CRM Help

Using Zoho Projects Integration

Create Projects

You can create projects for Accounts, Contacts and Potentials in Zoho CRM. All the users added to the Projects Portal in your CRM account can create or associate projects.

Note

  • To create a project, all Potentials and Contacts must be associated with an Account in Zoho CRM.
  • In case you are creating a project from the Contacts module, the contact in question must have an email address associated with it.

To create a project

  1. Click Accounts, Contacts or Potentials modules and select a record.
  2. In the [Record Details] page of the Accounts, Contacts or Potentials modules, click New Project under the Zoho Projects related list.
  3. In the Project Detailssection, do the following:
    • Enter the Project Name.
    • Choose an already created Template from the drop-down list.
    • Enter a Project Overview for the Project.
    • Select the Project Users from the list to give them access to the project. Also specify the Role of the user in Projects from the drop-down list.
      Only Zoho CRM users will be listed.
  4. In the Client Details section, select the Client Users.
    The selected user will have access to the project.
    • For Contacts: The contact under which you add the project will be the client user. You can add multiple contacts as Client Users but a contact cannot be added under two Clients.
    • For Accounts & Potentials: All Zoho CRM contacts associated to the Account or Potential will be listed to be added as Client Users.
  5. Click Save.

Note

  • The administrator of Zoho Projects and the Portal Owners will be added as Project Users by default.
  • The other active users will also be listed, and you can select them if you want to give them access to the selected project alone.

Associate Existing Projects

In Zoho CRM, you can also associate the already created projects to the accounts, contacts and potentials.

To associate an existing project

  1. Click Accounts, Contacts or Potentials modules and select a record.
  2. In the [Record Details] page of the Accounts, Contacts or Potentials modules, click Associate Project.
  3. In the Associate Projects section, do the following:
    • Select the required project from the Project Name drop-down list.
      Projects that are already associated to the record will not be listed. The Description and the Project Users for the selected Project will be added.
    • Modify the Description, if required.
    • Remove or add the Project Users, if required, to give them access to the project.
      Only Zoho CRM users will be listed. Also specify the User Role in Projects from the drop-down list given.
  4. In the Client Details section, select the Client Users.
    The selected user will have access to the project.
    • For Contacts: The contact under which you add the project will be the client user. You can add multiple contacts as Client Users but a contact cannot be added under two Clients.
    • For Accounts & Potentials: All Zoho CRM contacts associated to the Account or Potential will be listed to be added as Client Users.
  5. Click Save.

Note

  • Only the users from your Zoho CRM account will be listed in the Project Users section.
  • The Portal Owner will automatically be added as one of the users, provided the owner is also part of Zoho CRM account.

Remove Associated Projects from Zoho CRM

When a project is complete and if you do not want it listed under a record, you can remove the project. When a project is removed, it is not deleted from Zoho Projects. The project is only removed from Zoho CRM.

To remove projects

  1. Click Accounts, Contacts or Potentials modules and select a record.
  2. In the [Record Details] page of the Accounts, Contacts or Potentials modules, go to the Zoho Projects Related List.
    The associated projects with Project Name, Project Status, Project Description and Project Completion details will be listed.
  3. Click the Remove link for the corresponding project.

View Projects Tab

The integration of Zoho Projects with Zoho CRM intetends to make it easier for you to create and assign projects to your CRM users after a potential has been won. The complete Project details from Zoho Projects are pushed inside Zoho CRM and presented under the Projects Tab. The functionalities are the same as in Projects. You can perform all tasks and activites you would in Zoho Projects from Zoho CRM. See Also Zoho projects Help

  • When you click on the Projects Tab, you are taken to an iFrame window where the details from Zoho Projects are loaded. You are taken to the Feeds section of the respective Zoho Projects account.
  • When you click on a project from the Record Details page of Accounts, Contacts or Potentials, you are taken to the Dashboard of the particular project.

Associate Projects Details After a Call

You can associate a Log a Call acivity to a Project. When you get off a call with a customer and there is a task that needs to be assoicated to a Project, you can directly do so from Log a Call.

To add a log a call activity

  1. Go to the [Records Details] page of Accounts, Contacts or Potentials module, as required.
  2. Under the Open Activites section, click Log a Call.
  3. Fill relevant fields and click Save and Add to Zoho Projects.
  4. In the Add to Zoho Projects section, select the desired Project, Task and enter Comments in the respective fields.

    If you select the Add to Accounts checkbox, the comment will be added as a Note for the respective Account, Contact or Potential.
  5. Click Save.
    Now the call is added as a Closed Activity in the records and comment is added under to the selected Task in the respective Project.

View Tasks, Milestones and Bugs

Tasks, Milestones and Bugs associated with a project are pushed from Zoho Projects to Zoho CRM. In Zoho CRM, you can view these in the [Records Details] page of Accounts, Contacts or Potentials module. You can also add a task and a milestone from Zoho CRM.

To view tasks, milestones and bugs

  1. Go to the [Records Details] page of the required module.
  2. Under the Zoho Projects section, click the completion bar under Task or Bug depending on which you wish to add to the project.
  3. In the pop up window that appears, add a new task or a bug as the case may be. See Also Zoho projects Help

FAQ

1. What happens to the data related to projects when I uninstall Zoho Projects from Zoho CRM?

2. Can I change the portal associated to my CRM account?

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