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. 

Additionally, if the form has been translated into multiple languages, you can share it through CRM in the language of your choice. You can select the appropriate language version based on your requirements. If the form includes UTM tracking parameters, whether they are the default parameters or custom ones, you can also choose these when sending the form or incorporating it into a template.

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.
  • Choose and share the form in different languages if it has been translated.
  • Select and use UTM tracking parameters when sending the form or incorporating it into a template.

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 - Enable tracking and translation of your form

Once the CRM fields are added you can also enable tracking and have your form translated into multiple languages. 

4.1. Defining UTM tracking parameters

UTM tracking helps you identify the source from which respondents visited your website and submitted an entry through an embedded Zoho Form. To use UTM tracking, define the tracking parameters, copy the code generated by Zoho Forms that includes these parameters, and paste it into your website's footer before the </body> tag.

To define UTM tracking parameters
  1. In the form builder, go to the Share tab.
  2. Click Track Entries on the left and click Start Tracking.

  3. When you enable tracking, the default UTM parameters utm_source, utm_medium, utm_channel, utm_name, and utm_term will be used for tracking.
    You can define custom UTM parameters as well to track your campaigns. For example, utm_region, utm_refererURL etc.
  4. Click Proceed to save your settings.

  5. Click Get Tracking Code and copy the code provided.
For more details on UTM tracking in Zoho Forms, click here.

4.2 Translating the form

To translate your form into a different language,
  1. Once you've created the form, navigate to Settings > Translation & Messages > Translation.
  2. Click Start Translating.

  3. In the Form Language dropdown, you can select a different default language for the form.
  4. In the Translate To dropdown, select the language you wish to translate your form from the list of languages. If you do not find the language of your choice in the list, you can manually translate the form into any other language using the Custom Language option.
  5. Click Translate.
In the Translation Settings pop-up, you can view the translation applied to your form and modify the translated content as required under the following sections:

Form Content
Under this section, you can change the translated versions of the Form Name, Form Description, Form Tab Title Save, Review, and Submit buttons. 
Field Content
Under this section, you can modify the translated content for the field labels, field elements, field instructions, choices of choice-based fields, navigation buttons of a multi-page form, Subform field labels, etc.
Note: If you have customized the field labels, or applied text formatting to the content in the  Description and  Terms and Conditions  fields while building your form, the customization will not be carried over to the translated version. You will have to re-apply the same to the translated content. 
Acknowledgment Content
Under this section, you can change the translated content of the Thank You pages and Splash Messages configured under Acknowledgement and Redirects settings and Form Rules.   
Custom Messages
Under this section, you can change the translated versions of the error messages, validation messages, and other general messages that appear in your live form.

To translate your form into more languages, repeat the above steps. Once you translate the form, you can view a list of all the languages that your form is translated into under Translated Language(s).

To learn more about translating Zoho Forms, click here.
Notes:
  1. The number of custom parameters is limited to 10.
  2. If a custom parameter or language is deleted on the forms side, it will not be reflected in the CRM email templates.

Step 5 - 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 6 - Share with Customers

Send Form via email

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.

On the other hand, you can directly add the form or its URL while writing an email in the send email pop-up.

See more: Create Template

6.1. Create a template

To create a template with the form
  1. Select the text you want to add the form to, and click on the add link button.
  2. Select choose Zoho Forms as the link type.
  3. From the dropdown, select the form.

  4. Click Advanced Settings if required.

  5. On the advanced settings pop-up, you can add UTM parameters for tracking and choose to use a translated version of the form.

    1. If you want to enable tracking, add the UTM parameters, which are available for your form, and save it.
    2. For using translated version of the form, toggle translated version and select the language from the dropdown and Save it.
  6. Forms link will be auto populated.
  7. You can add a tooltip for the form if required.
  8. Click Save.

6.2. Send from email compose window 

To add the form URL in the email
  1. Go to the record 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. Add Text to display which serves as a hyperlink to your form.
    4. Click Preview to view the form. 
    5. Toggle UTM parameters to enable tracking and in the pop-up select the parameters.
    6. Toggle to use translated version of the form, and select the language from the dropdown.
    7. 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 Form 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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