How to integrate Zoho CRM with Google Sheets to add tasks registered in Zoho CRM to Google Sheets

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.

Benefits of Integrating Zoho CRM with Google Sheets

Benefit 1: Improved Operational Efficiency

By automating the synchronization of task information through integration, the effort of manually recording and sharing information is eliminated. Sales team members and project managers can automatically register tasks and aggregate data, reducing work time and allowing them to focus on negotiations, document creation, and schedule adjustments. Additionally, by minimizing human errors during data entry, the accuracy of the information reflected in Google Sheets is expected to improve.

Benefit 2: Real-Time Information Sharing

Since all team members can check the same task information in real-time, project management can proceed smoothly. Even in companies with many remote work or multi-location operations, the latest progress can be grasped in a timely manner. This may also help prevent project delays and improve overall team performance.

For example, as soon as a sales representative creates a task for document preparation in Zoho CRM, that information is reflected in the task list file shared with the team on Google Sheets. Other team members can collectively understand the corresponding deals and customer information, allowing them to smoothly provide the data needed to execute tasks. Additionally, if data is reflected when task information is updated, managers can check the progress of deals and the presence of overdue tasks at a glance.

Integrate the two apps to improve task management efficiency. With the automation tool Yoom, setting up the integration is easy.

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How to Create an Integration Flow Between Zoho CRM and Google Sheets

Let's set up the integration and workflow automation between Zoho CRM and Google Sheets.

We will introduce the steps to create a workflow that "adds a task to Google Sheets when it is registered in Zoho CRM" using a template.

Before You Begin

1. Prepare the Google Sheets file where task information will be synchronized.

2. Log in to Yoom.

3. Click the "Try it" button below to copy the template in Yoom.

Step 1: Integrate Zoho CRM and Google Spreadsheet with My Apps

*If you have already completed the app integration, please proceed to Step 2.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. From the list of new connections in My Apps, select Zoho CRM and Google Spreadsheet respectively, and integrate the apps.

Next, copy the template to My Project and create a Flow Bot.
If you haven't copied it yet, please copy the Flow Bot template from below.

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.

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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.

※ The image below is an example of output reference. 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"
※ The image below is an example of adding detailed information.

※ The image below is an example of changing the item name from "Description" to "Detailed Information" after retrieving detailed information. Click the mark next to the relevant item in the output list, change the item name, and save it.

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 input.

※ 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

Other Automation Examples Using Zoho CRM and Google Sheets

There are many other examples of automation using Zoho CRM and Google Sheets available on Yoom, so here are a few introductions.

1. This is a flow where a client is created in Zoho CRM when a row is added in Google Sheets. If you manage customer information in Google Sheets, you can automatically sync it with Zoho CRM when the information is registered. The reflected data can be linked to deal progress management and task management.

2. This is a flow to update account information in Zoho CRM when a row is updated in Google Sheets. By automating the synchronization during data updates, important information such as contacts and billing addresses can always be shared in the most current state. This is particularly useful if you manage form data in Zoho CRM.

3. This is a flow for notifying Slack when a new account is created in Zoho CRM. By integrating Zoho CRM with a chat tool, registration information can be automatically notified. This is expected to improve the accuracy of information sharing within the team. By changing the notification content and destination, it can also be used as a business directive regarding new accounts.

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.