CRM Help

Webhooks

Webhooks facilitates communication with third-party applications by sending instant web notifications every time an event occurs in Zoho CRM. With Webhooks, you can configure HTTP URLs and associate them in workflow rules to automate the entire notification process. For general information about Webhooks, please refer to webhooks.org.

Scenarios

  • After closing a potential in Zoho CRM, you can push the customer information to Accounting software (e.g. Zoho Books) and automatically generate an Invoice for the Customer.
  • You can add subscribers to the mailing list in Email Marketing software (e. g. MailChimp) based on leads or contacts collected from your Website using Zoho CRM's Web forms.
  • You can trigger SMS reminders to field sales reps about customer meetings, demos and other events.
  • You can generate an estimate in your Accounting software (e.g. Zoho Books) as soon as the opportunity stage is changed from Prospecting to Price Quote.
  • After closing a potential in Zoho CRM, you can automatically calculate the commission for Sales Reps in Sales Commission Application built over Zoho Creator.

Target Audience

  • CRM Users with Manage Workflow permissions
  • Programmers with REST API skills

Availability

Profile Permission Required: Users with the Manage Workflow permissions in can access this feature.

List of Fields in Webhook

Field Name Description Data Type Maximum Limit
Name Specify name of the webhook. Text Alphanumeric(50)
Description Add a description for the webhook. Text 200 characters
URL to Notify Specify the REST API URL of the third-party application. URL 200 characters
Method Select type of API method - POST or GET. By default, system selects POST method. Radio Button -
Module

Choose one of the Zoho CRM modules.

Supported Modules:

  • CRM primary module, such as leads, accounts, contacts, potentials, etc.
  • Events and Tasks

Note: You can not set up webhooks for Call Logs and Notes modules.

Picklist -
Append Entity Parameters

Specify the Parameter Name and corresponding Parameter Value. This is the request parameters sent while triggering the webhook notification to third-party application.

Supported Modules:

  • CRM primary modules
  • User
  • Organization
String 3000 characters
Append Custom Parameters Specify the CRM Parameter Name and corresponding Value for the webhook.  This is also the request parameters sent while triggering the webhook. The name and the value are as configured. This key/value pair is mainly used to send the Auth tokens, security tokens, etc. String -
Preview URL Preview the complete webhook URL to be notified to the third-party application. Text Read-only

Set Up Webhooks

Setting up Webhooks includes the following three steps:

  • Create a webhook.
  • Associate webhook to a workflow rule.
  • Test webhook integration.

To create a webhook

  1. Click Setup > Automation > Workflow > Webhooks.
  2. In the Webhooks page, click the Configure Webhook.
  3. In the Configure Webhook page, specify all necessary parameters.
  4. Click Save.

To associate webhook to a workflow rule

  1. Click Setup > Automation > Workflow Rules.
  2. In the Workflow Rules page, click the Create a Workflow Rule.
  3. In the Workflow Rule page, specify workflow rule parameters.
  4. Under Workflow Actions, select the webhooks to be triggered.
  5. Click Save.

To test the webhook integration

  1. Add test data in CRM according to your workflow rule criteria.
  2. In your application check for the data received from Zoho CRM via webhook notification.
  3. If there is an error or data mismatch, modify your webhook settings in Zoho CRM.
  4. Continue this test until you obtain the required data from Zoho CRM to your Application.

Important Notes

  • You can associate up to 6 (1 Instant Action and 5 Time-Based Actions) webhooks per workflow rule.
  • You can transfer data for a maximum of 10 CRM fields from Zoho CRM to third-party applications using webhook.
  • You cannot retrieve data from other Apps to Zoho CRM using webhooks.
  • You must update the API ticket regularly according to limits in third-party applications.
  • You will not receive any email notification, if the Webhook integration stopped functioning due to any issue in a third-party API.
  • If there is any failure in the process, Webhook will send a notification first, Zoho CRM system will send a second notification after 15 min. Thereafter, the system will not send any Webhook notifications for that particular workflow trigger.
  • If you exceed the maximum count per day, the system will not send remaining Webhook notifications to third-party applications and will notify the failure to Administrator.
  • In the URL to Notify field, if you want to specify a port number, please note that only 80 or 443 port numbers are supported.
  • Zoho CRM will the send the data in following standard format for Date and Date Time fields to third-party applications:
    • Date: yyyy-MM-dd
    • Date Time: yyyy-MM-dd hh:mm

Business Scenario 1

Calculate Sales Commission in Zoho Creator App upon closing an Opportunity in Zoho CRM.

Purpose

Sales Managers and the Payroll team can use the Sales Commission app to calculate the compensation for your Sales Reps according to a pre-defined formula set by your organization (for example, flat 2% of the closed contract or sales amount). This application helps you to reduce manual entries, minimize errors and save time while calculating commission for your Sales Reps. Additionally, Sales Reps can track their monthly commissions in a central location.

Pre-requisite

  • Account in Zoho Creator Application
  • Permission to access Zoho API
  • Familiarity with Zoho Creator

Procedure

  1. Create the Sales Commission App in Zoho Creator (Refer Zoho Creator Tutorial on Creating Apps)
  2. Configure webhook in Zoho CRM
  3. Set up Workflow Rule
  4. Test your webhook integration

Step 1: Create Sales Commissions App in Zoho Creator

In Zoho Creator, create the Sales Commission App with following fields:

  • Sales Rep
  • Potential Name
  • Customer Name
  • Opportunity Amount
  • Type of Business: New Business or Existing Business
  • Closing Date
  • Sales Commission

To create an Application in Zoho Creator refer to the online help

Step 2: Configure Webhook

Select the following Fields from the Potentials module while setting up user-defined parameters:

  • Potential Name
  • Closing Date
  • Type
  • Record Owner
  • Amount

In Webhook, specify the following details:
URL to Notify:

  1. https://creator.zoho.com/api/xml/write - POST method

User-defined Parameters (XML or JSON)

  1. <ZohoCreator>
  2.     <applicationlist>
  3.         <application name='sales-commissions'>
  4.             <formlist>
  5.                 <form name='Commissions'>
  6.                     <add>
  7.                         <field name='Name'>
  8.                             <value> ${Potentials.Potential Name} </value>
  9.                         </field>
  10.                         <field name='Closed_Amount'>
  11.                             <value> ${Potentials.Amount} </value>
  12.                         </field>
  13.                         <field name='Closing_Date'>
  14.                             <value> ${Potentials.Closing Date} </value>
  15.                         </field>
  16.                         <field name='Customer_Name'>
  17.                             <value> ${Accounts.Account Name} </value>
  18.                         </field>
  19.                         <field name='Type_of_Business'>
  20.                             <value> ${Potentials.Type} </value>
  21.                         </field>
  22.                         <field name='Sales_Rep'>
  23.                          <value> ${Potentials.Potential Owner} </value></field>
  24.                     </add>
  25.                 </form>
  26.             </formlist>
  27.         </application>
  28.     </applicationlist>
  29. </ZohoCreator>

Note

  • In the above XML string, name represents the field in Zoho Creator App and the value for data is to be pushed from Zoho CRM.

Custom Parameters:

  1. https://creator.zoho.com/api/xml/write?XMLString=<XMLSTRING>&apikey=XXXXXXXXXXXX&ticket=XXXXXXXXXXX&zc_ownername=XXXXX

Note

  • To retrieve data from other apps to Zoho Creator, you must specify the username, API Ticket, and API Key of Zoho API. To generate Zoho API information, refer to the Online Help

Step 3: Set up Workflow Rule

Follow these steps in the Workflow Rule page:

  1. Set up workflow criteria as:
    • Type is New Business
    • Stage is Closed Won
  2. Select the webhook as an instant action.
  3. Save workflow rule.

Workflow Rule Criteria

Associate Webhook to Workflow Rule

Step 4: Test your Integration

  1. Add a test potential in CRM with Type and Stage fields as a New Business and Closed Won respectively. While entering test data, ensure that Amount, Closing Data, Record Owner, Account Name and Potential Name are also entered.
  2. Open your Sales Commission App in Zoho Creator and check for the CRM data. 
    If you've not received any data, modify the webhook configuration and continue testing. After successful testing, remove test entries and roll-out this integration to your CRM users.

Business Scenario 2

Send SMS alerts to customers and sales reps.

Purpose

A payment from a customer is due today. You can send an SMS with the payment due date, customer name, and amount details to your Sales Rep by associating webhook to time-based action in workflow rule.

Pre-requisite

  • Account in SMS gateway service
  • Permission to access Workflow Rules

Procedure

  1. Create an account in SMS gateway service
  2. Configure webhook in Zoho CRM
  3. Set up Workflow Rule
  4. Test your webhook integration

Step 1: Create an account in SMS gateway service

In your SMS gateway service, create an account and get these details to configure webhook:

  • Sales Rep
  • Potential Name
  • Customer Name
  • Opportunity Amount
  • Type of Business: New Business
  • Stage: Closed Won
  • Payment Due Date (custom field)

Currently Zoho has partnered with the following SMS Gateway providers:

You can buy SMS credits and API details from the above vendors.

Step 2: Configure Webhook

Select the following Fields from the Leads module while setting up user-defined parameters:

  • IP address of SMS gateway
  • Username
  • API key

In webhook, specify the following details:

URL to Notify:

  1. http://<IP Address>/smsgateway/post - POST method

User-defined Parameters (XML or JSON)

  1. <?xml version="1.0"?>
  2. <m:Library xmlns:m="http://www.screen-magic.com" xmlns="http://www.defns.com">
  3. <username>xxxx@xxxxx.com</username>
  4. <senderid>SMS-Provider</senderid>
  5. <accountid>XXXXXXX</accountid>
  6. <apikey>XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX</apikey>
  7. <message mobilenumber="${User.Mobile}">Hi ${User.Last Name}, Payment amount ${Potential.Amount} is due today from ${Account.Name}. Please contact ${Contact.Last Name} ASAP</message>
  8. </m:Library>

Note

  • In the above XML string, we've used Screen Magic gateway for demonstration purpose.

Step 3: Set up Workflow Rule

Follow these steps in the Workflow Rule page:

  1. Set up workflow criteria as:
    • Type is New Business
    • Stage is Closed Won
  2. Select the webhook as a time-based action.
  3. Save workflow rule.

Workflow Rule Criteria

 

Associate Webhook to Workflow Rule

Step 4: Test your Integration

  1. Add a test potential in CRM with Type and Payment Due Date fields as a Existing Business and Today respectively. While entering test data, ensure that Amount, Closing Data, Record Owner, Account Name and Potential Name are also entered.
  2. In your mobile phone check for the SMS alert
    If you've not received SMS, modify the webhook configuration and continue testing. After successful testing, remove test entries and roll-out this integration to your CRM users.

Refer Error Codes

When execution of webhook fails, one of the following error messages are displayed in Zoho CRM:

HTTP Status Codes

  • 400 Bad Request - Often missing a required parameter.
  • 401 Unauthorized - No valid API key provided.
  • 402 Request Failed - Parameters were valid but request failed.
  • 404 Not Found - The requested item doesn't exist.
  • 500, 502, 503, 504 Server errors - Something went wrong on third-party application.
  • Error Code 1 - Temporarily not able to connect to the API server. You need to check API server logs, firewalls settings for our requests sent from CRM.

Custom Errors

  • Internal process failure - When the webhook is not executed due to errors in processing the webhook.
  • Day limit reached - When the company reached the maximum limit for the day.

Top