Audience: CEO, Owner, Manager
Read Time: 10 Minutes

This article describes the setup steps required to integration Zoho CRM with FASTTRAK.

Overview

The FASTTRAK/Zoho CRM integration support synchronization of FASTTRAK Customer Profiles, Corporate Billing Profiles and Affiliates to your CRM system. FASTTRAK CRM sync supports two different synchronization models:

• Global CRM Synchronization
• Company-level Synchronization

Once setup, synchronization will occur automatically on a night basis. That is, after the initial sync, updates from FASTTRAK back to your CRM system will only occur nightly.

Additional setup and configuration details will be described below.

TABLE OF CONTENTS

• Field Requirements
  • CRM Mapped Fields
• CRM API Setup
  • Step 1: Create the CRM API Self Client
  • Step 2: Open FASTTRAK as an administrator and configure the CRM Sync.
  • Step 3: Update CRM settings to accommodate your synchronization requirements.

In support of the migration, FASTTRAK required additional fields to be added to the three primary synchronization types; Contact, Account and Vendor. These fields will support troubleshooting of the CRM synchronization tool and includes the source and External ID reference to the FASTTRAK software.

From the settings area, select the Modules and Fields option.

For each of Contacts, Accounts and Vendors, add the following two custom fields:

External ID (Number)

Source (Pick List)

Note: The synchronization will function without these additional fields. However, the ability to recognize and work-through data collisions and the potential for a CRM synchronization to FASTTRAK sometime in the future is limited.

CRM Mapped Fields

The following fields are mapped within the FASTTRAK to Zoho CRM integration.

FASTTRAK Corporate Profile to Zoho Account

FASTTRAK Customer to Zoho Contact

FASTTRAK Affiliate to Zoho Vendor

CRM API Setup

Your CRM system must be setup prior to configuring CRM in FASTTRAK. The CRM setup includes generating API credentials from your CRM API Console and populating those details into FASTTRAK.

Note: There are multiple methods to setup the API credentials; Server Based, Self Client, etc. Any of these methods will work as long as the proper access have been set. The steps below will use a Self Client approach with a Refresh Token generated within the FASTTRAK UI.

Additional Developer Notes:
https://www.zoho.com/crm/developer/docs/api/v5/register-client.html

Step 1: Create the CRM API Self Client

Go to https://accounts.zoho.com/developerconsole and log into your Zoho account. Depending on your current state, you should see the ability to add a new client. You may need to click Get Started before seeing the selection screen. If a Self Client has already been configured, these screens are not shown and you will only have an Add Client option. In this case, you will be adding new credentials to your existing Self Client.

If you are given the Select Client Type option, select Self Client. Otherwise click Add Client option on your console home page.

Select the Self Client option.

Click the Register New Client  button under the Server Side SDKs section

Copy the Client ID and Client Secret  values from the Client Secret tab. These will be required during FASTTRAK setup.

Click on Generate Code Tab

Update the following values and click create

• Scope: ZohoCRM.modules.ALL 
• Duration: 10 minutes
• Scope: Description: FASTTRAK CRM Synchronization

There is a time limit to completing setup from this step until generating the Refresh Token in FASTTRAK; i.e. 10 minutes. If you do not complete the initial FASTTRAK setup in this time period, you will need to generate a new code and complete the FASTRAK setup within 10 minutes.

Note: You can generate a Refresh Token outside of FASTTRAK if you have an HTTP client tool such as Postman or Insomnia. In this case, you can follow the instructions describe here to generate the refresh token directly and skip code retrieval and refresh token generation below.

Select the CRM organization you wish to synchronize with FASTTRAK and click the Create button.

Note: During FASTTRAK setup, you will choose either Global CRM Sync (one Zoho organization across all FASTTRAK companies, one-to-all) or Company-Level CRM Sync (one Zoho organization for each FASTTRAK Company, one-to-one).

Copy or download the Authorization code. You will need this in the next step when configuring FASTTRAK.

After retrieving the Client ID, Client Secret and Code from the previous steps, continue to FASTTRAK setup within the 10 minute time period.

Alternate Setup using API Client
If using the direct Refresh Token generation using an API client such as Postman or Insomnia, the URL to POST to is below. Simply replace the client_id, client_secret and code using the values retrieved in previos steps.

https://accounts.zoho.com/oauth/v2/token
?grant_type=authorization_code&client_id={CLIENT_ID}&client_secret={CLIENT_SECRET}&code={AUTH_CODE}

Step 2: Open FASTTRAK as an administrator and configure the CRM Sync.

Note: CRM Synchronization settings are available in Ultimate Desktop and InVision Web. The Ultimate settings are shown below and will be similarly configured  in InVision.

Run FASTTRAK and got to System Global Settings

FT Menu ->  System, Company and User Setup -> System Global Settings

Click on the general tab, then the CRM Synchronization tab in the lower section.

Note: If you do not have the CRM Synchronization tab, you will need to contact support@fasttrakcloud.com to subscribe to the CRM Synchronization service in FASTTRAK.

Set the CRM Configuration Type you will support in your FASTTRAK System

Global CRM Configuration: Supports a single CRM organization and API connection. This configuration will synchronization all FASTTRAK entities (as configured/filtered) into a single CRM organization.  This includes multiple FASTTRAK companies (all companies) to a Single CRM Organization approach.

Company-Level CRM Configuration: Supports multiple CRM organizations and API connections. This configuration will allow you to choose one or more companies in your FASTTRAK software to synchronization to multiple/independent CRM organizations. This is a single FASTTRAK Company to Single CRM Organization approach.

If you have configured the Global CRM approach, a button will be displayed to allow you to create the single CRM Synchronization configuration. Click the button to open the Global CRM Configuration screen.

If you have chosen the Company-level CRM approach, you will need to go to each Company in Company setup to configure the CRM sync. A similar button will be displayed in the Company setup screen.

After clicking the setup button, you will be shown the CRM Configuration Edit screen.

Note: The initial setup will require entry of Client ID, Client Secret and generation/entry of the Refresh token. However, you will have the ability to return to this screen after setup and will not have to re-enter Client ID, Client Secret and Refresh Token.

For the initial setup, we will only set configuration to generate the Refresh Token. This token is what will be used to login to your CRM tool.

Enter Client ID, Client Secret and click Generate Refresh Token

Note: If you used the alternate Refresh Token generation via the API client tool, you can simply enter the Refresh Token manually and skip the token generation.

If the creation of the token was successful, the form will close and the new token will be set in the Refresh Token textbox on the previous screen. 

You can click OK to save your CRM synchronization settings. The Client ID, Client Secret and Refresh Token will be persisted for use with the CRM Sync tool.

Step 3: Update CRM settings to accommodate your synchronization requirements.

Enable this sync: If checked, the synchronization will run on a nightly basis.

Force sync immediately: If checked, a forced sync will occur at the next job interval; roughly 15 minutes. It will be disabaled automatically once it has been forced to run.

Run sync in test mode: Runs a sample sync and logs for FASTTRAK support to review prior to a full sync.

Sync Inactive Customers: By default, inactive customers are NOT synched. Check the box to include inactive customers in the sync process.

Sync Closed Customers: By default, closed customers are NOT synched. Check the box to include closed customers in the sync process. 

Synch Customers Created After [ ]: If checked, only customers created after the date entered will be synched. 

Synch Customers with Reservations After [ ]: If checked, only customers with a scheduled reservation after the date entered will be synched.