’ve already installed GF on your website, skip this step; otherwise, proceed.)

 

Gravity Forms is a premium WordPress plugin. That extension is not available for free in the WordPress Plugin Directory. As a result, once you’ve purchased this plugin, you’ll need to install it.

  • Select Upload Plugin from the drop-down menu.
  • Then select the “Gravity Forms” that you downloaded after making your purchase.
  • Then press the Install Now button.

     

    After installing the plugin, begin customizing the backend to complete the next step in integrating your Zoho CRM with your Gravity Form plugin. To access the Gravity Forms section of your site, go to your WordPress Dashboard > Forms or click the Forms link in the top bar of your dashboard window. For further details, look at the screenshot below.

    You’ll be taken to the Gravity Forms Welcome/License page after that; continue with the first setup by entering the License Key in the text field given and click the Next button.

    Then you’ll be taken to the Background Updates tab, where you can check for updates before clicking Next.

    You’ll then be sent to the Global Settings page, where you may select your preferred currency, turn on or off conflict modes and toolbar settings, and hit Next to complete the configuration.

    After that, you’ll be taken to a page that states “Installation Complete” and contains a “Create a Form” button. If you’ve arrived at this page, you’ve completed your GF setup and are ready to build a form. Try clicking the Create a Form button to get started.

    For further details, take a look at the screenshot below.

    A popup will appear once you click the Create a Form button, requesting you to fill out two fields: Form Title and Form Description. Simply fill in the fields and click the Create Form button to commence with your first Gravity Form.

     

    After that, you’ll be taken to the gravity form builder, where you may quickly create your first gravity form with the side fields block.

    To collect data, simply drag and drop the fields within your form as needed.

     

    (*Note: Within the side field block of the gravity form plugin, there are different fieldsets such as Standard Fields, Advanced Fields, Post Fields, and Pricing Fields.)

     

    To create your gravity form, fill up the fieldsets and click the Publish button. Remember that you can change or amend the form fields later by clicking the Edit form button, or you can create as many as you want by repeating the process.

    When you’ve completed the steps above, you’ve successfully built your form and are ready to move on.

    If you need to check the initial integration with the form data, simply create a page and append your newly created gravity form to it.

     

3.Plugin Installation

As you are all done with the Gravity Forms plugin, now it’s time to continue with the GF Integration with Zoho CRM (PRO) plugin installation process. You can install the plugin in the simpler yet easier way possible, steps are detailed below-

 

  • Download the GF Integration with Zoho CRM (PRO) plugin from the respective website product page.
  • Login to your WordPress dashboard.
  • Navigate to the Plugins > Add New page and hit the Upload Plugin button.
  • Upload the .zip file of the plugin and hit the Install button.
  • Finally, activate this plugin from the Plugins > Installed Plugins page and hit the Activate button.

    (Note: This plugin is an addon to the MWB GF Integration with Zoho CRM, make sure you’ve installed it before activating the GF Integration with Zoho CRM (PRO) plugin.)

    The next step after installing the plugin is to connect to your Zoho CRM account and authorize the connection of Zoho Accounts so that Gravity Form submissions can be synced along with ease.

4.Zoho Integration Setup

In order to begin the integration procedure, go to WordPress Dashboard > Forms > Zoho.

Zoho may be found on the left side panel under the Form option, and you can go right to the Zoho Account permission page.

 

 The next page will be displayed.

 

(* Note: If you’ve got a Zoho account already, you can skip the stages and go straight to the next one after signing in.)

 

Now it’s time to set up the integration. To do so, go to WordPress Dashboard > Forms > Zoho and turn on the setting.

You can easily complete your configuration on the Zoho Accounts tab of this Zoho connection plugin. You can just go ahead and do it if you know the URL.

If you have any questions about the setup procedure, you can just click the (+) icon on the right side of the page beside the heading Instructions.

The provided link will take you to the Login or Sign-Up page, where you can fill out your Zoho account information.

You will be taken to the Zoho Account Sign Up Page after clicking the ‘Create new client here‘ link. To finish setting up your Zoho account, enter your email address and click Next.

Then, on the next screen, click Get Started to proceed to the next ‘Welcome to API Console‘ page. Following that, you’ll be taken to the ‘Choose Client Type‘ page. Choose the “Server-based Applications” client type among the options given in the page.

You’ll then be directed to the Zoho API Console page. In order to establish a connection for integration purposes, you’ll be requested to submit client information.

Here you can make a new client. Please click on the linked link.

Here, in the fields available-

  • Enter the client’s name in the fields provided. For instance, the Demo app, My App, and so on.
  • As the redirect URI option, copy and paste the URL that appears in this option.
  • The URL should be the same as the Homepage URL.
  • Press the Create button.

 

 The Client ID and Client Secret Key fields on the Zoho Account Authorization Page will be created as a result of this.

Following that, go to the WordPress Dashboard > Forms > Zoho.

On the Zoho Accounts page, fill in the relevant information and submit the connection request to keep your Zoho Account and Gravity Forms connected.

 

5.License

The very last tab in the GF Zoho Integration Pro plugin is License. This tab is basically an activation panel for your plugin license. 

Make sure you activate your plugin license before performing any data synchronization process.

There isn’t any special setting available, just one that is license activation. As soon as you purchase the PRO plugin from the site, you receive an activation code along.

Please confirm your purchase code by copy-pasting it in the given Enter Purchase Code text field and hit Validate button, so that you can use the plugin’s features conveniently after 30 days of activation.

 

(* Note: Even if the license is not activated, users can use the pro plugin capabilities for 30 days. After that, the pro plugin features are disabled, and users risk losing their data, therefore they must activate the license before the trial period ends.)

5.1.Zoho Accounts

You may easily develop/authorize a connection between your Zoho accounts and your Gravity Forms submissions by using this tab. Fill in the fields with the requested information and copy-paste as needed-

> Zoho Domain
Choose Zoho domains from the drop-down menu. There is a drop-down menu from which to choose. It is a mandatory field. They are, indeed-
* India (.in)
* China (.com.cn)
* Australia (.com.au)
* Europe (.eu)
* USA & Others (.com)

 

> Client ID
Here is where you’ll put your App ID. You can replicate it following the instructions that show after clicking the plus [+] icon in the right corner of the Zoho API Console.

> API Key
Here’s where you’ll put the Secret Key. After hitting the plus button in the corner, you can copy it from the Zoho API Console using the instructions provided.

> Redirect URL
This field is read-only. This is what you should use based on the instructions. After entering the information, click Authorize, and you’ll be connected.

If you’ve arrived at this page, you’ve finished the authorization process for your Zoho Accounts and Gravity Form.

Any submitted Gravity Forms that are synced in the future will be linked to the Zoho CRM in a handy manner.

The Feeds section is the next thing you should pay attention to.

5.2.Zoho Feeds

After successful authorization, the administrator can establish Zoho Feeds. Following these procedures, the administrator can create a new feed:

Go to Dashboard > Forms > Zoho > Zoho Feeds to access Zoho Feeds.

However, if you want to study the feed that has already been generated for your usage, simply sort the Show Form Feeds dropdown field on the right side of the page.

 

The feeds with the ON toggle button depict the active status of the feed. Using the controls on the right side of the sandbox area, you can also Edit or Delete them.

To create a Feed, click the Add New Feed button and follow the prompts. You’ll be transported to the Add New Feed page as soon as you press the button, where you can create a news feed.


> Select Form

Choose a GF from the ones you’ve already created. Choose the form you’d like to connect to Zoho CRM.

 

> Select Object

  • From the drop-down menu, select the objects that should be produced on the given form submission.
  • The administrator can also refresh objects and fields.
  • Fields in your Gravity Forms should be mapped to fields in the Zoho module.

The associated mapping box for Zoho CRM will appear after you select the Object for your feed. Continue mapping the fields to match the data by entering the specifics in the map field presented.


> Field Type
                      Standard Field Value and Custom Value are the two options accessible in this field. Choose the field type based on how you want the value to be displayed.

 > Field Value
                      Choose a field value from the options accessible in the gravity form you’ve selected, taking into account the field type you’ve chosen.

*  For Custom Value
                      If you choose the custom values field for your field type, the field value section for that field type will also operate with the dropdown.

To handle the custom value data in the field to map, select a name field from the dropdown and opt the field accordingly.

 For Example: If you wish to map a customs value to your Last name field. In the customs value area, select Last Name + [Custom Field] and enter the data. It will assist you in creating a custom value, such as Last Name Custom Value.

 

* For Standard Value
                                   If you want to use a standard value field, simply select Standard Value as the field type. Then, with the field to be mapped present in the gravity form field, proceed with the standard provided field value.

 

 > Add New Field
                                  Choose a Zoho module field from the menu below to add a new field that needs to be mapped with any gravity form field.

You could select even more fields to map with the Zoho CRM data sources if you wanted to. Simply select a menu option and click the Add Field button.

> Primary Field 

The administrator can update the primary field using the primary field. The primary field must be added to the Zoho CRM data streams in order to reduce data redundancy.

 

(*Note: Make sureDo not allow duplicate valuesis checked in property settings within Zoho CRM, in order to prevent duplicate record submission.)

 

Simply select one of your form fields that need to be mapped to CRM data from the dropdown as your primary field. The main advantage of primary is that it allows the CRM to recognize and update returning customer data rather than inserting it again recklessly.

This field allows you to discard your data redundancy problem.

 

* Conditional Statement
                                    Using conditional statement filters, you can simply add conditions to form submissions. Only GF contributions that match those criteria will be effectively mapped if condition filters are applied.

AND and OR conditional statements are the two types of conditional statements that are available here. For data field validations, you can use any conditional statements you like.

 The administrator has access to the AND and OR filters. Follow these steps to use conditional statements:

  • Choose a field and the conditions that apply to it.
  • From the drop-down option, choose ‘Add OR Filter.’
  • Choose the correct field.
  • Provide a value if the stated condition demands it.

Select Field
               To map conditional statements to the field, choose it from the select field selection.

 – Select Condition

Using the select condition list provided here, you can move on to the next step, which is to use the select condition dropdown.

To control the validations for the form data mapping for the Zoho CRM data fields, there are formally many conditional statements listed in the dropdown.

* Tags

A tag, on the other hand, is only an identifier that a CRM user can apply to any given submission, entry, or record in order to facilitate sorting, filtering, or segmentation inside CRM records.

As a result, if you want to simply organize your GF submissions in Zoho CRM, you can use the plugin’s tags feature. The best thing about tags is that they’re necessary for organizing most areas of a CRM.


Add Tag

If you want to append tags along with your feed, you just require to add a tag to the specified entry. The best part is you can add multiple tags separated by commas within an entry.

Just add your tags data within the Add Tag text box.

 

Enable Attachments

Customers can easily attach a file to a Gravity Form entry by using the attachment field. Users may easily send documents, photos, and other assets using the attachment box in Zoho CRM.

Simply turn on the Enable Attachment toggle button to allow attachments and record images to be included in the GF entries. 

Using the File Upload field for attachments and the Post Image field for adding or updating the recorded image for Gravity Forms entries, you can effortlessly allow attachments to your Zoho module submissions.

 

( * Note: Just make sure you have used the File Upload field or Post Image field within your Gravity Form to use this feature. When attachments are enabled, this popup appears.)


* Association

                    Now you can conveniently create an association out of any contact and deal with any other account within an account module. 

This can be done by either registering with a new account or linking that to an existing one. The selected account will be associated with this contact’s future form submissions.

Enable Association

In order to make the feature setting in progress, you just require to switch On the Enable Association toggle button and select the account needed to be associated from the dropdown given in the Select Account option given below.

This would enable the association of the particular account along with the particular selected module.

For further clearer understanding, please do refer to the screenshot given below-

Create Account

If you want to create another specific account to perform module entry association, then you are just required to turn ON the Create Account toggle button which thereby offers a new field naming Account Name. 

Provide an account name in order to associate and the account with the same name is automatically created and associated with the account module using your contact or leads entry.

 

* Notes

Taking notes on customer and prospects interactions and results is a fantastic approach to summarise your observations. 

A customer service rep may always keep track of how a sale is moving by recording notes as CRM data. So, while recording your customer data using gravity form entries make sure to add notes along.


Add Note

Feed notes can be added to the notes area, allowing us to construct a personalized dynamic note based on the values of the form fields.

You can also add entry-specific notes; simply add a note in the entry view page, enable the include note option in the Manual Sync meta box, then manually sync the entry.

Note Field

Add your custom form(field_id) in the text box given as well Create your Custom note using the select options given.


You’re now ready to publish the feed after finishing all of the settings in the feed section. To finish the feed posting process, simply click the Publish Feed button. The Zoho feed will also be set up.

This completes the Zoho feed creation process. Admins can easily set up as many feeds as they like for the data from gravity forms to be mapped. The Zoho feed can be easily created and modified as well as deleted by the administrator.

6.Settings

The plugin settings page is the next tab in the Zoho connection plugin; here you can quickly adjust controls for the Gravity Forms Zoho CRM Integration plugin and map the gravity forms data.

Many control settings choices are shown below in the Settings tab.

 

* Enable Logs 

Enable the logs data for the integration data mapped in the Zoho CRM fields using this enable logs toggle configuration option.

 Toggle the switch ON to enable logging of all form data transmitted through Zoho, then click Save

You won’t be able to access the logs data on the Gravity Forms Zoho CRM Integration Logs tab unless you turn on the enable logs toggle button.

 

* Plugin Data 

The next option in this section’s settings page is Plugin Data, which allows the administrator to enable or disable access to the plugin data after the plugin has been removed from the site.

 So, if you want the data to be deleted when you uninstall the plugin, turn on the toggle; otherwise, don’t.


* Email Notifications

The ‘Enable Email Notification‘ option in the Settings tab section allows the admin to receive an email if the data entry data from the gravity form entry is not submitted and an error response comes from Zoho.

 To enable email notifications, make sure the ‘Email Notification’ option is toggled on-

  • Just below this is a box for entering the admin’s email address. 
  • Enter the email address where you’d want to receive error messages.
  • To continue, click the Save button.

* Delete N days before logs

This option allows you to enter the number of specified days in order to automatically clear the Zoho Logs data from the logs section.

(* Note: This option allows you to clear log data based on the number of days you specify, but it only clears data N days prior to the number you specify in the text box.)

 

* Instant Sync

You can now enable the Instant Sync option within your specified feeds and easily synchronize all your feed-based Gravity Form submissions directly over to your Zoho CRM account.

When a GF entry is submitted on the site page, its entry is synced with Zoho; this is known as Instant Sync, and it may be turned off by turning OFF the Instant Sync toggle switch in the Settings tab.

In order to initiate the instant synchronization, you are just required to turn ON the Instant Sync toggle button in the Settings tab and hit Save to make it in action.

 

* Manual Sync

In order, you want to perform synchronization of your Gravity Form submissions or entries manually over the Zoho CRM account, don’t bother Manual Sync will do.

First, you are required to enable the Manual Sync option in the Settings tab by switching ON the toggle button.

Then, just traverse towards your WordPress Dashboard > Forms > Entries and click open an entry from your Gravity Forms submission from the list.

 

After that, just toggle downwards the page to find the Manual Sync option box on the right sidebar of the page controls section. Then, hit the Send to Zoho button followed by Update in order to manually synchronize your entry to Zoho CRM.

 

* Include Notes

If you want to include your created custom notes along with your entries, then just switch on the Include Notes toggle switch and hit Send To Zoho button. 

When you’ve clicked the Manual Sync button If any feeds are not synced, you can examine the response in the logs by selecting the Logs button.

7.Zoho Logs

The Logs section will display all the details of every entry/submission sent over to Zoho and the corresponding response from Zoho. In order to review the entries, performed follow the steps:

  • First navigate to WordPress Dashboard > Forms > Zoho > Zoho Logs
  • The ‘Zoho Logs’ tab will appear. This tab would contain all the listed details of the Zoho fields and the response from Zoho.
  • Just click on the log detail to review the response and request data for that.


(*Note
: You need to toggle ON the Zoho log from the settings tab in order to view the logs data here in this Zoho Logs tab.)


The admin can also expand each Feed to check the details and whether the submissions have a valid entry or not. 

 The Zoho Logs display all the data, i.e., Feed related to the associated form, object, mapped fields, response, timestamp, etc.

 

* Download 

The admin can download all the Zoho Logs in a log form or a CSV file for their use whenever needed. For downloading the logs:

 Just hit the Download button available at the upper right corner of the logs table and download the logs data conveniently. Your system will save all of the form data in a log file if you choose the download option.

 

*Clear Log

The admin can also quickly erase all of the Zoho Logs data. Follow these steps to erase the Zoho logs immediately:

To clear a log, simply click the ‘Clear Log‘ button in the upper right corner of the Logs table. All of your logs data will be removed from the logs table indicated here as soon as you select the clear log option.

 

(*Note: The Clear Logs button activity has no effect on data that has already been imported in Zoho CRM.)

8.Zoho Bulk Sync

If there were previous entries prior to actually integrating with Zoho and they now have to be synchronized with the Zoho account, they can now be synced by employing the Zoho Bulk Sync feature.

Note: Bulk sync can only be done for adding or updating records, Rest features, for now, are to be updated by Manual Sync or by Instant Sync (form submission).

So, in order to perform bulk synchronization of your consumer data, first, traverse towards your Zoho Bulk Sync tab.

 

Then, select one form from the Select Form list given in the form of a dropdown in order to initiate the process.

 

As soon as you select a form, a new field Select Feed would emerge. Out of that field choose your specified feed options available in the dropdown and hit the Historical Bulk Sync button to process the bulk data synchronization with respect to the specified feed and form.

 

After successful synchronization of your data available in bulk, the notification box depicting the successful entries synchronization would appear like in the screenshot above.

9.FAQ's

No, you need to have it by yourself. Gravity Forms is a premium WordPress plugin and it is not available for free in the WordPress Plugin Directory. So, it is needed for you to have the Gravity Forms plugin purchased and installed to use our GF Integration with the Zoho CRM plugin.

 

Yes, our integration plugin offers gravity form submission data logs listed in the Zoho Logs tab of the plugin. Admin can easily enable the logs data using the settings tab Enable logs option and can also expand each to check the details and whether the submissions have a valid entry or not. The log is generated only when Instant Data Sync or Manual Data Sync is Enabled.

Yes, we have the functionality in our GF Integration with Zoho CRM Plugin. Manual data sync facilitates the admin to manually send form submissions related to the particular entry.

For enabling manual syncing: Go to Dashboard > Forms > Zoho > Settings and then from here admin can enable ‘Manual data sync’. For more, you can refer to our Documentation.

 

Customers can easily attach a file to a Gravity Form entry by using the attachment field. Users may easily send documents, photos, and other assets using the attachment box in Zoho CRM. 

Simply turn on the Enable Attachment toggle button to allow attachments and record images to be included in the GF entries. 

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