Zoho CRM is a relational database where data is grouped into categories, which Zoho refers to as “Modules”. Accounts and Contacts are two important modules in Zoho CRM. Accounts are the companies with which you have business dealings. Contacts are the people in an organization with whom your company has business communications in pursuit of business opportunities.
In Zoho CRM, not all the data are passed between the modules. For example, custom fields added to the Accounts module are not automatically created in the Contacts module. That’s where the problem arises. If you want data in the Accounts module to populate in the Contacts module, you need to sync both modules. To solve this problem and streamline the flow of information, we’ve prepared a comprehensive guide for you.
Check out the step-by-step instructions below on how to automate the process of syncing data between Contacts and Accounts modules. Whether it’s pulling specific fields, such as Industry, from Accounts into Contacts or vice versa, discover how this automation can optimize your Zoho CRM experience.
Syncing Data between Accounts and Contacts Modules
You can auto sync data in Contacts fields from corresponding fields in the Accounts module using Zoho CRM’s custom functions.
Custom Functions help you to update the data in related CRM modules or third-party applications by executing simple program scripts. When a record matches the workflow criteria, workflow engine automatically triggers the function and update the CRM records.
Create a new workflow
To get started, first, you’ll need to access your Zoho CRM settings.
In a new tab or window, log in to your Zoho CRM account and click on the gear icon (Setup or Settings) at the top right corner of the page, beside your profile picture.
1. From the menu, click on “Workflow Rules” under Automation.
2. On this new page, click “Create Rule”. On the next page, click “Create Rule.” Fill in what module to use, give your workflow a name (make it descriptive), and add a description. Click Next.
Configure the new workflow based on when you need the sync to happen
Choose when you want to execute this rule. Now select Create or Edit option under execute based on a record action. Click Done.
Choose to which records you want to execute the rule. Select Records Matching the condition option and set the criteria.
For example, if you want to update each contact’s field when the account field changes (like when the address is updated in the account, update the contact’s address), set that as the trigger.
Select the “Advanced Field Update” under Custom Actions
Next, choose function as Instant action. Now, the last step is choosing the action. Pick “Advanced Field Update” under Custom Action.
Select the “Update Related List Records” flow and use related fields to auto-sync data
Choose “Update Related List Records” and use related fields to sync data.
Under “Advanced Field Update,” you get four data flow options. Choose “Update Related List Records” and pick the related list (like “Clients”). Choose the field from the Account module on the left, then set up the mapping on the right.
Save the workflow
Describe the mapping using the Custom Action name. This will be useful when making edits in the future. Click save on the workflow editor.
To make sure the data mapping is working as expected, make changes to any the fields you set in the workflow in the Accounts module and save it. Refresh the Contacts module and you will see the same changes are now visible here.
Conclusion
Automating the synchronization between Zoho CRM’s Accounts and Contacts modules streamlines data flow, enhances workflow efficiency, and ensures real-time updates. It also enables analytics and filtering contacts for marketing and reporting purposes.
Contact First Direct Corporation
As a Zoho Authorized Partner, First Direct Zoho will help your business maximize your Zoho CRM experience. Leverage our expertise and experience to customize your Zoho CRM and configure it to meet your unique business needs.
Please contact us here or call (845) 221-3800.
