Audience: Manager, IT Administrator
Read Time: 10 Minutes

This article describes the one-time setup requirement to provide FASTTRAK with access to your Zoho CRM organization.

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 (this document) 
• Synchronize FASTTRAK profiles into Zoho CRM
• CRM Lead/Quote/Book Process

TABLE OF CONTENTS

• CRM API Setup
  • Step 1: Create the CRM API Self Client
  • Step 2: Configure CRM Refresh Token in FASTTRAK System Settings

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. This task is relatively complex and should be completed by an IT administrator.

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 has been set. The steps below will use a Self Client approach with a Refresh Token generated within the FASTTRAK UI.

Zoho Guide Reference:
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.

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

1.2) Select the Self Client option.

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

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

1.5) Click on Generate Code Tab

1.6) Update the following values and click create

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

1.7) 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).

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

1.9) 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
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 described here to generate the refresh token directly and skip code retrieval and refresh token generation below.

If using the direct Refresh Token generation using an API client, the URL to POST to is below. Simply replace the client_id, client_secret and code using the values retrieved in previous 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: Configure CRM Refresh Token in FASTTRAK System Settings

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.

2.1) Run FASTTRAK and got to System Global Settings

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

2.2) 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.

2.3) 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.

2.4) 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. 

This configuration in the top-two sections are completed AFTER token generation and will be described in subsequent support documents.

2.5) For the initial setup, we will only set configuration to generate the Refresh Token (within the red box). 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.

2.6) 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. 

2.7) 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.