Zoho

Connect your Zoho CRM account to Journeybee to keep your partner leads, deals, and contacts in sync across both platforms.

What You'll Learn

• How to connect Zoho CRM to Journeybee

• What data syncs between the systems

• How to configure field mappings

• How to set up two-way sync

• Troubleshooting common issues

How It Works

Two-Way Data Sync

When you connect Zoho CRM to Journeybee, changes made in either system automatically sync to the other:

• Journeybee to Zoho: When you create or update leads, deals, and partners in Journeybee, the corresponding records in Zoho CRM are automatically created or updated.

• Zoho to Journeybee: When you update linked Contacts, Accounts, or Deals in Zoho CRM, those changes sync back to Journeybee.

Data Mapping Overview

Connect

Prerequisites

Before connecting, ensure you have:

• A Zoho CRM account with admin permissions

• Knowledge of which Zoho datacenter your organization uses (US, EU, Australia, India, China, Japan, or Canada)

Step 1: Navigate to Integrations

1. Go to Settings in Journeybee

2. Click Integrations

3. Find Zoho CRM and click Connect

Step 2: Select Your Datacenter

Zoho operates in multiple datacenters around the world. Select the datacenter that matches your Zoho account:

• United States (zoho.com) - Default for most US accounts

• Europe (zoho.eu) - For EU-based organizations

• Australia (zoho.com.au) - For Australian organizations

• India (zoho.in) - For India-based organizations

• China (zoho.com.cn) - For China-based organizations

• Japan (zoho.jp) - For Japan-based organizations

• Canada (zohocloud.ca) - For Canada-based organizations

Note: If you're unsure which datacenter you're on, check the URL when you log into Zoho CRM. The domain will indicate your datacenter.

Step 3: Authorize Journeybee

1. Click Connect to open the Zoho authorization page

2. Sign in to your Zoho account if prompted

3. Review the permissions Journeybee is requesting

4. Click Accept to authorize the connection

Step 4: Configure the Integration

After authorization, you'll be redirected to the configuration page where you can set up field mappings and sync preferences.

Configuration

The configuration page has several tabs to customize how data syncs between Journeybee and Zoho CRM.

Settings Tab

Sync on Lead Status

Control which leads sync to Zoho based on their status in Journeybee. This is useful if you only want to sync leads that have reached a certain stage in your pipeline.

• Leave empty to sync all leads regardless of status

• Select specific statuses to only sync leads with those statuses

Create-Only Sync

When enabled, Journeybee will only create new records in Zoho and won't update existing records. This is useful if you want Zoho to be the source of truth for ongoing updates while Journeybee handles initial record creation.

Leads Tab

Configure how Journeybee leads map to Zoho Contacts and Accounts.

Contact Field Mapping

Map Journeybee lead fields to Zoho Contact fields:

Account Field Mapping

Map Journeybee lead company fields to Zoho Account fields:

Unique Field Settings

Configure how Journeybee identifies existing records in Zoho to prevent duplicates:

• Email matching: Use email to find existing Contacts

• Company name matching: Use company name to find existing Accounts

• Duplicate handling: Choose whether to update existing records or skip them

Deals Tab

Configure how Journeybee deals map to Zoho Deals.

Deal Field Mapping

Map Journeybee deal fields to Zoho Deal fields:

Pipeline and Stage Mapping

Map your Journeybee deal stages to Zoho Deal stages:

1. Select the Zoho pipeline to use for synced deals

2. Map each Journeybee stage to the corresponding Zoho stage

Partner Association

Configure how partner information appears on Zoho Deals:

• None: Don't associate partners with deals

• Text Field: Store the partner name in a text field

• Account Lookup: Link the deal to the partner's Zoho Account

Partners Tab

Configure how Journeybee partners map to Zoho Accounts.

Partner Identification

Set up how Journeybee finds existing partner accounts in Zoho:

1. Identifier Field: Select a Zoho field that uniquely identifies partner accounts (e.g., a "Partner Type" or "Account Category" field)

2. Identifier Value: Set the value that indicates an account is a partner

3. Matching Field: Choose which Journeybee field to match against which Zoho field

Example: If your partner accounts in Zoho have an "Account Type" field set to "Partner", configure:

• Identifier Field: Account_Type

• Identifier Value: Partner

• Matching Field: Company Name to Account_Name

Auto-Create Partners

Enable this option to automatically create new Zoho Accounts when a partner doesn't exist.

Partner Field Mapping

Map Journeybee partner fields to Zoho Account fields:

What Journeybee Creates in Zoho

For two-way sync to work, Journeybee automatically creates custom fields, webhooks, and workflow rules in your Zoho CRM during the connection process.

Important: Zoho has limits on custom fields, webhooks, and workflow rules depending on your Zoho edition. Check your Zoho plan's limits before connecting if you're close to capacity.

Custom Fields (6 total)

These fields store the unique identifiers that link records between the two systems.

Webhooks (3 total)

Workflow Rules (4 total)

Do not remove or edit these: The custom fields, webhooks, and workflow rules created by Journeybee are required for the integration to work. Deleting or modifying them will break two-way sync. If you accidentally remove them, disconnecting and reconnecting the integration will recreate them.

Extra Features

Deal Import from Zoho

When a deal is created directly in Zoho CRM and is associated with a Contact or Account that's linked to a Journeybee lead, the deal will automatically be created in Journeybee.

Notes Sync

Notes added to leads and deals in Journeybee sync to the corresponding Zoho records. This is currently one-way only (Journeybee to Zoho).

Owner/User Assignment

When syncing leads and deals, Journeybee can map the assigned user to a Zoho CRM user based on email address matching.

Common Issues

"Invalid Datacenter" Error

Problem: You see an error about an invalid datacenter during connection.

Solution: Ensure you selected the correct datacenter that matches your Zoho account. Check the URL when you log into Zoho to confirm your datacenter region.

Records Not Syncing

Problem: Changes in Journeybee aren't appearing in Zoho, or vice versa.

Solution:

1. Verify the integration is still connected in Settings > Integrations

2. Check that the record has a valid Journeybee ID (for Zoho to Journeybee sync)

3. If using status-based sync, ensure the lead's status is in the configured sync list

4. Reconnect the integration if token refresh issues occur

Duplicate Records Created

Problem: The same lead or partner appears multiple times in Zoho.

Solution:

1. Review your unique field settings in the configuration

2. Ensure the matching field contains consistent data in both systems

3. Consider enabling "existing objects do not match" to prevent duplicates

Workflow Rules Not Triggering

Problem: Updates in Zoho aren't syncing back to Journeybee.

Solution:

1. Check that the Journeybee workflow rules exist in Zoho CRM > Setup > Automation > Workflow Rules

2. Verify the rules are active and not paused

3. If rules are missing, try disconnecting and reconnecting the integration to recreate them

Authentication Errors

Problem: The integration shows as disconnected or you see authentication errors.

Solution:

1. Go to Settings > Integrations > Zoho CRM

2. Click Reconnect to re-authorize the integration

3. Complete the OAuth flow again

4. Your existing configuration and field mappings will be preserved

Required Zoho Permissions

When connecting Journeybee to Zoho CRM, you'll be asked to grant the following permissions:

These permissions are necessary for Journeybee to:

• Create and update Contacts, Accounts, and Deals

• Create custom fields to link records

• Set up automation for two-way sync

• Match users between systems

Best Practices

1. Start with a test: Connect with a test or sandbox Zoho environment first to verify your configuration before using with production data.

2. Map fields carefully: Take time to map fields correctly during initial setup. Changing mappings later may result in inconsistent data.

3. Use unique identifiers: Configure unique field matching to prevent duplicate records.

4. Monitor sync status: Periodically check that sync is working by verifying recent changes appear in both systems.

5. Keep workflow rules active: Don't disable or delete the Journeybee workflow rules in Zoho, as this will break two-way sync.

6. Use status-based sync wisely: If you only want certain leads to sync, configure the "Sync on Lead Status" setting rather than manually managing which records sync.

Contact Us

If you need assistance with your Zoho CRM integration:

• General Support: support@journeybee.io

• Technical Issues: engineering@journeybee.io

Include the following information when contacting support:

• Your Zoho datacenter region

• A description of the issue

• Any error messages you've encountered

• Steps to reproduce the problem