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This article describes the Zoho CRM Synchronization process and required setup and configuration.
| Updated September 2024 |
This document is part of a documentation set. Clickable links will be available at the top of each document.
- Zoho CRM Integration Overview
- Setup FASTTRAK access to Zoho CRM
- Synchronize FASTTRAK profiles into Zoho CRM (this document)
- CRM Lead/Quote/Book Process
| IMPORTANT: The synchronization described below requires API access to Zoho CRM. Full details of the required setup is found in Setup FASTTRAK access to Zoho CRM document. |
TABLE OF CONTENTS
Overview
The FASTTRAK Zoho CRM synchronization will push all target profiles (per setup) into the Zoho CRM on a nightly basis. The process can be customized to include all Customer, Corporate and Affiliate records or a subset of these based how you have setup your FASTTRAK CRM configuration.
Field Requirements
Custom Required Field Summary
In support of the migration, FASTTRAK requires 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.
- Source
- External ID
Custom Categorical Field Summary
Additional "categorical" fields are optional in Zoho CRM and if found, will synchronize reservation category fields for individual customers. Within a reservation, the Booking Source, Booking Category, Trip Category and Trip Type fields can be set; required, limited to picklist selection or freeform (based on FASTTRAK settings). The aggregate of distinct values for a given customer will be included in the sync process.
For example: If Customer ABC had 4 reservations and the Booking Source for each were Website, Website, Phone, Website, the values 'Website' and 'Phone' would be synched to Zoho CRM for use in CRM related workflows including email marketing, etc.
- Booking Source
- Booking Category
- Trip Category
- Trip Type
Standard CRM Mapped Fields
The following fields are mapped within the FASTTRAK to Zoho CRM integration.
Note: Items in yellow are custom filed mapping, described in the summaries above.
FASTTRAK Corporate Profile to Zoho Account
| FASTTRAK Field | Zoho Field |
| Corporate Company Name | Account Name |
| Address 1 | Billing Street |
| City | Billing City |
| State | Billing State |
| Postal Code | Billing Zip |
| Country | Billing Country |
| Phone | Phone |
| Fax Number | Fax |
| Corporate Profile ID (integration reference) | External ID |
| Source (integration reference) | Source = "FASTTRAK" |
FASTTRAK Customer to Zoho Contact
| FASTTRAK Field | Zoho Field |
| Corporate Company Name | Account Name (picklist from synched accounts) |
| Email Address (unique) | |
| First Name | First Name |
| Last Name | Last Name |
| Address 1 | Mailing Street |
| City | Mailing City |
| State | Mailing State |
| Postal Code | Mailing Zip |
| Country | Mailing Country |
| Cellular Phone Number | Mobile |
| Phone | Phone |
| Fax Number | Fax |
| Customer ID (integration reference) | External ID |
| Source (integration reference) | Source = "FASTTRAK" |
| Booking Source (aggregate) | Booking Source |
| Booking Category (aggregate) | Booking Category |
| Trip Category (aggregate) | Trip Category |
| Trip Type (aggregate) | Trip Type |
FASTTRAK Affiliate to Zoho Vendor
| FASTTRAK Field | Zoho Field |
| Company Name | Vendor Name |
| Res. Email Address | |
| Notes | Description |
| Website | Website |
| Main Phone Number | Phone |
| Address 1 | Street |
| City | City |
| State | State |
| Postal Code | Zip |
| Country | Country |
| Affiliate ID | External ID |
| Source | Source = "FASTTRAK" |
Steps to setup fields in Zoho CRM
Step 1: Add required/optional fields to your CRM
1a) From the settings area, select the Modules and Fields option.
For each of Contacts, Accounts and Vendors, add the following two custom fields:
1b) External ID (Number)
1c) 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.
1d) Category Fields (Multi Pick List) ***optional
You will complete for each of the category fields you want to support.
"Booking Source", "Booking Category", "Trip Category" and "Trip Type "
Note: The synchronization will function without these additional fields. Additionally, you do NOT need to fully define the option values in CRM to receive them via the integration. However, it is recommended to synchronize the values allowed in FASTTRAK with those allowed in CRM.
Step 2: Update CRM settings to accommodate your synchronization requirements.
2a) Log into your FASTTRAK software and access System Settings
FT Menu -> System, Company and User Setup -> System Global Settings
The Ultimate settings are shown below. However, these settings are also available in InVision Web.
Note: The form above shows the available settings (described below). We are only describing the settings highlighted in red above. Other settings impact API setup and CRM Lead/Deal Configuration and are discussed in another support document.
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 disabled 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.