Task management in CRM and SFA can be useful for sales representatives who use them, as tasks can be linked to customer and deal information. However, there is a risk that sharing with team members who do not use the app and bulk confirmation by project managers may become difficult. To avoid this disadvantage, many companies manage tasks created with tools by also registering them in a database. Do you find this task registration cumbersome?
In this article, we will introduce a method to automatically sync new tasks created in Zoho CRM with Google Sheets. By integrating, you can reduce the effort and errors of manual entry and enable real-time information sharing.
Recommended for these people
Those who use Zoho CRM and Google Spreadsheets
Those who are considering linking Zoho CRM and Google Spreadsheets to improve work efficiency
Those who link Zoho CRM and Google Spreadsheets to manage tasks
Those who want to link Zoho CRM and Google Spreadsheets to reduce the effort required to update information
For those who want to try it right away
In this article, we will introduce how to integrate using the no-code tool "Yoom". No complicated settings or operations are required, so even non-engineers can easily achieve this. You can get started right away with the template below, so please give it a try!
When a task is registered in Zoho CRM, add it to Google Sheets.
1. Hover over the banner and click "View Details" 2. Click "Try this template" on the page you navigated to 3. Register for Yoom ※ If you have already completed registration, the login screen will be displayed, so please log in.
Step 2: Setting up a trigger that activates when a task is created in Zoho CRM
1. Open the copied template. ※ You can change the title from the red-framed section in the image below.
2. Click on the Flowbot's "App Trigger: When a task is created (Webhook)".
3. Select the linked account and action. Change the title if necessary and click "Next".
4. Set up the API connection for the app trigger. Enter the Zoho domain and channel ID.
※ The red-framed section in the image below shows the reference position of the channel ID included in the URL when you open the Zoho CRM admin screen.
5. Click "Test".
6. If the test is successful, click "Next".
7. After creating a task in Zoho CRM, click "Test".
8. If the test is successful, click "Save".
Step 3: Setting up an action to retrieve task information from Zoho CRM
1. Click on the Flowbot's "Integrate with App: Retrieve Task".
2. Select the linked account and action. Change the title if necessary and click "Next".
3. Set up the API connection. Enter the Zoho domain and task ID. ※ Use the output obtained in Step 2 to enter the task ID.
※ When you click on the input field, candidates will be displayed, so please select the relevant item.
4. Click "Test".
5. If there are any items you want to sync with Google Sheets other than those displayed in the "Output" field, click "+ Add value to retrieve" to set it up. ※ Reference: How to add "Retrieved Value: Output"
6. Click "Save".
Step 4: Setting up an action to add a record to Google Sheets
1. Select the Flowbot's "Operate Database: Add Record".
2. Select the linked account and action. ・Title: Change if necessary. ・Each item in "Database Integration": Enter/select based on the notes below each field.
3. Click "Next".
4. Perform detailed settings for database operations. Use the outputs obtained so far to enter values for each field of the record to be added.
※ The image below is an example of output reference.
5. Click "Test".
6. If the test is successful, click "Save".
This completes the flow "Add to Google Sheets when a task is registered in Zoho CRM". Switch the trigger of the saved flow to "ON" to activate it.
Flowbot template used this time Add to Google Sheets when a task is registered in Zoho CRM
When a task is registered in Zoho CRM, add it to Google Sheets.
Other automation examples using Zoho CRM and Google Spreadsheets
In addition to the flows introduced here, you can use the APIs of Zoho CRM and Google Spreadsheets to automate various tasks. All of them can be used with simple settings, so if you are interested in any of them, please give them a try!
Other automation examples using Zoho CRM and Google Spreadsheets
When a row is added, you can create an account in Zoho CRM, and when a lead is registered in Zoho CRM, you can add it to Google Spreadsheets. You can also update the account information in Zoho CRM after updating the information.
Create an account in Zoho CRM when a row is added in Google Sheets.
When a customer is registered in Zoho CRM, create a folder for each customer
This eliminates the need to manually create folders, prevents human errors such as forgetting to create a folder or creating duplicates, and makes document management smoother.
When an account is registered in Zoho CRM, create a folder for each account in Box.
■Overview The 'When a row is added in Google Sheets, create an Airtable record' flow is a business workflow that streamlines daily data management tasks. For example, when the sales team adds new customer information to a spreadsheet, that data is automatically reflected in Airtable. This integration reduces the effort and errors of manual data entry and enables accurate information sharing. As a result, it automates the data flow between Google Sheets and Airtable, significantly improving operational efficiency.
■Recommended for ・Teams or individuals who regularly use Google Sheets and Airtable ・Business professionals who want to reduce data entry effort and improve work efficiency ・Administrators who want to prevent human errors associated with manual data integration ・Those who want to centrally manage information across multiple tools and automate business processes ・Those interested in leveraging Yoom to automate business workflows ■Notes ・Please connect both Google Sheets and Airtable with Yoom. ・For the trigger, you can choose a polling interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum polling interval varies by plan.
■Overview Are you manually re-entering customer lists managed in Google Sheets into Salesforce each time? This kind of routine data entry not only takes time, but also leads to human errors such as copy-and-paste mistakes and missing entries. By leveraging this workflow, simply adding a row to Google Sheets will automatically add a record to Salesforce, helping you smoothly resolve data entry challenges.
■Recommended for ・Sales representatives who feel burdened by transferring data between Google Sheets and Salesforce ・Those who want to eliminate manual entry errors and improve consistency and accuracy of customer data ・Those who want to streamline data registration to Salesforce and focus on more core tasks
■Notes ・Please connect Yoom with both Salesforce and Google Sheets. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・Salesforce is available only on the Team Plan and Success Plan. On the Free Plan or Mini Plan, operations and Data Connect for configured flowbots will result in errors. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are otherwise restricted.
When a row is added in Google Sheets, add users and contacts
Since manual transcription is no longer necessary, this prevents human errors such as input errors, omissions, and duplicate registrations, and allows for smooth information sharing.
When a row is added in Google Sheets, create a contact in Keap.
■Overview Based on the information managed in Google Sheets, the task of manually creating a folder in OneDrive each time is not only labor-intensive but also tends to cause omissions and naming mistakes. By leveraging this workflow, simply adding a new row to Google Sheets will automatically create the specified folder in OneDrive, enabling you to improve operational efficiency while maintaining accuracy in file management.
■Recommended for ・People who manage projects or customer information using Google Sheets and OneDrive ・People who want to eliminate the effort of manual folder creation and mistakes such as omissions ・People who want to automate file management tasks and create an environment that allows them to focus on core work
■Notes ・Please connect both Google Sheets and OneDrive with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
Benefits of integrating Zoho CRM with Google Sheets
Benefit 1: Improved work efficiency
By automating the synchronization of task information through integration, you can eliminate the need to manually record and share information. Sales team members and project managers can reduce their work time by automatically registering tasks and consolidating data, allowing them to focus on negotiations, creating materials, and adjusting progress schedules. In addition, reducing the occurrence of human errors when transcribing should lead to improved accuracy of information reflected in Google Sheets.
Benefit 2: Real-time information sharing
Since all team members can view the same task information in real time, project management will proceed smoothly. Even in companies with many remote work or operations across multiple locations, the latest progress can be grasped in a timely manner. It may also lead to the prevention of project delays and improvement of the performance of the entire team.
For example, as soon as a sales representative creates a task for creating materials in Zoho CRM, that information is reflected in the task list file in Google Sheets shared with the team. Other team members can see the corresponding deals and customer information all at once, so they can smoothly provide the data necessary to execute the task. In addition, if the data is reflected when the task information is updated, the person in charge can check the progress of the deal and whether there are any overdue tasks at once.
Summary
We introduced a method to integrate Zoho CRM with Google Sheets to automatically sync task information. This integration reduces the hassle of manual input and prevents transcription errors. Real-time information sharing is expected to improve work efficiency for the entire team, including not only task assignees but also managers. We encourage you to use Yoom to take advantage of this integration.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have experience in administrative roles in specialized trading companies and the e-commerce industry. My responsibilities have spanned a wide range of areas, including sales administration, accounting, general affairs, human resources, and legal affairs. While I have worked on improving the efficiency of individual tasks, I believe that utilizing various support tools and Yoom could have made operations even more convenient. I hope to leverage my professional experience to publish articles introducing Yoom, assisting everyone in streamlining their operations.
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