ZohoPRO

This knowledge base article relates to the WS Form Zoho add-on. Click here to purchase this add-on.

The Zoho add-on lets you push new records to CRM modules using a WS Form action. It also allows you to create new forms from your Zoho module layouts in a single click on the add form page.

An example use of this add-on would be to add sales inquiries as Leads in Zoho.

Installation

The Zoho plugin is installed in the same way as installing the WS Form PRO plugin.

Once installed you will need to activate the license for the plugin. When you purchase the Zoho plugin, you will be given a license key. If you have lost your license key(s), click here.

To activate your license key:

  1. Click ‘WS Form’ in the WordPress administration menu.
  2. Click ‘Settings’.
  3. Click the ‘Zoho’ tab at the top of the page.
  4. Enter your license key.
  5. Click the ‘Activate’ button.

If your license key fails to activate, please ensure you are using the correct license key and not your WS Form PRO license key.

Connecting to Zoho

In order to use the add-on, you need to connect it to Zoho. Connecting is easy!

  1. Click ‘WS Form’ in the WordPress administration menu.
  2. Click ‘Settings’.
  3. Click the ‘Zoho’ tab at the top of the page.
  4. Select your domain, then click ‘Save’.
  5. Click ‘Connect’ and follow the onscreen prompts.

If you do not have a Zoho account, you can create a new account here.

Working Modules

Because of the number of modules in Zoho, you select the modules you want to work with on the settings page. Custom modules you create in Zoho are also included in this list. When the plugin is first installed, we select the most common modules for you such as Leads, Contacts, and Accounts.

To add or change the modules you want to work with, choose the modules from the select list on the Zoho settings page.

To select more than one module:

  • On a Mac, hold the Command key and click the module names
  • On a PC, hold the CTRL-key and click the module names

Click ‘Save’ after you have made any changes.

Creating a Form for Zoho

Automatically

WS Form can create a form for any of your Zoho module layouts in a single click. This process not only creates a form but also fully configures WS Form so that the form is ready to use immediately.

Tip: Due to the number of fields in Zoho, you may prefer creating a from scratch and then manually map your fields to Zoho.

To create a Zoho form in WS Form:

  1. Click ‘WS Form’ in the WordPress administration menu.
  2. Click ‘Add New’.
  3. Select the ‘Zoho’ tab at the top of the page.
  4. Click on any of your working Zoho modules.
  5. Wait a few moments while the form is created.

That’s it! Your form will be created and is ready to add to your website.

If your module does not appear, click the refresh icon in the ‘Zoho’ tab.

Manually

It is also possible to use any form created in WS Form and add an action so that it is submitted to a Zoho module when a user saves or submits their form.

To add a Zoho action:

  1. When editing your form, click the ‘Actions’ icon at the top of the page. The ‘Actions’ sidebar will open on the right-hand side of the page.
  2. Click the ‘Add’  icon to add a new action.
  3. Select ‘Add to Zoho’ from the Action pulldown. A series of settings will appear.

As with all sidebars in WS Form, click to the ‘Save’ button at the bottom to save your changes, or click ‘Cancel’ to disregard your changes.

The Zoho action settings are as follows:

When Should This Action Run?

You can choose to run the Zoho action when the form is saved, submitted, or both.

Zoho Module

Select the working Zoho module you would like to push data to.

Layout

Select the module layout you would like to work with.

Opt-In Field

Use this setting to select which of your fields to act as the opt-in field. We recommend adding a checkbox field with a single checkbox. It is always recommended that you have an unchecked opt-in checkbox on your forms to ensure you comply with GDPR requirements.

Field Mapping

Field mapping tells WS Form which of your form fields relate to the corresponding fields in Zoho. For example, you would want to map your Email field to the Email field in Zoho.

To map a field:

  1. Click the ‘Add’  icon at the bottom right of the field mapping section.
  2. In the left-hand column, select your form field.
  3. In the right-hand column, select the corresponding Zoho field.
  4. Repeat this process for each field on your form.
  5. Click the ‘Save’ button at the bottom of the sidebar to save your changes.
Custom Mapping

Custom mapping allows you to set a Zoho field to any value you wish, including the use of WS Form variables. For example, you might want to map a lead source to the source field in the Lead module in Zoho.

To add a custom mapping:

  1. Click the ‘Add’  icon at the bottom right of the field mapping section.
  2. In the left-hand column, enter a value or a WS Form variable.
  3. In the right-hand column, select the corresponding Zoho field.
  4. Repeat this process for each field on your form.
  5. Click the ‘Save’ button at the bottom of the sidebar to save your changes.

Troubleshooting

If the connection between your website and Zoho stops working, click ‘Disconnect’ then ‘Connect’ to reconnect. You should also check the Zoho status page to see if there are any problems with their API / REST connections.

If any submissions to do not make it to Zoho because of a technical error, you can resend them:

  1. Go to Submissions
  2. Find and view the submission that did not push to Zoho
  3. Scroll down to the action section
  4. Click the ‘Re-run action’