Use Projects Integration

Using Zoho Projects Integration

Create Project

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 new project from a record's details page in Zoho CRM

  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 Details section, do the following:
    • Enter the Project Name.
    • Choose an already created Template from the drop-down list.
    • Choose a Project Owner from the drop-down list.
    • Enter the Start date and End date of the project.
    • Select a Project Group that the project belongs to. (See also: Create Project Groups)
    • Enter a Project Overview for the Project.
    • To add further project related details click Show more fields and do the following:
      • Choose the Billing Status of your project from the drop-down list. 
      • Select the Billing Method and Project Budget (B​ased on Amount / Based on Hours) from the respective drop-down lists.
        Note that these two fields will appear only if the projects are integrated with Zoho Books. When custom fields are added in Zoho Projects the same will be listed when you click Show  More Fields.
        You can capture additional information from within Zoho CRM with these custom fields.

    • Select the Project Users from the list to give them access to the project.
    • 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, the Portal Owners as well as other active users will be listed. You can select users required and give them access to the selected project.

Associate Project

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 Project Overview, if required.
    • Assign Project Owner and Project Group from the drop-down list.
    • Click the Show more fields link to add or change the project related details.
      You can add or edit the Billing StatusBilling Method, Project Budget and the other custom fields.  
    • Click the Add User(s) link and select the checkboxes to add users. Similarly, clear the checkboxes to remove the users.
      Only Zoho CRM users will be listed and when added, they will get access to the project. Also, specify the Role to be given in Projects for the user from the drop-down list.
      ​​
  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 Del link for the corresponding project.

Create Project Groups

A Project group can be created while creating a new project or editing an existing project. A Project group is created in Zoho CRM from the Projects tab.

To create a Project group in Zoho CRM

  1. Click the Projects tab.
  2. Click Projects on the left panel.
  3. Click New Project.
  4. In the Group Name field, click the Add (+) icon.
    Enter the name of the new Project group.
  5. Click AddGroup.
    A new Project group has now been created. This can be associated to existing as well as new projects.

Access Projects Tab

The integration of Zoho Projects with Zoho CRM intends 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 activities 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.

Create a New Task for a Project from Zoho CRM

You can quickly create a new task for a project from the Records Details page of a contact, account or potential.

To create a new task

  1. In the Records Details page of the selected module, click the New Task in the Open Activities Related List.
  2. Fill in the required details and click Save & Add to Zoho Projects.

    If you do not see the Save & Add to Zoho Projects button, it means that there are no projects listed for the selected record. You cannot associate a task to a project when the record in question is not related to any project.
  3. In the Add to Zoho Projects pop-up, select the project to which you want to add the task.

    You can also sync the tasks with your Projects account or directly add a task to Projects. A sync icon will be displayed along with your open activities list that ensures the tasks are in sync with your Projects account.

    The task fields will me mapped and the notes related to the task will also be in sync.
    Field Mapping
    CRM FieldsProjects Fields
    SubjectTask Title
    Task OwnerTask Assignee
    Due Date- Start Date (Current Date)
    - End Date (End date will only be synced with CRM)
    Status
    - Completed
    - Not Started

    Completion
    - Completed will be mapped as 100% in your Zoho Projects.
    - Other status (Not Started) will be set to 0% in Projects.

     

    NotesComment (Notes content of CRM will be mapped as comments in your Projects account and Notes title will not be synced)
    DescriptionDescription
    Priority
    - High, Highest
    - Low, Lowest
    - Normal
    Priority
    - High
    - Low
    - Medium
  4. Click Save.
    Now the task will be added under the selected project.

Note:

  • If you comment from Zoho Projects on a task created originally in Zoho CRM, this comment will be added as a note to the associated contact/account/potential in Zoho CRM.
  • If the task owner assigned from Projects is not a Zoho CRM user, then the one who creates that task in CRM will be assigned as owner automatically. However, if the task owner assigned from CRM is not a user in Zoho Projects, then the task will be left unassigned in your Projects account.
  • Restored tasks in CRM will be treated as a New Task in Projects, since Projects doesn't support Recycle Bin.
  • If the projects integration is deactivated from CRM, the sync of all the tasks and notes will also be removed.
  • End date (end date of your task in CRM) field will only be in sync with CRM.
  • Notes title will not be in sync with Projects.
  • Reminders and Attachments fields will not be in sync because CRM and Projects will have their own Reminders and Attachments.
  • Recurring tasks will not be pushed to Projects.

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

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