How to Setup Zoho Prefilled Forms in ZE Portal

How to Setup Zoho Prefilled Forms in ZE Portal

Integrating Zoho Prefilled Forms with Zoho CRM and ZE Portal

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 

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 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.

NotesNote
  • If you do not have a Zoho Forms account, a new one will be created automatically upon integration.

Step 6 - Using Prefilled Forms within ZE Portal

6.1. Create a Zoho CRM Email Template

Create a Zoho CRM Email Template (click for more information) then add a prefilled Zoho Form Link to an email template
  1. Select the text you want to add the form to, and click on the add link button.
  2. Select Zoho Forms as the link type.
  3. From the dropdown, select the form.


  4. You can add a tooltip for the form if required.
  5. Click Save.
  6. NOTE: You will only be able to see Forms that link to the SAME CRM Module as the Email Template. E.g. if you are creating an email template on the "Vendors" module, then within your Zoho From, the Zoho CRM field must also be linked to the "Vendors" module.
Go back to "Cache Settings" inside Zoho CRM -> ZE Portal -> Cache Settings.
  1. Click "CRM Prefilled Form Email Templates"

  2. Click "Refresh Cache"
  3. You should now see the Email Templates containing Zoho Prefilled Form Links within them.
  4. You can now use the appropriate CRM Prefilled Form Email Templates as ZE Portal Items.
  5. NOTE: The Email Template module must be appropriate for the Portal Record. E.g. if the Portal is a Leads Portal, then you will only be able to use Email Templates that are setup for the "Leads" module. If the Portal is set to "Deals"->"Contacts", then you will be able to use both "Deals" and "Contacts" email templates.