1.Overview

The MWB Gravity Forms integration with ZOHO CRM allows you to easily integrate your ZOHO CRM account to Gravity Forms and migrate all records using ZOHO CRM’s modules. This free plugin delivers all data from Gravity Forms submissions to ZOHO CRM following Zoho CRM modules. As an administrator, you can use MWB Gravity Forms Integration with Zoho CRM to:
  • Sync all the data from gravity i.e. form submissions/entries over ZOHO CRM as per the modules of ZOHO real-time.
  • Create contacts, leads, and Quotes over ZOHO.
  • Capture leads using this simple integration.
  • Receive error email notifications.
  • Download data logs and clear data logs.
  • Check complete saved data over ZOHO CRM.
  • Clear data on plugin uninstall.
  • Filter gravity form submissions.
  • Sync multiple gravity forms to your ZOHO CRM account.
Although you can easily install the plugin, you won’t be able to activate it until all the setup requirements have been met. Let’s have a look at them first-

2.Setup Prerequisite

In order to set up the Gravity Forms ZOHO integration, check out the below-listed prerequisites beforehand to know more clearly-

 

 

2.1.Gravity Form Plugin

As an initial prerequisite, you need to first install the Gravity Forms plugin.

(* Note:  If you’ve already installed GF on your website then avoid this step else continue further.)

Gravity Forms is a Paid Plugin. You won’t find that extension in the WordPress Plugin Directory for free. So,  you have to upload this plugin after purchasing.

  • Click on Upload Plugin
  • Then choose the “Gravity Forms” from which you already downloaded after purchase.
  • After that, click on Install Now.

Start configuring the plugin backend after installing it to take the next step in merging your ZOHO CRM with your Gravity Form plugin.

Simply go to your WordPress Dashboard > Forms or click the Forms link on the top bar of your dashboard window to find the Gravity Forms portion of your site. Check out the screenshot below for additional information.

 

After that, you’ll be redirected to the Gravity Forms Welcome/Licence page; continue here by entering the License Key in the text field provided and clicking the Next button to continue with the first setup.

 

 

After that, you’ll be led to the Background Updates tab, where you can check updates and then click Next.

And you’ll be sent to the Global Settings page, where you can choose your chosen currency, toggle conflict modes and toolbar options on and off, and hit Next to finish the setup.

Afterward, you’ll be sent to a page that reads “Installation Complete” and has a button that says “Create a Form.” If you’ve arrived at this page, it indicates your GF setup is complete, and you’re ready to create a form. To do so, simply click the Create a Form button.

Take a look at the screenshot below for additional information-

 

When you click the Create a Form button, a popup will open asking you to fill out two fields: Form Title and Form Description. To continue with your first Gravity Form, simply fill in the details and click the Create Form button.

After that, you would be redirected to the gravity form builder space, where you can easily create your first gravity form using the side fields block. 

Just drag and drop the fields within your form as per your requirements to collect data. 


(* Note
: There are multiple fieldsets present within the side field block of the gravity form plugin likeas Standard Fields, Advanced Fields, Post Fields, and Pricing Fields respectively.)

 

Complete your gravity form using the fieldsets and hit the Publish button to create your form. Remember that, you can modify or edit the form fields later using the Edit form button or create as many as you want following the same process.

When you’re done with the above process that means you have successfully created your form and are ready for further.

After that, just create a page and append your created gravity form there, if you need to review the initial integration with the form data. 

If you need assistance with that, just follow the steps listed below-

  • Move to the WordPress Dashboard > Pages > Create New.
  • Start creating your new page by entering a name for the page and appending the specified GF created in the section.
  • Then hit publish and there you go with your form page.

 

3.Plugin Installation

As you’re all done with the GF plugin, now you’re all ready to continue with the Gravity Forms ZOHO CRM Integration plugin installation process. You can install the plugin in two simpler yet easier ways possible, detailed below-

> Automatic Installation

The methods to install MWB Gravity Forms Integration With ZOHO CRM automatically are as follows:

  • Go to your WordPress site’s dashboard and log in. Navigate to the sidebar from the administration panel.
  • Select Plugins > Menu > Add New from the Plugins drop-down menu.
  • Search for ‘MWB GF Integration With ZOHO CRM’ in the search field on this ‘add plugins’ page.
  • Click Install Now after finding the MWB GF Integration With ZOHO CRM plugin.

> Manual Installation

After obtaining the appropriate plugin, manually install it by uploading it to the website with your favorite FTP client.
Because the MWB Gravity Forms Integration With ZOHO CRM plugin is a free plugin, you can easily download it from wordpress.org. After that, take these steps to manually install the plugin:

  • Unzip the plugin when it has been downloaded to your system.
  • Unzip the MWB Gravity Forms Integration With ZOHO CRM plugin folder into the wp-content/plugins directory.
  • Install the plugin from the WordPress admin panel’s Plugins menu.

4.Zoho Integration Setup

In order to initiate the integration process, one needs to first traverse within WordPress Dashboard > Forms > ZOHO.

You can discover ZOHO under the Form option on the left side panel and just go straight to the ZOHO Account authorization page.

 

The following page will appear.
(* Note
: If you already have an active ZOHO account, then just avoid the step and proceed with the very next step after logging it.)

Now, proceed with the integration setup. For that navigate to WordPress Dashboard > Forms > ZOHO and enable the setup.

Here, on this ZOHO integration plugin’s ZOHO Accounts tab you can easily proceed with your setup. If you know the URL you can just proceed with that. 

If you’re unknown to the setup process further you can directly hit the (+) icon available on the right side of the page beside the heading Instructions.

 


The provided link will redirect towards the
Login or Sign-Up page where the admin can put in the details of the ZOHO Account.

After hitting the ‘Create new client here’ link, you would be redirected to the ZOHO Account Sign Up Page. Here, enter your email here and hit the Next button to continue your ZOHO account setup.

Then you’ll be redirected to the very next ‘Welcome to API Console’ page, click on Get Started to continue.

After that, your setting would be directed to the ‘Choose Client Type’ page. Choose the “Server-based Applications” client type option among the following options listed below.

Following that, you’ll be taken to the ZOHO API Console page. You’ll be prompted to enter client information in order to establish a connection for integration purposes.

Create a new client here. Click on the link provided-


Here, in the fields available-

  • Enter client name. For example, Demo app, My App, etc
  • Copy and enter the URL that appears in this option as the redirect URI option.
  • Enter the same address as the Homepage URL.
  • Press Create.


This will create the
Client ID and Client Secret Key that is needed on the ZOHO Account Authorization Page fields.

5.How can you Set up the Plugin Backend?

Next to that, you need to navigate towards the WordPress Dashboard > Forms > ZOHO.

Here, on the ZOHO Accounts page enter the details required and proceed with the connection request to maintain the integration between your ZOHO Account and Gravity Forms.

5.1.Develop/Authorize Connection

Enter the details requested here in the fields and copy-paste accordingly-

– ZOHO Domain
                Select ZOHO domains from the available options. There is a drop-down menu to select from. It is a required field. They are, 

  • India (.in)
  • China (.com.cn)
  • Australia (.com.au)
  • Europe (.eu)
  • USA & Others (.com)

– Client ID
            Enter App ID here. You can copy it from the ZOHO API Console using the instructions provided that appear after clicking the plus [+] icon on the right corner.


– API Key
           Enter the Secret Key here. You can copy it from the ZOHO API Console using the instructions provided after clicking the plus icon on the corner.

– Redirect URL
          This is a read-only field. Copy this from the instructions provided. After entering the details hit Authorize, and here you’re connected. 

 

If you’re on this page this means the authorization of your ZOHO Accounts and Gravity Form is now completed.


From now on any submitted Gravity Forms that are synced in the future would be mapped conveniently with the ZOHO CRM.

The very next setting that you need to focus on is the Feeds section.

5.2.Add Your Feed

The administrator can create ZOHO Feeds after successful authorization. The administrator can create a new feed by following these steps-

To access Zoho Feeds, go to Dashboard > Forms > Zoho > Zoho Feeds

But if you want to review the already generated feed for your use, you just need to sort the Show Form Feeds dropdown field available on the right side of the page.

The feeds listed in the Sandbox section with the on toggle button are all live. You can even Edit or Delete them using the controls present on the right side of the sandbox section.

In order to create a Feed, you need to hit the Add New Feed button and proceed. As soon as you hit the button you would be redirected to the Add New Feed page and create a new feed there.


– Select Form

Choose a GF from among all the existing forms you’ve made. Select the form you want to link with Zoho CRM.

– Select Object

  • Select the objects that should be produced on the specific form submission from the drop-down menu.
  • Objects and fields can also be refreshed by the administrator.
  • Map the fields in your Gravity Forms to the fields in the ZOHO module.

After you choose the Object for your feed, the related mapping field for the ZOHO CRM would be displayed. Enter the details present in the map field displayed and continue mapping the fields to match the data.

– Field Type
                       There are two options available in this field i.e. Standard Field Value and Custom Value. Choose the field type as you prefer the value.

– Field Value
                      Choose a field value from the possibilities available in the gravity form you’ve chosen with respect to the field type you opt for.

– For Custom Value
                        If you opt for the custom values field for your field type then the field value section with respect to that would also work accordingly using the dropdown.

Select a name field from the dropdown and opt the field accordingly in order to manage the custom value data in the field to map.

For Example: If you want to map your Last name field with a customs value. You need to choose Last Name + [Custom Field] in the customs value field and enter the data. It would help you generate a custom value i.e. Last Name Custom Value


– Standard Value
                      If you opt for the standard value field, just choose the field type as Standard Value as the Field Type. Then proceed with the standard specified field value with the field to be mapped along with present in the gravity form field.

– Add New Field
                   The add new field option, allows you to add a new field that needs to be mapped by choosing the map field from the dropdown below. You can easily opt for more and more fields in order to map along with the ZOHO CRM data feeds. Just choose from the dropdown and hit Add Field button.

 

– Primary Field
                     The primary field can be updated by the administrator using the primary field. In order to minimize the data redundancy issue in the ZOHO CRM data feeds the primary field is needed to be added.

Just choose one field out of your form fields that need to be mapped with the CRM data as your primary field from the dropdown. The major benefit of primary lies in identifying the returning customer data, so the CRM can identify and update the record instead of adding it carelessly.

This field lets your data redundancy issue to trash.

– Conditional Statement
                         You can easily add Conditions to form submissions using conditional statement filters. If condition filters are used, only GF contributions that meet those criteria would be mapped effectively. 

There are basically two types of conditional statements available here that are AND and OR conditional statements. You can choose whoever conditional statements you prefer for the data field validations.

The AND and OR filters are available to the administrator. To use conditional statements, follow these steps:

  • Choose a field and the conditions that apply to it.
  • Select ‘Add OR Filter‘ from the drop-down menu.
  • Select the appropriate field.
  • If the specified condition requires it, provide a value.


– Select Field
                      You can opt the field from the select field dropdown in order to map conditional statements to it.

 

– Select Condition
                    You can proceed next with the select condition dropdown using the select condition list given here. 

There are formally many conditional statements listed in the dropdown to manage the validations for the form data mapping for the ZOHO CRM data fields.

After completing the conditional statements in order to map the field, you’re now all ready to publish the feed. Just hit the Publish Feed button to complete the feed publishing. The Zoho feed will be set up as well.

In this way, the ZOHO feed creation is all completed. Admin can easily create as many as the feeds for the gravity forms data to map. Admin can easily create the as well modify the ZOHO feeds as well delete them with ease.

 

5.3.Plugin Settings

The very next tab to the ZOHO integration plugin is the plugin settings, you can easily set controls of the Gravity Forms ZOHO CRM Integration plugin using this tab and map the gravity forms data effortlessly.

The settings tab consists of many control settings options there listed below-

– Enable Logs
             Use this enable logs toggle setting option to enable the logs data for the integration data mapped in the ZOHO CRM fields. Toggle the switch to enable logging of all form data sent via ZOHO and hit the Save button.

If you won’t switch on the enable logs toggle button, you cannot access the logs data available in the Gravity Forms ZOHO CRM Integration  Logs tab.


– Plugin Data
              The very next option in the settings tab present in this section is Plugin Data, this option is supposed to let the admin allow or not allow with the plugin data after the deletion of the plugin from the site or not.

So, if you want to allow the data deletion when you delete the plugin switch on the toggle else not.

5.4.Email Notifications

The ‘Enable Email Notification’ option in the Settings tab section enables the admin to receive an email in case of an error in the data entry data from the gravity form.

 

In order to allow email notifications:

  • The option, ‘Email Notification,’ should be toggled enabled.
  • A field is provided just below this for entering the admin’s email address. Enter the email address where you’d like to get error notifications.
  • Hit the Save button to continue.

For more clarity, do refer to the screenshot below-


– Delete logs after N days
                   This option allows you to enter the number of specified days in order to automatically clear the ZOHO Logs data from the logs section.

 

5.5.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 administrator can also delete all the Zoho Logs data too easily. In order to instantly remove the Zoho logs, follow these steps-

You need to just hit the ‘Clear Log‘ button available in the upper right corner of the Logs table. As soon as you hit the clear log option all your logs data would be deleted from the logs table listed here.

( *Note: The Clear Logs button action would not actually affect the data already mapped within the ZOHO CRM.)

6.How to Review that you’ve Successfully Integrated your ZOHO CRM with Gravity Forms Data?

You can review the Gravity Form and ZOHO CRM integration process in many ways, few of them I’m listing here-

Examine the data in your logs that show the successful entry of data into CRM utilizing Gravity Form submissions.

You may also check the number of synced contacts under the ZOHO accounts page in the Gravity Forms ZOHO Integration plugin backend to see if the integration was successful.Last but not least, you can double-check your successful integration by looking at the data from your feeds in your ZOHO CRM account.

Last but not least, you can double-check your successful integration by looking at the data from your feeds in your ZOHO CRM account.

7.What are the major considerations in the Setting Process?

Despite the fact that the Gravity Forms ZOHO Integration plugin is straightforward to use and install, you must exercise caution.

You need to be considerate of the following points in order to perform the integration process more smoothly, have a look at them- If ever you face connection disrupts then, you can easily reconnect your ZOHO-GF integration using the Reconnection button on the ZOHO Accounts tab of the plugin.

In order to review the data log, you need to toggle ON the ZOHO-GF Enable Logs setting in the Settings tab. The ZOHO Feeds listed in the sandbox section of the Feeds tab with an ON toggle button are said to be the Active Feeds.

You need to carefully map the fields while creating a feed in order to display the custom or standard data from the GF form data recording. Just opt for a unique data field as your Primary Field i.e. email or contact, so that no data redundancy takes place when a user returns.

8.FAQ's

Yes, our plugin supports data log maintenance of almost every entry/submission sent over to Zoho and the corresponding response from Zoho in the form of a table.

( You can review that log table traversing towards-

WordPress Dashboard > Forms > Zoho > Zoho Logs. )

Yes, the admin can update existing entries over ZOHO CRM with the help of the “Primary key”.

Yes, the Gravity Form Submissions filtering option is available according to the user inputs. Filtering gravity forms will be made possible by Gravity Form entries of AND / OR logic, sent to ZOHO CRM based on user input.

Our plugin has a conditional filter for adding conditions to the form submissions. If the condition filters are set, only those Gravity Form submissions will be exported that fulfill those conditions. The admin has options for the AND filter and the OR filter.

 

Yes, utilizing MWB GF Integration with ZOHO CRM, really is possible.

> The admin can map any Gravity Form field to any available ZOHO module field using

the MWB GF Integration with ZOHO CRM. This plugin works with any module, such as

Contacts, Accounts, Leads, Quotes, Deals, and Sales.

> The administrator is free to add as many feeds as he prefers, just required the specified Gravity Form with the ZOHO Object.

> In order to create feeds, you need to traverse within your WordPressDashboard > Form > ZOHO > ZOHO Feeds.

> There either make use of any already created feed or create one by using Add New Feed button

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