CRM Help

Configuring Projects Integration

How Can I...

Enable Zoho Projects Integration

To enable the integration

  1. Log into your Zoho CRM account with Administrator privileges.
  2. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Projects.
  3. In the Zoho Projects Integration page, click Get Started.
    Free Edition users can try this feature for 15 days.

Zoho Projects Integration for your CRM Account consists of two main steps.

  • Portal configuration
  • Client account mapping

Portal Configuration

In this step you need to specify two things:

  1. Zoho Projects Portal - A portal, in Zoho Projects, is a central place where all projects can be managed and accessed. You can configure one portal from Zoho Projects in this integration. On integration, all projects associated with the selected portal will be pushed inside Zoho CRM and can be managed from within Zoho CRM. There are three possible cases under portal configuration.
    • Configure your own Zoho Projects portal
    • Configure other user's portal
    • Create a portal in Zoho projects
  2. Permissions for Zoho CRM users - You need to set the permissions for all the Zoho CRM users based on their profiles. On setting the permissions for the profiles, all CRM users under the respective profiles are pushed automatically into Zoho Projects. The role of Zoho CRM users pushed into Projects is set by default as "Employees". In case the CRM users already exist in Zoho Projects before this integration, their roles remain unchanged.

Case 1: Configure your own Zoho Projects portal

To configure your portal

  1. In the Zoho Projects Integration page, the Choose the Portal picklist field displays all your portals.
  2. Select the desired portal from the list.

Case 2: Configure other user's portal

To configure other user's portal

  1. Click the Configure other user's portal(s) link.
  2. Enter the ZSC Key for the portal and the Email address for which the key was generated.
    The ZSC Key is the Zoho Services Communication key.
  3. Choose the portal from the picklist field.
    All the portals under the mentioned email address will be available.

To generate ZSC key in Zoho Projects

  1. Log in to your Zoho Projects account with Administrator privileges.
  2. Under the Admin section, click Settings > Developers space.
    The ZSC Key and the Email address associated are displayed.
  3. Copy and paste these during the Zoho Projects integration with Zoho CRM when required.

Case 3: Create a portal in Zoho Projects

In case you do not have a portal at all, you can create a new one from Zoho CRM.

  1. Under Portal Configuration, click Create New Portal.
  2. Enter a Portal Name.
  3. Click Create.
  4. Choose the portal from the drop down list and click Save.

    Your new portal is now created and integrated with Zoho CRM.

Set Permission for Zoho CRM users

To set the permissions for profiles

  1. Select the check boxes for the respective profiles to set Tab Visibility, View, Create, Edit, and Delete permissions to the CRM users.
  2. Click Save.
    If you wish to change the profile permissions in the future, you can do so by clicking on the Edit Configuration link.

Client Account Mapping:

Client Account Mapping is an option provided as part of this integration. In this step, Zoho CRM looks for a match between Clients (in Zoho Projects) and Accounts (in Zoho CRM). Once it makes a match, projects classified under the Clients are automatically associated with the respective matching account in Zoho CRM, thus saving you a lot of time and effort.

If you want to map the projects of those client(s) to Account(s) automatically, click Yes, Map matching records. The records are mapped, and an email regarding mapped and unmapped records along with the reason why some records were unmapped is sent to the administrator(s).

If you don't want to use this option, click No, Skip to map records manually later.

Note:

  • Client Account Mapping is a one-time occurrence. Once you skip this step at this point, you cannot go back to automatically mapping clients with accounts again unless you deactivate the Projects portal and associate it back with Zoho CRM.
  • Client Account Mapping also involves mapping of Client Users (in Zoho Projects) with Contacts (in Zoho CRM). This mapping happens in the background and is not displayed for users to see during the integration. However, at the end of the mapping, a Client User listed under a project in Zoho Projects will become a Contact associated with that project in Zoho CRM.

Manage Users and their Permissions

You can change the permission available to CRM users at any time.

To change permissions

  1. Log in to Zoho CRM with administrative privileges.
  2. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Projects.
  3. In the Zoho Projects Integration page, click the Edit Configuration link.
  4. Select or clear the checkboxes of Tab Visibility, View, Create, Edit and Delete permissions for each profile as required.
  5. Click Save.

Deactivate Zoho Projects Integration

As an administrator of Zoho CRM, you can deactivate Zoho Projects from your CRM account. On deactivation:

  • The Projects tab is removed from Zoho CRM.
  • All portals and projects added to Zoho CRM will be disassociated from your Zoho CRM account. Users can continue to work on the projects from their Zoho Projects account.
  • Any user with administrator privileges can deactivate the portal and associate another portal to the Zoho CRM account.

To deactivate Zoho Projects integration

  1. Log in to Zoho CRM with administrative privileges.
  2. Click Setup > Apps & Add-ons > Zoho Apps > Zoho Projects.
  3. In the Zoho Projects page, click Deactivate Zoho Projects.

Related Topics

Overview | Usage | Understanding Roles & Privileges in Zoho Projects

Top