MagentoZohoCRM Bidirectional Synchronization Overview & User guide

Transcription

1 MagentoZohoCRM Bidirectional Synchronization Overview & User guide Copyright CRM4Ecommerce.COM Address: 34 lane 100 Cho Kham Thien street, Dong Da, Hanoi, Vietnam Phone: Version 1.2

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 Released date Introduction Why do the online merchants need a CRM solution? Where are the differences? What are the benefits it can bring to you? How does it work? Compatibility Pricing & how to buy? Refund policy How to install? How to use? Register serial key to activate module & connect to Zoho CRM Setup data synchronizing instantly from Magento into Zoho CRM Setup data synchronizing instantly from Zoho CRM into Magento Mapping Attributes Synchronize Customers Synchronize Newsletter Subscribers Merging customers / newsletter subcribers of the multi stores on the different Magento installations Synchronize Promotions Synchronize Products Synchronize Potentials Synchronize Quotes (Cart Data) Synchronize Orders Synchronize Invoices Setup Data Synchronizing in Cronjob & Queue Load Data instantly from Zoho CRM in Magento store... 32

3 5.16. Load Data from Zoho CRM in Magento store s Cronjob Synchronization Reports Synchronization Logs Deleting CRM s objects related with deleted objects in store Limitation in calling Zoho CRM API & synchronizing big history data How to get free edition? How to see online demo? Link demo A short script Appendix A. Some Suggestion Zoho CRM Custom Fields for Mapping Attributes B. Standard Templates for Zoho CRM Inventory Templates... 44

4 Released date # Title Version Date 1 More flexibility with a new big change Recognize Customers via Guests and Prevent deleting objects in ZohoCRM 3 Replace for the Quotation system on your Magento stores 4 More powerful and flexible with new released version Magento ZohoCRM is now really synchronize instantly data bi-direction

5 1. Introduction 1.1. Why do the online merchants need a CRM solution? Have you ever heard the saying that "The success of your business depends on the way you treat your customers"? This is one of the most important truths of business activites. But how do you treat your customers in the right way? That's what CRM solutions are in place for. Each customer is a different individual with different likes, dislikes and behavioral patterns. Then, how to report each customer has purchased how much? Who are leads? Where are the potentials? Who are the strategic customers...? As a businessman, these are extremely important issues that you have to keep in mind to ensure that you treat each customer in the best possible way. A good CRM solution will be not only bring the professionalism in the management of customer's activities and customer care services, but also gives your business more utilities in: Increasing your sales with a professional marketing tool close more deals in a less time : Support the easy creation and professional management marketing campaigns; A good tool for analysis your business activities: Make more easily to analyze the strengths, weaknesses, opportunities and threats are brought from your vendors, warehouses, products, services, leads and customers; More easily to manage your spending, cost, profits and income; And more and more excellent utilities, but it is so difficult to a normal online shopping store can controlling all these! So, do you want using a good CRM solution for your sales? However, if you decide to use a CRM solution in your sales, so, there two posed questions are: Have you to hire more workers for daily data updating from your online stores into CRM? Increase fee for managements? The answer will be NO if you use an automatically data synchronizing solution between your online stores with CRM system Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 5 of 51

6 1.2. Where are the differences? CRM4Ecommerce MagentoZohoCRM Bidirectional Synchronization is the BEST and UNIQUE Magento extension allows synchronizing data instantly bi-direction between Magento stores and Zoho Customer Relationship Management system (Zoho CRM - Besides the advantage utilities that provided by Zoho CRM, combined with the superior features compared with all the same type products/services 1, such as: Allows synchronizing all types of data: Customers, Newsletter Subscribers, Products, Quotes (Cart data), Orders, Invoices, Order's / Invoice's / Shipment's / Credit Memo's Statuses History & Comments, Promotion Catalog Price Rules and Shopping Cart Price Rules from Magento stores into ZohoCRM Leads, Accounts, Contacts, Products, Campaigns, Potentials, Quotes, Sales Orders, Invoices, Events and Tasks; Allows merging all Magento guests and customer that have the same address into only a ZohoCRM Account (HOT); Allows synchronizing Quotes, Orders and Invoices even when products were deleted (NEW); Allows using Price Books in ZohoCRM Quotes, Sales Orders and Invoices (NEW); Allows mapping smartly manually between Magento built-in / custom attributes and Zoho CRM built-in / custom fields; Allows or disallows deleting leads, accounts, contacts, products and campaigns in Zoho CRM when corresponding customers, subscribers, customer's addresses, products or promotion rules are deleted in Magento store (NEW); Allows exporting option values of multi-choice attributes to file (easily to add them into zoho picklist field) (NEW); Supports synchronizing data instantly, synchronizing data in queue smartly by ajax technique and based on schedule (cron job); Supports loading data of Leads, Accounts, Contacts, Campaigns, Products, Quotes, SalesOrders, Invoices and Tasks from Zoho CRM into Magento store by instantly from Zoho CRM or manually and based on schedule of Magento; Supports reporting synchronizing statuses by pie charts; Allows saving the log of all actions of data synchronization; 1 There are many providers are providing products and services allow synchronizing data between Magento stores and ZohoCRM, however, all of these products and services only allow synchronizing data via queue in provider s cloud, consuming high costs (pay by monthly / yearly) and specially, they disallow synchronizing data instantly bidirection! Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 6 of 51

7 Compatibles withmagento modules ZohoInvoice Synchronization, ZohoBook Synchronization and plugins Magento ZohoCRM Exim Express, Magento ZohoCRM Price Book, Magento ZohoCRM Product Review, Magento ZohoCRM Make Quotation, Magento ZohoCRM FAQ Solution, Magento ZohoCRM Ticket Case and specially, it is not conflict with any other Magento extensions from other providers; Easy installation - just upload files and No overwrite any file in Magento store! Surely, this would be a powerful tool to enhance effectively the controlling your business, boost your sales and promoting your products to customers What are the benefits it can bring to you? When using CRM4Ecommerce Magento ZohoCRM Bidirectional Synchronization, you added more additional utilities for your magento stores in the sales and customers management: Replace professionally Inventory Management systems 2 for Magento stores; Follow purchasing of customers: Number orders that customer placed, total paid, total refunded, total due, total revenue from customers...; Analysis potentials that created from customers when customers create quotes (shopping carts), place orders, process...; Report about promotion programs: Analysis total revenue, total orders, total customers...; Create Quotes (Cart data), Sales Orders, Invoices for any customers (registered or not logged in) of Magento from ZohoCRM - replace for the Quotation system on your stores; Allow customers and you - store owners - are able to negotiate price when customers go shopping. You can edit price in carts, orders or invoices for invidual customer; Use Zoho CRM to customize Quotes, Sales Orders and Invoices tempate and export & print them for customers via pdf downloadable documents; Use other great applications that are provided from Zoho Corporation such as Zoho Invoices, Zoho Books, Zoho Creators, Zoho Projects, Zoho Supports...; And specially is reducing fee in human management activities. 2 CRM is not only a customer care and marketing online system but also an inventory management system. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 7 of 51

8 1.4. How does it work? Depending on the configuration of the user that data will automatically be synchronized immediately from the Magento site to ZohoCRM system and backwards as soon as the data is updated or data will be synchronized simultaneously from the Magento via cron job Compatibility Figure 1: Module's Workflows Magento Version: Community Edition: 1.3.x x x x x x; Enterprise Edition: 1.9.x x x x 1.13.x. ZohoCRM Edition: Free, Standard, Professional and Enterprise. Note that: Zoho Free & Standard Accounts haven't modules Products, Campaigns, Quotes, SalesOrders and Invoices. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 8 of 51

9 2. Pricing & how to buy? Beside free edition that you will be able to see more details in the following part 6 th, now, CRM4Ecommerce s module Magento ZohoCRM Bidirectional Synchronization is being sold at url address with the three commercial editions: Standard: Used only for Magento Community Edition. Each serial key type 1 domain is able to install in only one url of only one Magento installation. Price of this edition with serial key type 1 domain is $449; Professional: Used for both of Magento Community & Enterprise Edition, however, each serial key type 1 domain is also able to install in only one url of only one Magento installation. Price for serial key type 1 domain is $699; Enterprise: It exactly is the Professional edition but each serial key type 1 domain is able to install in all urls of the same one Magento installation. Price of this edition for each Magento installation is $1049. When purchasing any edition, you will be also gotten services 6 months free fix bugs and update new versions. Installation Services - Install Module & Create a test Zoho Account This is an optional. When purchasing, if you choose this option, we will install module and create a zohocrm account for you test synchronizing data between your store and ZohoCRM. In case you purchase module with Professional or Enterprise edition, you will get free for Insatllation Services. Note that: We have only one payment method this is transfer money via PAYPAL. If you can t pay automatically via PAYPAL when you place order, you can using your PAYPAL account and transfer full money into our PAYPAL account philip@crm4ecommerce.com, as soon as we received payment notification from PAYPAL, we will contact to you and send installation package with serial key information to you. 3. Refund policy Although Magento ZohoCRM Bidirectional Synchronization is a non-tangible irrevocable digital goods, but you still can get a full refund if our product has errors or can't run all features as well as we introduced during 30 days after your purchased. Other cases will be not accepted to refund. And of course, all of your received serial keys that are related with refunded money will be revoked. You can submit a ticket with your order information by our ticket system to request refund. All refund requests after 30 days are not accepted. Please remember that we will not refund any fee you paid for installation and customization services. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 9 of 51

10 4. How to install? It is so easily with the 6 clearly following steps: After purchasing, your downloadable files and serial key will be sent to your . The file that you can download normally is a zip file has name magento-zohosynchronization.zip; Use FTP client (like Filezilla, WinSCP, cuteftp...) to upload (copy) all folders and files in package magento-zoho-synchronization.zip to your Magento site root folder. This will not overwrite any existing files, it only add new files to the folder structure; After uploading is done, let log in your Magento administration panel to refresh cache by way go to System >> Cache >> Management, select all caches and take action Refresh then submit; refresh permission role of your current admin user by way go to System >> Permission Role, edit role of current user and click re-save (if current user has full rules 3 ) or click save after click check all sub-rules in rule 4 ZohoCRM Synchronization with rule Configuration >> CRM4Ecommerce ZohoCRM Synchronization Settings; Navigate to System >> Configuration, if you can see tab CRM4Ecommerce Extensions and you can see menu item ZohoCRM Synchronization on menu bar, it means extension was installed successfully. Let remember to put your serial key into field Serial Key Information in ZohoCRM Synchronization >> Synchronization Settings to activate module; Now if you get Access denied error when click on the extension tab (or when you clich on menu item ZohoCRM Synchronization >> Synchronization Settings), you need to log out admin panel and log in again; Go to Synchronization Settings in administration panel again and try to process, surely that everything will be made you happily. 3 When you see Resource Access is All or All check options in this field are checked. 4 Each rule is a check option in Resource Access. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 10 of 51

11 5. How to use? 5.1. Register serial key to activate module & connect to Zoho CRM Open ZohoCRM Synchronization >> Synchronization Settings: Register serial key (In block Serial Key Information): o Input your serial key in Serial Key; o Change Module Status is Enabled. Connect to Zoho CRM (In block Zoho Account): o Input your Zoho account, password in User Account and Password fields. o Don t worry, module will store your Password in encrypted and no one can see your password. After Save Config, if you see Serial Information, Start Date and a green text notification as in the below figure, that mean you activated module and connected to Zoho CRM successfully. Figure 2: Activate module & connect to ZohoCRM Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 11 of 51

12 5.2. Setup data synchronizing instantly from Magento into Zoho CRM Open Synchronization Settings (in block Synchrnize Data by Events). Module allows you setup data synchronizing by 15 Magento events, such as: After Customer, Promotion, Product, Cart, Order, Invoice Saved Data in Frontend/Backend, After Subscriber Subscribed/Unsubscribed in Frontend/Changed Status in Backend and After Product Attributes Updated in Backend. With events in frontend, we can setup for individual store view. For each event, there are 3 options: Don't Synchronize: When event is fired, object will be not synchronized; Synchronize Instantly: Object arise event will be synchronized immediately; Add Object into Queue: Object will be added into a synchronization queue item and wait for data synchronizing in queue Setup data synchronizing instantly from Zoho CRM into Magento This feature will be only used when you use Zoho CRM Professional or Enterprise that you have feature Automation >> Workflow in your Zoho CRM account. Module support data synchronizing instantly from Zoho CRM with 8 types, those are: Leads, Accounts, Contacts, Campaigns, Products, Quotes, Sales Orders or Invoices. To setup synchronize data let open Setup >> Automation >> Workflow >> Rules >> Create Rule: Choose Module >> choose Create or Edit / Delete >> Next >> new a Call Webhooks: URL to Notify: input with Execute On action is Delete, let add more param "delete/1/" into Url, with: o {{url}} will be your store url; o {{module}} will be one of words Leads, Accounts, Contacts, Campaigns, Products, Quotes, SalesOrders or Invoices; o {{key}} is your received serial key. Append Entity Parameters: input Parameter Name is "id"; Parameter Value: select Id field 5 ; after that click Save & Associate >> Save. Then, each time data is created or edited, information will be synchronized into your store. Note that: In Workflow Rule has a step is Rule Criteria, this feature allows you set filter conditions to run event. Example: You can setup only run data synchronizing of Products into Magento store when Product Owner is onlinestore or Product Name contains Main Store This is a great feature if you want to synchronize data between muti-stores in multi Magento installations with only one ZohoCRM account. To see more instruction, you can open Load Data from ZohoCRM >> Load Data Instantly. 5 Example: With module Leads, let select Lead Id; with module Quotes, let select Quote Id Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 12 of 51

13 5.4. Mapping Attributes Currently, module supports 20 types of mapping attributes and are divided in 11 groups, these groups are shown in menu item Mapping Attributes. Each mapping attributes type will help us mapping between Magento built-in / custom attributes of a Magento data type with built-in / custom fields of a ZohoCRM data type. Create new or edit a mapping attribute When you create or edit a mapping (click Add New Mapping Attribute), you can choose a Magento attribute or not to map with a Zoho CRM field; In case you choose a Magento attribute, after you save mapping, if you see icon that mean this selected Magento attribute has multi option values and you can click at here to download all values in a text file. This is a great idea, you can copy all values in downloaded file into data of corresponding Zoho CRM picklist field; In case Magento attribute has null or empty value, Default value can be used in the 3 following cases: o The object is being synchronized has Zoho Id is empty and Using Default is Only create new ; o The object is being synchronized has Zoho Id is not empty and Using Default is Each time update ; o Using Default is Every time. In other case if you select value of Attribute field is No mapping (only set zoho default value), then Default value can be used with the 3 above cases; Note that: o Each Magento attribute and Zoho CRM field is able to added in only one mapping attribute/field; o If you have custom fields in Zoho CRM, you can click in icon beside text field of Zoho Field to refresh Zoho CRM list fields; o For the synchronizationcan be done correctly, you shouldn t mapping the special fields of Zoho CRM modules. Example: Zoho Lead has special field is Company, Account has Account Name, Contact is , Potential is Potential Name so, module is able to synchronize data not correctly if you create mapping for these Zoho CRM fields. An important notice: When you create custom fields in Zoho CRM, don t use character & in Name of custom fields. If you use this character, module will be not able to synchronzie data. Disable data synchronizing in a mapping attribute: In case you don t want synchronize any attribute and Zoho CRM field, you can delete or de-activate the corresponding mapping. Smart Mapping: This is a very useful feature allows you create or edit multi mapping attributes at the same time. However, this feature disallows you mapping a No mapping attributes with Zoho fields. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 13 of 51

14 You can also see all Magento attributes that you can do mapping and refresh Zoho CRM list fields in Smart Mapping page Synchronize Customers Figure 3: Workflow of Synchronize Customers Synchronize Customers into ZohoCRM Leads: There are some setting values that we need to notice, such as: Lead Company: Normally, this field will be company of primary / default billing address. It will be empty if customer has no address or address has no company. o Zoho CRM disallows two accounts have the same account name, so, when zoho lead is converted to zoho account, lead company will be converted to account name and this lead record will be consolidated with the existed account if the account name is existed. To avoid this case, zoho lead company should be combined between {{company}} with {{customer_id}}. o Default config for this will be is {{company}} (#{{customer_id}}). Duplicate Insert: This is setting value to markup solution for synchronizing but there was a existed corresponding record in ZohoCRM. This has 3 options: o Allow creating a new record when inserting data but there was existed records that has same key field value; o Throw an error when inserting data but there was existed records that has same key field value; o Update the same record when inserting data but there was existed records that has same key field value: Popular choice. Auto fill status: Allow auto fill lead status to Zoho CRM or not. To use this feature, let map attibute Status with a zoho lead field (normally is Lead Status). When this Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 14 of 51

15 field is true, if Customer has no customer's address, status will get value in setting field Stage Has no Contact, other case, status will get value in field Stage Has Contact. Import all Leads: Sometime, in Zoho CRM system, you have many Lead records that they are not Magento customers and you don t want to synchronize them into Magento store. So, this setting value will help you allow importing all Zoho leads that are created from Zoho into Magento Customers or not. o If this value is Yes, each time we create new or update data of any lead on Zoho CRM system, a corresponding Magento customer will be created new or updated; o If this value is No, you will be able to set condition for importing Leads, example: Only import Leads have Lead Source is one of values OnlineStore. The values are separated by commas (,). {{empty}} is empty value. o With the customers that are created in Magento, the bi-directional synchronization is still executed regardless this value is Yes or No. Synchronize Customers into ZohoCRM Accounts: Some setting values that we need to notice, such as: Account Name: This is format of zoho account name field. {{company}} is value of default billing company or primary company. If these values is empty, {{company}} will be customer {{fullname}} (firstname + " " + lastname). {{customer_id}} will be id of customer. o Attention: Zoho system disallow two accounts have the same account name, so, when there are two customers have the same account name, both of those customers will be linked with the same zoho account. To avoid this case, zoho account name should be combined between {{company}} with {{customer_id}}; o In case we don't use zoho lead, we can use parameter {{fullname}} instead of {{company}}; o Default format is {{company}} (#{{customer_id}}). Import Guest: Guest account will be created in Zoho CRM when magento guest creates order. This setting parameter will markup to import guest account into Magento customer or not. o There are 2 ways to distinguish a Zoho CRM Account of Magento customer and a Zoho CRM Account of Magento guest those are based Customer Group and attribute Is Guest. Account of Guest will has Customer Group is NOT LOGGED IN and Is Guest is TRUE. Guest Account Name: This is format of zoho account name field for magento customers that who placed orders as guests: Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 15 of 51

16 o {{fullname}} is guest firstname + " " + lastname, {{order_increment_id}} will be increment id of placed order. {{company}} is guest company, however, let be careful, commonly company is not required field; o Attention: ZohoCRM system disallows two accounts have the same account name, so, when there are two customers have the same account name, both of those customers will be linked with the same zoho account. To avoid this case, zoho account name should be combined between {{fullname}} with {{order_increment_id}}. Besides this, to distinguish with accounts of registered customers, account name should be had a special word that is Guest, default format is {{fullname}} (Guest #{{order_increment_id}}) or create a Zoho field is Is Guest and setup default value of this field is True, after that map Account Attribute "Is Guest" with this Zoho field. Is Guest attribute of registered customers is always FALSE. Extend for Magento store in statistic sales from individual customers: Module support some customer attributes in mapping customers and Zoho CRM Accounts those are attributes in Customer Sales group: Lifetime Sales: Grand Total from all orders that customer placed; Number Lifetime Orders: Total number orders that customer placed; Average Sale: Lifetime Sales / Number Lifetime Orders; Cancelled Sales: Grand Total from all canceled orders that customer placed; Number Cancelled Orders: Total number of canceled orders that customer placed; Average Cancelled Sale: Cancelled Sales / Number Cancelled Orders; Total Revenue: Lifetime Sales - Cancelled Sales; Total Paid: Total amount that customer paid from purchased orders; Total Refunded: Total amount that customer was refunded; Total Due: Total amount that customer haveto pay for purchased orders. Figure 4: Customer Sales Information Extend for Magento store in following who are the customers that are online on store : If you want to see who are online on your store, let map the bellow customer s attributes with the corresponding Zoho CRM custom fields: Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 16 of 51

17 Online: Show us the online status of customer. True is customer is online, False is customer is offline; Number login: Show us number login times of customers from their register time; Last login time: Show us the last date time that customer logged into store; Last logout time: Show us the last date time that customer logged out of store; Customer Ip: Show us the last ip that customer online on store. With guest customers, Zoho CRM accounts will be recognized via guest . So, Customer Sales information will be updated each time a guest come back and checkout. However, Guest Account Name will be updated each time guest place new order. Example: Guest Account Name is Philip Nguyen (Guest # ), but this guest place new order has increment id is , so, Zoho CRM Account Name of this guest will be updated into Philip Nguyen (Guest # ). Finally, when a guest registers to become a registered customer, this new customer will be merged with corresponding guest account in ZohoCRM that has the same address. When import Customers from Zoho Leads or Accounts: Default When zoho admin create new a lead / an account but didn t input lead or account , this format value will be added in customer . Parameter {{zoho_id}} can be used and it will be Zoho Lead Id. Note that: In case there is no custom field for in Zoho Account, of primary / default billing contact of account will be customer ; Auto-send password reminder Allow auto send password reminder when customer is created from Zoho CRM or not. Default is Yes; Reset password and send Allow setup condition to control reset customer password from Zoho CRM. Example: We create a custom field in Lead / Account that we call it is Reset Password, after that, we set Reset password and send when Reset Password is one of values TRUE, so, each time module load a Lead / Account and see Reset Password is TRUE, corresponding customer will be reset password. Of course, when customer accounts is reset password, an notification will be sent to of customers. Synchronize Customer s Addresses into Zoho CRM Contacts: Default Billing / Shipping Address of Magento Customer will be Zoho CRM Account Billing / Shipping Address; Each Customer s Address will be a Contact of ZohoCRM Account; Magento Customer will be of Contact that is linked with Customer Default Billing Address; When we change information in billing / shipping address of Zoho CRM Account, default billing / shipping address in Magento will be also edited, beside it, contact that linked with magento address will be also edited. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 17 of 51

18 Attention: Each mapping type has a block settings (in a green line white text), when we open mapping page, this block will be closed. To view and edit setting values, let click on this line to open setting block. Figure 5: Open setting block in Mapping attribute pages 5.6. Synchronize Newsletter Subscribers Figure 6: Subsribers' Workflow Newsletter Subscribers that have type is Guest will be synchronized into Zoho CRM Leads. To distinguish with Leads that synchronized from Magento customers, we can create a nomapping Magento attribute with Zoho field Lead Source and set default value of Lead Source is not the same with Lead Source of Customer Leads. Example: Lead Source for Customers is Store's Registered Customers and Lead Source for Subscribers is Store's Subscribers. Figure 7: Synchronize Customer/Subscriber from ZohoCRM Normally, with newsletter subscribers we have only value of address, but in Zoho CRM Lead, Compay and Last Name are required fields, so, to be able to synchronize data Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 18 of 51

19 between subscribers and zoho crm leads, module supported the setting field {{mail_name}}, this is a special parameter allows you setup it is default value in mapping attributes of subscribers and zoho crm leads. This param will get value in front in subscriber . Example: With philip@crm4ecommerce.com, {{mail_name}} will be philip. In default, let setup 2 nomapping attributes with Zoho CRM fields Company and First Name. When store loads Leads from ZohoCRM, module will check conditions of loading Leads into Customers before check conditions of loading Leads into Subscribers. Setting field Default Status will be default status of created new subscriber when admin create new a lead in zoho crm but didn't input subscriber status Merging customers / newsletter subcribers of the multi stores on the different Magento installations Our module allows synchronizing data from multi stores on the different Magento installations into only one Zoho CRM. So, when many stores have the customers whose have the same address, we can merge those customers into only a Zoho CRM account or lead. With the synchronizing customers or newsletter subscribers into zoho crm leads, to merge customers or subscribers have the same in multi-stores into only one zoho crm lead, we only need to open Mapping Attributes >> Customers >> Mapping Zoho Leads and open Mapping Attributes >> Subscribers & Zoho Leads, then set Duplicate Insert in Settings block is Update the same record when inserting data but there was existed records that has same key field value. With the synchronizing customers into zoho crm accounts, to merge customers have the same in multi-stores we need to open Mapping Attributes >> Customers >> Mapping Zoho Accounts, then set Duplicate in Settings block is Update the same zoho crm account when inserting data but there was existed account that has same or has contact that has the same . However, of course, when merging customers of other magento stores into only one zoho crm account, all data of customer sales attributes will be not able to merge and calculate correctly between all customers Synchronize Promotions CRM4Ecommerce s Magento ZohoCRM allows synchronizing data 2 ways with Zoho CRM Campaigns for both of two Magento promotion types: Catalog Price Rules and Shopping Cart Price Rules. To distinguish between Campaigns that created from Catalog Price Rules and Campaigns that synchronized from Shopping Cart Price Rules, we should use Campaign Type. When install module, module will create two mappings type no-mapping attribute with Campaign Type field. With Catalog Price Rule, default value of Campaign Type will be Catalog Price Rule, and with Shopping Cart Price Rule, default value will be Shopping Cart Price Rule. Each time a Catalog Price Rule or a Shopping Cart Price Rule is created or updated, a Zoho Campaign will be created in Zoho CRM. This synchronization is two ways between Magento Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 19 of 51

20 Store and Zoho CRM (without conditions field of Catalog Price Rules; conditions, item conditions field and generated coupons field of Shopping Cart Price Rules). Beside it, in Zoho CRM, Campaigns will be linked with Potentials, so, each time Potentials are synchronized from store, corresponding Promotion will be linked with Potential and Contacts from billing address and shipping address (optional) will be added into Campaign. There are some setting fields that you should note: Use Zoho Campaign: Allow synchronizing Promotions Catalog Price Rules / Shopping Cart Price Rules to Zoho Campaigns or not; Campaign Name: This is format of campaign name field of Zoho Campaigns that corresponding with Promotions Catalog Price Rules / Shopping Cart Price Rules. Default is: "{{rule_name}}". Don t do mapping this Zoho CRM field; Recognize via: This condition will be used to recognize a new Campaign is a Catalog Price Rule or Shopping Cart Price Rule when load / import a new Campaign from Zoho CRM. Normally, module will recognize promotions via Campaign Type. Example: If default value of Campaign Type that created from Catalog Price Rules is Catalog Price Rule, module will recognize Catalog Price Rule via Type is Catalog Price Rule; Mapping Promotion Status with Campaign Status: You can define Campaign Status for each Promotion Status. Status of each promotion can be one of values Pending (before used time), Active (in used time), Inactive (in used time but not active) or Expired (after used time); Zoho Campaign's Contacts Manager: In default, system will add zoho contact that corresponding with order billing address into contacts list of campaign. However, If value of setting field Allow Receiver is Yes, system will add more zoho contact that corresponding with order shipping address into contacts list of campaign. Other own settings of Shopping Cart Price Rules: Labels Format: Each Shopping Cart Price Rule will have different names on each store view. So, the best solution for synchronizing labels from Magento into Zoho CRM that is mapping this field with a Zoho CRM TextArea field. The above format is used for each row in Zoho CRM TextArea field corresponding with name of rule on each store view. Default format is: "- {{store_name}}: {{label}}"; Generated Coupons Format: This is format of each generated coupon in corresponding Zoho CRM TextArea field (each coupon will be a row in that Zoho CRM field). Default format is: "{{order_number}}. {{coupon_code}}: {{if coupon_used}}used in {{times_used}} time(s){{/if coupon_used}}{{if coupon_not_used}}not used{{/if coupon_not_used}}". Example: 1. SALESOFF15%: Used in 5 time(s) 2. NEWYEAR10%OFF: Not used Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 20 of 51

21 5.9. Synchronize Products Figure 8: Synchronize Product into ZohoCRM Module alllows synchronizing products be-direction between Magento and Zoho CRM.There are some setting fields that we need to note: Use Zoho Product: Allows synchronizing Products to Zoho Products or not. However, if you use modules Quotes, Sales Orders or Invoices, you shouldn t disable Product; Product Name: This is format of zoho product name field. In this format, we can use the parameters: {{productname}} is name of product, {{product_sku}} is SKU of product and {{product_id}} is id of product. o Attention: Zoho system doesn't allow two products have the same product name, so, when there are two products have the same product name, both of those products will be linked with the same zoho product. To avoid this case, zoho product name should be combined between {{productname}} with {{product_sku}} or {{product_id}}. You can also configure prefix name to distinguish products between your stores; o Default format: {{productname}} - {{product_sku}} (this is the best choice); o When Zoho CRM synchronize Product into Magento store, module will auto recognize product name and product sku to save them into product. Auto set Zoho Id to SKU: If this value is Yes, module will auto set received Zoho Id to Product Sku. Default setting and recommended value is No; Product Group Price and Tier Price can be also synchronized 2 ways but we need input correctly value format of Group Price and Tier Price in Zoho CRM (however, we can also use plug-in Magento ZohoCRM Price Book to synchronize bi-direction between Product Group Prices, Tier Prices and Zoho CRM Price Book): Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 21 of 51

22 o The correct value format in each row of Group Price is {{website}} - {{customer group}} - Price: {{price}} and of Tier Price is {{website}} - {{customer group}} - Qty>= {{qty}} - Price: {{price}}. o Example with Group Price: First Website - General - Price: $99 Second Website - NOT LOGGED IN - Price: $149 Second Website - General - Price: $119 o Example with Tier Price: First Website - ALL GROUPS - Qty>= 3 - Price: $89 All Websites - Wholesale - Qty>= 2 - Price: $89 o Recommended for these 2 attributes in Zoho CRM are TextArea fields. When ZohoCRM synchronize Products into Magento store: Sometimes the store owners didn t map Product Type and Product Attribute Set with any Zoho CRM field of Product, however, these fields are required fields in Magento Products, so, we need setup default value for these attributes. Beside it, there are 2 other attributes are Product Cost and Special Price, when we map these 2 attributes with Zoho CRM fields type currency, if we don t set value for mapped fields, product cost and special price will be auto set value is ZERO, but we didn t want like this. There are 4 setting fields for re-solved these issues: Default Product Type: Simple Product - This value will be used as product type when zoho admin create product on Zoho but he do not choose product type; Default Attribute Set: Default - This value will be used as product attribute set when zoho admin create product on Zoho but he do not choose product attribute set; Load Zero Cost: Allow set product cost is 0 from Zoho CRM or not. Default is No; Load Zero Special Price: Allow set special price value is 0 from Zoho CRM or not. Default is No. Synchronizing deleted products (in quotes, orders or invoices): Module still allows synchronizing all products are items of quotes, orders or invoices evenwhen they were deleted. However, to markup products in Zoho CRM are deleted products in Magento store, we need use setting field Auto set field. With the automatic setting Product Active is False, this value will be set automatically each time the deleted products were synchronized in to Zoho CRM. Beside this, this setting will be also key main for recognize the deleted products to skip creating new each time the deleted products are synchronized from zohocrm into store. Add Products to Wishlist: When customers add products to Wishlist, the added products in Zoho CRM will be linked with corresponding Zoho CRM accounts Synchronize Potentials In Magento, Potentials will be information of Quotes (Cart Data) or Sales Orders. This is a great feature of CRM systems, help us analyzing or reporting about our customers, our sales Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 22 of 51

23 revenuve, income and forecasting for sales in the future. So, there is no reason for not using the data synchronizing with Potentials. Connector will auto-create a Potential in Zoho CRM when a quote of registered customer is created in Magento store or Magento store synchronize a history un-connected order into Zoho CRM system: Account Name, Contact Name & Amount of Potential will be loaded automatically from Account Name, Contact Name & Grand Total of Quote; Potential will be updated continuously until Quote was converted to Sales Order and Sales Order finishes processing (Canceled, Completed or Closed); When Order is created, Account / Contact Name & Amount of Potential will be loaded automatically from Account Name, Contact Name & Grand Total of Order; Potential Name will be fixed is {{Account Name}}-QUOTE-{{CART-ID}} if Potential is Shopping Cart. When Potential is Order, Potential Name will be {{Account Name}}- QUOTE-{{CART-ID}}-ORDER-{{ORDER-INCREMENTID}}. In case the persons that placed orders are the unregistered customers, Potential Name will be {{Guest Account Name}}-ORDER-{{ORDER-INCREMENTID}}. Notice that: The data synchronizing from Magento Quotes, Orders into Zoho CRM Potentials is one direction. Use Zoho Potential: Allows synchronizing quotes, orders with potentials or not. Default is Yes. If don t want to synchronize potential, we can set this value is No; Amount: Grand Total of Quote or Sales Order; Stage: Connector allows you define 7 stages of Potentials: o Review Cart: Stage of Potential when shopping cart of customer is created, viewed and added products. Generally, this is Qualification; o Come Back: Stage of Potential when customers after some days (greater than 1 day, we can setup this value) no visit they come back and re-handle with their shopping cart. Generally, this is Needs Analysis; o Quote: Stage of Potential when cart is updated add address and order hasn't just been created. Generally, this is Proposal/Price Quote. Probability for this stage and 2 above stages is 0%; o Order Created: Stage of Potential when order is created but it hasn't just been completed, canceled or closed. Generally, this stage is Negotiation/Review. Probability for this stage is based on calculation rate the complete orders of before orders that customer created; o Order Processing: Stage of Potential when order is processing. Generally, this stage is Order Processing. Probability for this stage is probability in Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 23 of 51

24 stage Order Created plus the part of probability is caculated from total paid. We will see details of formula in paragraph for Probability; o Closed Won: Stage of Potential when it is closed and order created and order is completed. Generally, this stage is Closed Won. Probability for this stage is 100%; o Closed Lost: Stage of Potential when it is closed and no order created or order is created but it is Closed or Canceled. Probability for this stage is 0%. Potential Type: There are 2 statuses that you can setup value, those are Potential Type with registered customers and Potential Type with unregistered or new customers. New customers are persons that your accounts are registered after they placed order; Next Step: If Quote is not converted into Sales Order then next step will be Place Order, else: o When order is not paid any penny, next step is Create Invoice; o When order is processing and total paid is equals than grand total, next step is Complete Shipment, else, next step is Complete Payment; o When order is completed, cancelled or closed, next step is Completed. Probability: Show us rate of probability that we will close won with Potential. When Stage of Potential is Review Cart, Come Back, Quote or Closed Lost, Probability will be 0%. When Stage of Potential is Closed Won, Probability will be 100%. When Stage of Potential is Order Created or Order Processing, Probability will be calculated base on the below formula: o Firstly, if total orders of current customer is 0, Init Probability = 50% else, Init Probability = total completed orders / total orders of current customer; o Lastly, Probability = Init Probability + (100 - Init Probability) * (Total Paid of current order / Grand Total of current order). Closing Date: We can define Potential will be closed after how many days from Start date of Potential; Billing, Shipping Address: Connector will use the default format of addresses to synchronize billing, shipping address of Quotes, Sales Order into Potential data: Figure 9: Billing &Shipping Address in Potential Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 24 of 51

25 Quote / Order Details: Show details of Quotes, Orders in Potential. Because in there is no Products, Quotes, Sales Orders and Invoices in Zoho CRM Free / Standard Accounts, so, this attribute will be very useful. With it, you still see full information of Quotes, Orders in your Zoho CRM. Default format of this attribute is: {{items}} Subtotal: {{subtotal}} {{if coupon_code}}discount ({{coupon_code}}): {{discount_amount}} {{/if coupon_code}}{{if shipping_method}}shipping & Handling ({{shipping_method}}): {{shipping_amount}} {{/if shipping_method}}{{if tax_amount}}tax: {{tax_amount}} {{/if tax_amount}}grand Total: {{grand_total}} {{if potential_is_order}}total Paid: {{total_paid}} Total Refunded: {{total_refunded}} Total Due: {{total_due}}{{/if potential_is_order}} Attention: {{if coupon_code}} this mean if coupon_code is true, not null or not empty. When coupon_code is false, null or empty, discount information will be not shown. Items Format: Value of this attribute will be added into each row of param {{items}} in attribute Quote / Order Details. Default format of this attribute is: {{item_order}}. {{item_name}} x {{item_qty}} x {{item_unit_price}} (R. Total: {{item_total}}) {{if potential_is_order}} - Original Price: {{item_original_unit_price}} {{/if potential_is_order}}{{if item_options}} - Product Options: {{item_options}} {{/if item_options}} - Discount Amount: {{item_discount_amount}} - Total After Discount: {{item_total_after_discount}} - Tax Amount: {{item_tax_amount}} - Net Total: {{item_net_total}} In case Potential is Order, in each item will has information of Original Price, and in case Item has options, in item will has Product Options information. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 25 of 51

26 Figure 10: Potential Quote / Order Details Related Products: Allows adding products of Quotes or Orders into related products of Potential. The best choice is let allow adding all of quote s products and order s products. However, when potential is order, potential only add order s products; Potential Activities: Normally, all order s comment history (event creation, change statuses, comments information of orders, invoices, shipments and credit memos) will be synchronized into Sales Order s Activities (Events and Tasks), however, if you set this setting value is Enabled, all those information will be synchornized into Activities of Potentials. Special attention: If you have only Zoho CRM Free or Standard Account, let disable Use Zoho Campaign, Product, Quote, Order, Invoice and enable Potential Activities. You will still have a great synchronization module with Leads, Accounts, Contacts, Potentials and Activities Synchronize Quotes (Cart Data) The synchronizing between Carts and Zoho CRM Quotes in module is bi-direction. You and your customers can negotiate price together. Your customers can require quotes via , phone and you can create quotes for them, after that, those customers can log in store and place orders. So, with this module, you needn t any other Quotation module on your site. System only synchronizes shopping cart data with zoho quote when customer logged in. Let ignore mapping Zoho Quote Subject, It will be mapped with default value is QUOTE-{{CART- ID}}. Contact & Account information and Some Quote base information such as items, subtotal, discount, tax, grand total will be mapped automatically from Customer / Quote Information. Module allows synchronizing Quotes (of course with Orders and Invoices) with multicurrencies. To map your Magento currencies with ZohoCRM currencies, you can create mappings in Mapping Attributes >> Currencies. In default, if there is no any mapping between currencies, module will synchronie Quotes (Orders and Invoices) based on base currency. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 26 of 51

27 Figure 11: Worflow in synchronizing Quotes Notice that: In step 5, if Cart use promotion, the corresponding ZohoCRM Campaign will be assigned into Potential. This feature will be also applied into step 5 of Order Synchronizing Workflow that we will see it in the bellow Figure 12. There are some setting fields for synchronizing Carts & Quotes: Use Zoho Quote: Allow synchronizing Quotes to Zoho Quotes or not; Subject Prefix: Setup Prefix for Zoho Quote Subject. The suffix will be Magento Quote Id. You can use this setting to distinguish Quotes between your stores. Example: Default value is "QUOTE-", so, Subject will be QUOTE-1, QUOTE-2...; Status: We separate status of Magento Cart to 5 stages and you can define Zoho Quote Stage for each these stages: o Stage Review Cart: Stage of Quote when shopping cart of customer is created, viewed and added products. Generally, this is Draft; o Stage Available: Stage of Quote when cart is updated add address and order hasn't just been created. Generally, this is On Hold; o Stage Order Created: Stage of Quote when order is created but it hasn't just been completed, canceled or closed. Generally, this stage is Confirmed; o Stage Closed Won: Stage of Quote when it is closed and order is completed. Generally, this stage is Closed Won; o Stage Closed Lost: Stage of Quote when it is closed and order is canceled or closed. Generally, this stage is Closed Lost. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 27 of 51

28 Available Shipping & Handling Methods: This attribute will contains all shipping & handling methods that can be applied for quote with current shipping address.this attribute will be synchronized one way from Magento into Zoho CRM. Create or edit Zoho CRM Quote: To create a standard Magento Cart from Zoho CRM, you must create two mapping fields between attributes Available Shipping & Handling Methods, Shipping & Handling Methods and Zoho CRM fields of Quote. After save quote in Zoho CRM, let wait some seconds, then, let edit Quote, select Shipping & Handling Methods and Adjusment Fee (will be Shipping and Handling Fee) for this Quote based on Available Shipping & Handling Methods. After you save in the second time, and after some seconds, you will get correct quote and when customer log in, they can see exactly this quote. Beside it, to apply coupon code for quote, let map attribute Coupon Code with a text custom field in Zoho CRM Quote. When edit Quote in Zoho CRM, let input coupon code into this text field, module will calculate discount amount automatically and assign for Quote in Zoho CRM. Product Taxes will be calculated and loaded automatically from Magento store based on the Shipping Address that is putted from Zoho CRM. You can use List Price from Price Book. When a quote is created new in ZohoCRM, old cart of related customer will be disabled. Exporting & sending Quotation to customers: You can use Zoho CRM to export and send quotation to your customers.it is so great that quote templates can be customized easily Synchronize Orders The synchronizing Magento Orders into Zoho CRM Sales Orders is similarly with the synchronizing Magento Carts into Zoho CRM Quotes. However, we can synchronize Orders of Guests into Zoho CRM, then, with each guest in Magento, a corresponding Guest Account will be created or updated automatically in Zoho CRM. The following figureis workflow description in orders synchronizing for registered customers. Note that before synchronize an order, module will synchronize related quote first. Figure 12: Order Synchronizing Workflow with case registered customer (let zoom in to see details) When customer checkout is guest, module will create a guest account in Zoho CRM, order s billing and shipping address will be contacts of this account. Guest Account will have Account Type is NOT LOGGED IN and Is Guest is TRUE. Some setting fields for orders synchronizing: Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 28 of 51

29 Use Zoho SalesOrder: Allow synchronizing Orders to Zoho Sales Orders or not; Subject Prefix: Setup Prefix for Zoho SalesOrder Subject. The suffix will be Order Increment Id in Magento. Example: Prefix is ORDER-, so SalesOrder Subject of Order will be ORDER You can use this setting to know Sale sorders of which your stores; Default Payment Method: This default value will be used for orders when load new salesorders from Zoho CRM but have no payment method; Default Shipping Method: This default value will be used for orders when load new salesorders from Zoho CRM but have no shipping method; Order's Statuses Mapping: We can define Zoho value for individual order s status. Example: Default we set Pending is Created, Processing but Complete Payment is Approved and Processing but Complete Shipment is Delivered When we set status of Sales Order in Zoho CRM is Created, status of corresponding Order in your store will be Pending; when we set status is Approved (Delivered), status in store will be Processing but all items status will be set Invoiced (Shipped). Specially, if status of Order in your store is Processing with status of all items are Invoiced (Shipped), then, if we change status of order in Zoho CRM to Delivered (Approved), status of Order in store will be changed automatically to Complete. As soon as Quote is created in Zoho CRM, you can convert Quote into Sales Order, then, this Sales Order will be imported into your store and an order will be created new. If you didn t select payment and shipping method for order, default payment method and default shipping method will be applied for order. There is a special feature at here, it is you can set price manually and freely for product item price, tax, discount, shipping fee for order. Example: By calculating from Quote, we have shipping fee is $120, but when you create or edit order, you can reduce shipping fee absolutely down to $50. Note that: The order history events (events are fired whenorders / Invoices / Shipments / Credit Memos are created, changed status) will be synchonized automatically into Zoho CRM Events and the comments of Orders / Invoices / Shipments / Credit Memoswill be synchronized automatically into ZohoCRM Tasks. We can setup mapping attributes for Zoho CRM Events and Tasks; If we set Use Zoho SalesOrder is Yes and Potential Activities (in Mapping Attribute for Potentials) is Disabled, all order statuses history (events and comments) will be synchronized into SalesOrder s Events and Tasks. In case Potential Activities is Enabled and Use ZohoPotential is Yes all order statuses history (events and comments) will be synchronized into Potential s Events and Tasks. Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 29 of 51

30 5.13. Synchronize Invoices Invoices will be synchronized bi-direction between Magento stores and Zoho CRM. Let ignore mapping Zoho Invoice Subject, It will be mapped with default value is INVOICE- {{INVOICE-INCREMENT_ID}}. Contact & Account information is mapped automatically from Customer information. In case the customer who creates order is a guest, a guest account has account name is {{company}} (Guest #{{order_increment_id}}) will be created in Zoho CRM. Similarly with order synchronizing, there are some setting fields that we need to note: Use Zoho Invoice: Allow synchronizing Invoices to Zoho Invoices or not; Subject Prefix: Setup Prefix for Zoho Invoice Subject. The suffix will be Increment Id of Invoice in Magento. Example: Prefix is INVOICE-, so Invoice Subject of Invoice has will be INVOICE ; Invoice's Statuses Mapping: Like as Order, we can also define Zoho value for individual invoice s status. Default we set Pending is Created, Paid is Approved and Canceled is Canceled. When we set status of Invoice in Zoho CRM is Created, status of corresponding Invoice in your store will be Pending; when we set status is Approved, status in store will be Paid, beside it, order status of invoice will be also changed automatically to Processing or Complete. Notice that: Which Invoices are created from Zoho CRM, to see Coupon code in Invoice pdf file that printed in Magento store, firstly, we need map Invoice attribute Discount Description with a Zoho CRM Invoice field. Then, when we create or edit Invoices in Zoho CRM, let input coupon code in that Invoice field; With Zoho CRM, we absolutely can change an Invoice from status Paid to Canceled or Pending Setup Data Synchronizing in Cronjob & Queue Before setup synchronize data instantly from Magento store into Zoho CRM, we need synchronize all history data from Magento store into Zoho CRM in order: Customers >> Subscribers >> Catalog Price Rules >> Shopping Cart Price Rules >> Products >> Quotes >> Orders >> Invoices. We can add objects in these data types into Queue Items and run synchronize them in Cronjob or manually via Ajax. To create a Queue Item, let open ZohoCRM Synchronization >> Synchronization Queue >> Add New Queue Item, input data for the bellow fields and click Save: From Id: Id of first object will be synchronized into Zoho CRM when system run this queue item; To Id: Id of last object will be synchronized into Zoho CRM; Size: When system run synchronize data in this item, this item will be synchronized by some parts, each part will run synchronize size objects. Default size is 1. The Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 30 of 51

31 best choice for this value with Customers, Subscribers, Products, Promotions is less or equals than 100; with Quotes, Orders and Invoices is less or equals than 20. Figure 13: Add New Queue Item Notice that: We shouldn t set size is a big number, this action can cause request timeout. The best choice for size is from 50 to 200, exception with order data size field should be from 10 to 50; Remember that ids of orders and invoices that you can see, example not are id that we will add in queue item, these values are increment ids of orders and invoices. To get real id of orders and invoices let get them in url of orders, invoices detail page (it is the value of parameter order_id / invoice_id of urls). Figure 14: Get order id of Magento Orders After added items into Synchornization Queue, we have 2 ways to run synchronize data in Queue. The first way is click to buttons Run Synchronize Data in Queue (use Ajax technique to Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 31 of 51

32 runsynchornizing data in Queue) in pages Module Dashboard, Queue Manager and Reporting Pages. The second wayis execute running data synchronizing in PHP Conjob, however, to use this way, we need open Module Settings and set field Synchronize Queue Data in Cronjob is Enabled first. Setup Run Conjob in Cpanel on Server: To be able to run PHP Cronjob, firstly we need turn on running PHP Cronjob in Cpanel on your server. The instructions for this task can befound on Magento site or on Cpanel site Load Data instantly from Zoho CRM in Magento store Beside synchronizing data instantly from Zoho CRM into Magento store, CRM4Ecommerce Magento ZohoCRM supports two other methods for getting data from Zoho CRM into Magento store. In this section we will research the first method, that is load data instantly from Zoho CRM in Magento store. To load data instantly from ZohoCRM in Magento store, let open ZohoCRM Synchronization >> Load Data from ZohoCRM >> Load Data instantly. There are 2 ways: Load only an Object based on id of object: Figure 15: Load instantly only an Object from Zoho CRM in Magento store Step 1: Choose Load Type (example: Load Customers from Accounts); Step 2: Input Zoho Id of object that we want to load information from Zoho CRM and update into the corresponding object Magento store; Step 3: In case Add New in field is changeable item, that mean if there is no corresponding with loaded object, module will create new object in Magento and assign it in selected store view; Step 4: Click button Load to run loading data and we will receive the result in Console Contents. Notice that: To get Zoho Id of objects in Zoho CRM, let get it in url of object details page (it is the value of parameter id in the url). Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 32 of 51

33 Figure 16: Get Id of Objects in ZohoCRM Load a list Object based on Search conditions: Figure 17: Load instantly a list Objects from ZohoCRM in Magento store Step 1: Choose Load Type and Click to Load a list Object; Step 2: Specify arrange of objects will be loaded in list result. Example: When we put the search conditions to ZohoCRM andzohocrm find 30 results, but we only import the objects from index Load From (1) to index Load To (8); Step 3: Specify search conditions if you need (click to Search Condition); Step 4: Specify sort conditions; Step 5: Click button Load to run loading data and we will receive the result in Console Contents. Figure 18: The results in ZohoCRMwith search conditions in figure 17 Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 33 of 51

34 At here, Account Name of Accounts will be Company of the default billing address of customers. So, Zoho CRM Account of Trần Phương Dung has Account Name is Bibo Shop. Notice that: You can click to images if you want refresh Zoho list fields of selected Zoho CRM Load Type Load Data from Zoho CRM in Magento store s Cronjob Another method to load data from Zoho CRM in Magento store it is setting up conditions to load data in Magento Cronjob. To run synchornizing with this feature, let open ZohoCRM Synchronization >> Load Data from ZohoCRM >> Load Data incronjob. Similarly with synchornize data from Magento store into Zoho CRM via Cronjob, before handle with this feature, we need open Module Settings and set field Synchronize Queue Data in Cronjob is Enabled and set Load Data in Cronjob is Yes in page Load Data in Cronjob first. Figure 19: Setting up conditions to load data in Cronjob As conditions in Figure 19, module will load Leads have field Is Remote is TRUE and load Accounts have field Modified Time greater or equals than 15 minutes ago (compare with the last time load Accounts). When module call function load data, such as load Leads, module will load all Leads have Is Remote is TRUE and save them in a cache file, then, loaded Leads will be imported into corresponding Subscribers or Customers by many parts, each part is 5 objects (We can also change this number in file app/code/local/crm4ecommerce/zohosynchronization /etc/config.xml, find node default/crm4ecommerce_zohosynchronization/params/load_data_ number_items_each_time and change value. After value is changed, let re-upload file onto your store folder and refresh your Magento cache). After all objects in cache file are imported, module will calculate and load a new list objects from Zoho CRM. As we see in Figure 19, the period time between twice consecutive loading list objects will be 15 minutes. Figure 20: Cache Loaded Leads and plan import Leads in cache Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 34 of 51

35 You can click to button Show XML Format to see Cache Loaded Leads in browser with XML Format. Beside it, in case you don t want to wait to next time for loading & importing data, you can also click to button Run Loading to load all Leads in cache immediately via Ajax technique. If we set Allow Load of any data type is No, module will ignore that type when execute run loading & importing data incronjob. To turn off loading & importing all data types, let set Load Data in Cronjob is No Synchronization Reports Synchornization Reports pages allow we statistic rate of synchronized objects and unsynchronized objects on total of existed objects. Beside it, we can also Reset Zoho Id of some selected objects, add some selected objects into Queue to run synchronize data (in Actions) and execute synchronizing a object directly (click directly to link in label Synchronize of each object). Figure 21: Statistic rate of synchronized / un-synchornized customers on total customers Figure 22: Reset Zoho Id and Add to queue some objects Notice that: In Report Synchronization Customers: Click to label link Login we can log in access to information of selected cutomer in frontend; Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 35 of 51

36 In Report Synchornization Orders: Click to label link Reset events & tasks we can reset Zoho Id of statuses history & comments that related with selected order. When we click button Reset All Events & Tasks Zoho Id, module will reset Zoho Id of all statuses history & comments in store Synchronization Logs This features group allows savinglog of data synchronizing processes between Magento store and Zoho CRM. To save logs, firstly let open Synchronization Settings, block Log Settings has 2 multi-select fields: Figure 23: Log Settings Save Log Mode: Setup events will be saved logs in data synchronization processes. This field has events that you can choose multi choices at the same time: o Log Instantly When Object was Saved: Save information about objects have just been saved; Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 36 of 51

37 o Log Instantly When Object was Deleted: Save information about objects have just been deleted; o Log When Synchronize Data In Report: Save information about objects have just been clicked synchronize data in report; o Log When Synchronize Data In Cron: Save information about objects have just been synchronized in cron job; o Log Request Zoho CRM API: Save information that are putted into Zoho CRM; o Log When Zoho CRM Request: Save information about objects that are synchronized from Zoho CRM into Magento store; o Don't Save Log: If we choose this option, module will not save log information. Log Data Type: Select types of Magento data that will be logged information in synchronizing processes. Notice that: To see overview of all synchronizing processes, we need select all options in Save Log Mode and Log Data Type (see in Figure 23). To delete all synchronization logs in database and reset log id from number 1, we can use feature Truncate Logs in Synchronization Logs Grid, Dashboard (tab Logs). Figure 24: Truncate Logs button in Dashboard Deleting CRM s objects related with deleted objects in store Normally, when a customer, newletters subscriber or product is deleted from Magento store, the corresponding object in Zoho CRM will be moved to Recycle Bin. However, Magento ZohoCRM Bidirectional Synchronization - Overview & User guide Page 37 of 51