blungo - Blog #crm

Function: Create a Subfolders in WorkDrive from Zoho CRM

Thu, 08 Jun 2023 16:12:52 -0700

What we are going to do

We are going to create a workflow that will trigger a function that creates a set of subfolders inside a Team folder in Zoho WorkDrive. You can use the function to create folders or subfolders in your personal folder as well. This is continuation of the previous tutorial called "Function: Create a WorkDrive Team Folder and Attach it to the CRM Record".

Important notes

We are going to create normal folders. If you want to create a Team Folder, check out this tutorial: https://www.blungo.com/blogs/post/function-create-a-workdrive-team-folder-and-attach-it-to-the-crm-record.
This tutorial is Part 2 of the WorkDrive folder creation series. The code will work as long as you already have a WorkDrive Team Folder attached to the Deal. You can modify the code as needed if you are not going to use a Team Folder. The code below includes some examples of different ways to get the folder ID.
You have to have full access to Zoho CRM and WorkDrive.

Creating a connection

In the CRM, go to the Setup.
Under "developer space", click on "connections".
Click on "create connection".
The service is "Zoho OAuth".
Name the connection. We are going to use "crm_workdrive".
Add the scopes. Use the magnifier to easily find the scopes.

List of scopes: ZohoCRM.modules.ALL, zohosearch.securesearch.READ, WorkDrive.team.ALL, WorkDrive.workspace.ALL, WorkDrive.files.ALL, WorkDrive.organization.READ, WorkDrive.members.READ, WorkDrive.members.CREATE, WorkDrive.members.UPDATE, WorkDrive.members.DELETE, WorkDrive.teamfolders.CREATE, WorkDrive.teamfolders.READ, WorkDrive.teamfolders.UPDATE, WorkDrive.teamfolders.DELETE, WorkDrive.teamfolders.sharing.CREATE, WorkDrive.teamfolders.sharing.READ, WorkDrive.teamfolders.sharing.UPDATE, WorkDrive.teamfolders.sharing.DELETE, WorkDrive.teamfolders.admin.READ, WorkDrive.groups.CREATE, WorkDrive.groups.READ, WorkDrive.groups.UPDATE, WorkDrive.groups.DELETE, WorkDrive.DataTemplates.CREATE, WorkDrive.DataTemplates.DELETE, WorkDrive.DataTemplates.UPDATE, WorkDrive.links.ALL, WorkDrive.users.READ

Click on "create and connect".
Click on "connect" and allow any permissions you are requested.

Setting up the function

In the Zoho CRM settings, go to "Functions" under "Developer Space".
Create a new function: Add a name and select "Automation" as the category.
Copy the function located below and paste it in the text editor in Zoho CRM.
Edit the arguments: add "deal_id" as a string.
Generate your folder structure:

Rename the folders,
Add more folders,
Create subfolders if needed.

Test the function with a Deal that has a WorkDrive Team Folder attached.
Save the function.

folder_info = zoho.crm.getRelatedRecords("Attachments","Deals",deal_id);

//this section finds the link in the attachments section, then it creates a list of elements in the link, and then picks the 8th element, which is the folder ID

Parent_Folder_ID = folder_info.get(0).get("$link_url").toList("/").get(8);

info Parent_Folder_ID;

// Option 2 to find the folder ID

// count = 0;

// for each item in folder_info

// {

// owner_id = folder_info.get(count).get("Owner").get("id");

// if(owner_id == "4038274000010997002")

// {

// Parent_Folder_ID = folder_info.get(count).get("$link_url").toList("/").get(8);

// info Parent_Folder_ID;

// }

// count = count + 1;

// }

// Option 3: manually add the team folder ID

// Parent_Folder_ID = "replacewithyourteamfolder";

// creating folder 1 ------------------------------------------------

folder_1 = zoho.workdrive.createFolder("Folder 1 Name",Parent_Folder_ID,"crm_workdrive");

folder_1_id = folder_1.get("data").get("id");

//creating sub folders

subfolder_1 = zoho.workdrive.createFolder("Subfolder 1 Name",folder_1_id,"crm_workdrive");

subfolder_2 = zoho.workdrive.createFolder("Subfolder 2 Name",folder_1_id,"crm_workdrive");

// creating folder 2 -----------------------------------------------

folder_2 = zoho.workdrive.createFolder("Folder 2 Name",Parent_Folder_ID,"crm_workdrive");

folder_2_id = folder_2.get("data").get("id");

//creating subfolders from list

subfolders = {"Subfolder 3 Name","Subfolder 4 Name","Subfolder 5 Name","Subfolder 6 Name"};

for each rec in subfolders

{

zoho.workdrive.createFolder(rec,folder_2_id,"crm_workdrive");

}

Creating a workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal stage changes)
Configure your workflow trigger and conditions:

When > on a record action > Edit > "Subfolders Needed" is modified to the value of "Yes"
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "deal_id" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

Function: Create a WorkDrive Team Folder and attach it to the CRM record

Fri, 26 May 2023 09:54:32 -0700

What we are going to do

We are going to create a workflow that will trigger a function that creates a Team folder in Zoho WorkDrive, and the folder will be attached to the attachments section in the CRM record. We are going to create a connection, then work on the function, and finally create the workflow.

Important notes

We are going to create a Team Folder. If you want to create a normal folder, check out the next tutorial.
You have to have full access to Zoho CRM and WorkDrive.
We are going to use the Deals module, but this works with any module, as long as the attachments section is enabled.

Creating a connection

In the CRM, go to the Setup.
Under "developer space", click on "connections".
Click on "create connection".
The service is "Zoho OAuth".
Name the connection. We are going to use "crm_workdrive".
Add the scopes. Use the magnifier to easily find the scopes.

List of scopes: ZohoCRM.modules.ALL, zohosearch.securesearch.READ, WorkDrive.team.ALL, WorkDrive.workspace.ALL, WorkDrive.files.ALL, WorkDrive.organization.READ, WorkDrive.members.READ, WorkDrive.members.CREATE, WorkDrive.members.UPDATE, WorkDrive.members.DELETE, WorkDrive.teamfolders.CREATE, WorkDrive.teamfolders.READ, WorkDrive.teamfolders.UPDATE, WorkDrive.teamfolders.DELETE, WorkDrive.teamfolders.sharing.CREATE, WorkDrive.teamfolders.sharing.READ, WorkDrive.teamfolders.sharing.UPDATE, WorkDrive.teamfolders.sharing.DELETE, WorkDrive.teamfolders.admin.READ, WorkDrive.groups.CREATE, WorkDrive.groups.READ, WorkDrive.groups.UPDATE, WorkDrive.groups.DELETE, WorkDrive.DataTemplates.CREATE, WorkDrive.DataTemplates.DELETE, WorkDrive.DataTemplates.UPDATE, WorkDrive.links.ALL, WorkDrive.users.READ

Click on "create and connect".
Click on "connect" and allow any permissions you are requested.

Setting up the function

In the Zoho CRM settings, go to "Functions" under "Developer Space".
Create a new function: Add a name and select "Automation" as the category.
Copy the function located below and paste it in the text editor in Zoho CRM.
Edit the arguments: add "deal_id" as a string.
Get the parent folder ID from Zoho WorkDrive (on the URL).

Replace "yourparentfolderid" with the id from the URL.

Make changes to the createTeamFolder function's parameters if needed:

Add a description or leave it empty ("").
Select if it's a public folder ("true") or private folder ("false").
Make sure the connection name matches the connection you created in the previous step.

Test the function with any deal.
Save the function.

DealInfo = zoho.crm.getRecordById("Deals",deal_id);

DealName = DealInfo.get("Deal_Name");

ParentFolderID = "yourparentfolderid";

// limiting the amount of characters because the Workdrive folder name has a limit

if(DealName.len() >= 40)

{

DealName = DealName.subString(0,40);

}

FolderName = DealName + " - Main Folder";

// folder name - parent folder id - description - public - connection

Create_Team_Folder = zoho.workdrive.createTeamFolder(FolderName,ParentFolderID,"Description test",true,"crm_workdrive");

info Create_Team_Folder;

Team_Folder_ID = Create_Team_Folder.get("data").get("id");

info Team_Folder_ID;

// adding users to the team drive folder ----------------------------------------------

// l = {"email1@yourdomain.com","email2@yourdomain.com"};

// for each email in l

// {

// header = Map();

// header.put("Accept","application/vnd.api+json");

// data = Map();

// data_param1 = Map();

// att_param1 = Map();

// att_param1.put("resource_id",Team_Folder_ID);

// att_param1.put("shared_type","workspace");

// att_param1.put("email_id",email);

// att_param1.put("role_id","1");

// data_param1.put("attributes",att_param1);

// data_param1.put("type","members");

// data.put("data",data_param1);

// response = invokeurl

// [

// url :"https://www.zohoapis.com/workdrive/api/v1/members"

// type :POST

// parameters:data.toString()

// headers:header

// connection:"crm_workdrive"

// ];

// info response;

// }

// // link folder as ATTACHMENT IN CRM ------------------------------------------------

dataList = List();

data = Map();

data.put("$link_url","https://workdrive.zoho.com/home/" + ParentFolderID + "/teams/" + ParentFolderID + "/ws/" + Team_Folder_ID + "/folders/files");

data.put("File_Name",FolderName);

data.put("$type","teamdrive");

dataList.add(data);

payload = "attachments=" + zoho.encryption.urlEncode({"data":dataList});

response = invokeurl

[

url :"https://www.zohoapis.com/crm/v3/Deals/" + deal_id + "/Attachments"

type :POST

parameters:payload

connection:"crm_workdrive"

content-type:"application/x-www-form-urlencoded"

];

Creating a workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal stage changes)
Configure your workflow trigger and conditions:

When > on a record action > Edit > Stage is modified to the value of Won
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "deal_id" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

How to Create a Related Record with a Function in Zoho CRM

Fri, 31 Mar 2023 11:29:14 -0700

What we are going to do

In this tutorial you are going to code a Deluge function that will create a related record in Zoho CRM. Then, we are going to add the function to a workflow, so it creates the record automatically. For this example, we are going to use the Deals module, that will trigger the automation, and a Custom module called Jobs, where the related record is going to be created. Both records are going to be linked.

Pre-requisites

The modules you want to use have to be already built. If you want to learn how to create a custom module, here's a tutorial: https://youtu.be/B-b_5qg1FpI
The child module must already contain the fields to receive information from the main module.

Adding a Lookup field

In the Zoho CRM settings, go to "Modules and Fields", and open the "child" module that you are going to link to the main module. In this case, we are going to open the Jobs module, that will be linked to the Deals module.
Open the layout where you are going to add the lookup field.
Drag and drop the lookup field to the layout.
Configure the lookup field:

Name the field.
Select the lookup module. In our case, it it's the Deals module.
Name the related list. This is going to be displayed on the main module. We are going to call it "Jobs".

Click on "Done".
Save the layout and close it.

Setting up the function

In the Zoho CRM settings, go to "Functions" under "Developer Space".
Create a new function: Add a name and select "Automation" as the category.
Copy the function located below and paste it in the text editor in Zoho CRM.
Edit the arguments: add "deal_id" as a string.
Get the Deal variables to pass to the Job:

Find the API Names in the CRM settings.

Map the variables using the Job module API Names.

Make sure to include the "deal_id", so the records link to each other.

Test the function.
Save the function.

deal_info = zoho.crm.getRecordById("Deals",deal_id);

// get information about the deal

deal_name = deal_info.get("Deal_Name");

deal_estimator = deal_info.get("Estimator").get("id");

deal_type = deal_info.get("Type");

closing_date = deal_info.get("Closing_Date");

//create the record name

job_name = "Job: " + deal_name;

//map fields from the deal to the job

mp = Map();

mp.put("Type",deal_type);

mp.put("Estimator",deal_estimator);

mp.put("Closing_Date",closing_date);

mp.put("Name",job_name);

mp.put("Deal_Related",deal_id);

//create the job

create_job = zoho.crm.createRecord("Jobs",mp);

info create_job;

Creating a workflow

In the setup page, click on workflow rules under automations
Create a new rule, select the Deals module, and name it (we are selecting the Deals instead of the contact because we need to trigger this automation when a Deal stage changes)
Configure your workflow trigger and conditions:

When > on a record action > Edit > Stage is modified to the value of Won
Condition: all Deals

As the instant action, select "function"
Click on "new function" and then select "functions"
Find the function you just created, and click on "configure"
Map the argument "deal_id" as the deal ID, using the # key
Click on "save and associate" and save the workflow
Test the workflow

Working with Multi-Select Look Up fields in Zoho CRM

Thu, 09 Mar 2023 12:24:34 -0800

What we are going to do

In this tutorial we are going to show you how two different ways to find the Linking Module API fields, and we are going to review an example of how to search for records in a Multi-Select Look Up field.

When you create a Multi-Select Look Up fields (MSLU), a new module called "Linking Module" is created. This module holds some basic information about how the two records are related. The Linking Module has it's own API name, so if you want to use it in a function, you have to know the API name. There are 2 ways you can get the API Name: searching in the CRM settings, or using a custom function.

Linking Module API Name

CRM Settings

This is seems like the easy way to do it, but it might be more complicated than using a custom function. The issue with this way is that you have to make some assumptions. Normally, your assumptions will be correct, but there's a small chance that the name of one of the modules linked by the Linking module was changed, and this could conflict with the setup.

Here's how to do it:

In the CRM, go to the setup.
On the search bar, look for "CRM API", and open the first result.
Click on the "API names" sub-tab.
Open any of the modules listed here.
Now, on the "filters by" section, click on the modules field.
If you scroll all the way down, you will find the Linking Modules.

The Linking Module API name is the module name "Contacts X Properties", but you have to replace the spaces with underscores like this "Contacts_X_Properties". Now, if any of the modules' names changed, this method might not work for you.

If you open any Linking Module, you will see the fields related to the module. We are going to use some of the fields in the example that you can find at the end of this article.

Custom function

This method is more complicated, but always gives you the correct Linking Modules API Names.

Add a connection:

In the CRM, go to the Setup.
Under "developer space", click on "connections".
Click on "create connection".
The service is "Zoho OAuth".
Name the connection. We are going to use "linking_module_API".
The scope is "ZohoCRM.settings.modules.ALL". Use the magnifier to easily find it.
Click on "create and connect".
Click on "connect" and allow any permissions you are requested.

Create the function:

In the CRM, go to the Setup.
Under "developer space", click on "functions".
Create a new function with the "new function" button.
Name the function.
The category is "automation".
Click on "create".
Copy the first code listed below (called "Find Linking Modules API Names")
Paste the code in the function.
Replace the connection name with the name of the connection created in the previous step.
Click on "Save & Execute".

The console will give you a list of the Linking Modules API names.

// Finding Linking Modules API Names

get_linking_modules_api = invokeurl

[

url :"https://www.zohoapis.com/crm/v3/settings/modules"

type :GET

connection:"linking_module_api"

];

modules_info = get_linking_modules_api.get("modules");

for each item in modules_info

{

module_type = item.get("generated_type");

if(module_type == "linking")

{

module_api = item.get("api_name");

info module_api;

}

Example: Contacts and Properties Multi-Look Up Field

Let's say we have a custom module called Properties, that is related to the Contacts module. In the Contacts layout, we have a MSLU field where you can select multiple Properties.

If you try to get information from the MSLU using the "get" function, the result will be a string of text with all the Property names combined. There's no JSON with the Properties IDs or names.

Below you will find the function that you can copy and paste. We are going to explain each section individually. Make sure to add "contact_id" as an string in the arguments.

1) property_list = zoho.crm.searchRecords("Contacts_X_Properties","(Property_Contact:equals:" + contact_id + ")");

This line uses the "contact_id" to search for all the properties that are linked to the Contact via the Linking Module. The "Property_Contact" API name can found by following the steps on the first section of this article. This function will return one o multiple results in a JSON.

2) for each item in property_list

Now we are going over each result, and we will use some functions to get data from the properties.

3) Property_id = item.get("Related_Properties").get("id");

We are getting the property ID using the field "Related_Properties" from the Linking Module.

4) Propert_info = zoho.crm.getRecordById("Properties",Property_id);

Now that we have the property ID, we can search for that property and get all the information related to it.

5) Property_name = Propert_info.get("Name");

From line 4, we can get, for example, the property name.

6) Propery_sq = Propert_info.get("Sq_Footage");

From line 4, we can also get any other information stored in the property. In this case, we are getting the Square Footage.

// Example

property_list = zoho.crm.searchRecords("Contacts_X_Properties","(Property_Contact:equals:" + contact_id + ")");

for each item in property_list

{

Property_id = item.get("Related_Properties").get("id");

Propert_info = zoho.crm.getRecordById("Properties",Property_id);

Property_name = Propert_info.get("Name");

info Property_name;

Propery_sq = Propert_info.get("Sq_Footage");

info Propery_sq;

}

Send SMS automatically from Zoho CRM (using SMS Magic)

Fri, 24 Feb 2023 12:48:38 -0800

What we are going to do

In this tutorial we are going to show you how to automatically send text messages from Zoho CRM using SMS Magic. We are going to do it in 2 different ways: sending the message after the stage changes, as well as based on a date/time field.

To be more specific: First, we are going to create a webhook that, when called, will send all the information to SMS Magic. Then, we are going to use the webhook as an action in our workflows. So, when the workflows are triggered, they will call the webhook, and it will send all the information needed to SMS Magic, which will send the text message.

This is part 3 of the SMS Magic - Zoho CRM Integration series, so make sure to check out the other two tutorials where we go over how to configure the SMS Magic extension.

Pre-requisites

SMS Magic extension set up in Zoho CRM (https://www.blungo.com/blogs/post/setting-up-the-sms-magic-zoho-crm-integration)

For this example, we are going to use the Deals module, where we already added 2 fields to the layout:

1) A phone field where the phone number is going to be located

2) A "date/time" field that we are going to use to send the tex message based on a date

Creating a webhook in Zoho CRM

In Zoho CRM, go to the Setup.
The go to Actions > Webhooks > and click on "Configure Webhook".
Name the webhook.
The method is going to be POST.
Go to your SMS Magic account and click on Automation, on the "Get Started" page.
Copy the URL to notify.
Back in the CRM, paste the URL in the field "URL to notify".
Select "deals" as the module
Go to the "body" section, and select "form data" as the "type".
Under "user defined format", click on "add parameter".
The Parameter name is going to be "text".
The parameter value is in SMS Magic. Go back to your SMS Magic account.

Click on "Generate JSON".
The module is going to be Deals.
Then, select the Sender ID.
Select a phone field that you want to use to send the text message to.
On "message body" type the text message (you can use merge fields from the CRM).
Now click on "generate JSON".

Click on "copy to clipboard".
Back in the CRM. And paste the value in the "parameter value" box.
Save the webhook.

Triggering the webhook with a workflow

In Zoho CRM, go to the Setup.
Go to "workflow rules", and click on the button "create rule".
Select Deals as the module.
Name it "SMS Notification".
Click on Next.
The execution is "on a record action".
Set up the criteria. For this example we are going to use:

When we edit the record.
Specific field gets modified.
The field is "stage". Modified to "the value". Select "proposal/price quote".

Click on Next.
Set up the conditions. For this example we are going to apply the rule to "all deals".
Click on Next.
On "instant actions" choose "webhook".
Select the webhook created in the previous step.
Click on "Associate".
Save the Workflow.

The workflow has been created, so you can test it out by modifying a Deal's stage, if you set the same conditions we set on this example.

If you would like to send the text messages based on a date time field:

Go to the Zoho CRM Setup and click on "workflow rules".
Create Rule.
Select "deals" as the module, add a name, and click on Next.
Choose "on a date/time" as the trigger.
Choose the date time field you want to trigger this workflow.
Configure the other parameters: Execution date and execution time.
Click on next.
Add a condition if needed.
Click on Next.
The instant action is "webhook".
In the new window, choose the webhook we created earlier.
If you want to send different text messages, you have to create one webhook per template. There are ways to automate this, but we are not going to cover it in this tutorial.
Click on associate.
Save the Workflow.

Send SMS with custom button in Zoho CRM (using SMS Magic)

Sun, 19 Feb 2023 12:19:11 -0800

What we are going to do

In this tutorial we are going to go over how to create a button in Zoho CRM that will send text messages to our CRM records using SMS Magic. This is part 2 of the SMS Magic - Zoho CRM Integration series, so make sure to check out the first tutorial where we go over how to configure the SMS Magic extension.

Pre-requisites

SMS Magic extension set up in Zoho CRM (https://www.blungo.com/blogs/post/setting-up-the-sms-magic-zoho-crm-integration)

Adding the button to Zoho CRM

For this example, we are going to add a button to the Contacts module, but you can add it to any module, as long as there's a phone field in the module.

In Zoho CRM, go to the Setup.
Click on "Modules and Fields".
Open the Contacts module.
Go to the "Links and Buttons" tab.
Click on "New Button".

Name it "SMS to Phone"
Select "View Page" on the "where would you like to place the button?" dropdown.
Select "Invoke URL" on the "what action would you like the button to perform?" dropdown.

Go to your SMS Magic account, to the "Get Started" page.
Click on "Button Configuration".

Select the Contacts module.
Select the phone field you would like to send the text messages to.
Click on the "Generate Send SMS URL" button.
Copy the URL that has been generated.

Back in the CRM, paste the URL in the URL box.
Save the button.
Change the button permissions if necessary.

The button has been created! Open any contact profile to test it out.

Setting up the SMS Magic - Zoho CRM Integration

Fri, 10 Feb 2023 16:53:59 -0800

What we are going to do

In this tutorial we are going to go over how to setup the SMS Magic extension for Zoho CRM, so you can send text messages to your CRM records. We will also send our first text message. When the contacts respond back to the messages you send, you will receive them in the "Converse Desk" located inside the SMS Magic app. We will add the Converse Desk to Zoho CRM for direct access.

Pre-requisites

An SMS Magic account.
A phone number, also called Sender ID, assigned to your account. If you don't have a Sender ID yet, contact SMS Magic support.

To check that you have a Sender ID already, open your SMS Magic account, and go to "SMS Services" on the "Settings" tab. Your number should be listed there.

Installing the SMS Magic extension

In Zoho CRM, go to the Setup.
Click on "All" under Marketplace.
Search for "SMS Magic" and click on the result.
Click on "Install".
Follow the wizard to install the extension:

Accept the terms and conditions and authorize SMS Magic.
Select if you want to install it for admins only, or for all users.

Finally, click on "install".

The extension has been installed, and there are several features that have been added to Zoho CRM, like a button to send SMS to Contacts, as well as some other modules used by SMS Magic.

Adding a Sender ID to Zoho CRM

Open the module "SMS Sender ID".
To add a new record, click on the create button.
Go back to your SMS Magic account, and copy the Sender ID (AKA phone number).
In the CRM, paste the value in the fields "SMS Sender ID Name" and "SenderID.
Save the record.

Sending our first SMS to a Contact

Open the Contacts module in CRM
Make sure you are on the list view
Select a contact (you can select multiple contacts if you want to send the same text message to all of them)

Make sure the contact has a phone number on the phone field

Click on the button "Send SMS"
The SMS Magic website will open
Select the Sender ID
Write your message
Click on "Send"
Finally click on "Send" again

You have sent your first text message! You can open the Converse Desk in SMS Magic to chat with contacts that respond back to you.

Adding the Converse Desk to Zoho CRM

In Zoho CRM, go to the Setup
Then click on "Modules and Fields"
Click on "Web Tabs".
Click on "+ New Tab"
On the name field, type "Converse Desk"
Select "link" as the source
Copy the link below and paste it in the source
Converse Desk Link: https://app.sms-magic.com/app/#/converse-desk?userId=${Users.User Id}&state=${SMSMagic.User Token}
Assign the profiles that will have access to the Converse Desk
Click on "Save"

Now you can open the Converse Desk from the CRM. Keep in mind that for a user to use the Converse Desk, it has to have an SMS Magic account. You can add users to your SMS Magic account from the settings.

How to verify domains on Zoho apps

Sun, 22 Jan 2023 12:57:34 -0800

Before we start

You have to have Zoho admin priviledges
You have to have access to the Domain Settings, and be able to add records to it
You have to have an email address with the domain you are going to verify

We are going to verify the domain on the CRM, Campaigns and Desk, but this applies to most of the other Zoho Apps.

The Process

We are going to add two or more records (SPF and DKIM) to our domain DNS, and then verify from the Zoho app that the records have been added.

Zoho CRM Domain Verification (also known as Email Authentication)

Adding the Domain to the CRM Settings:

Go to the setup and, under "Channels", click on "Email"
Click on the tab "Email Deliverability", and then on "Add domain"
Enter a valid email address that you have access to and click on "Add domain"
A code will be sent to your inbox: copy it
In the CRM, click on "Enter Code", paste the code, and click on "Verify"

The domain has been verified, now let's validate it:

Click on "Validate Records"
Copy the SPF record
Open your domain DNS settings, and add a new TXT record (See Note 1)

The name is @ and the value is what you just copied from the CRM

Now copy the subdomain name, which normally is a number followed by your domain
In the DNS settings, add a new TXT record
Paste the subdomain into the name section
On the CRM, copy the value, and back in the DNS Settings, paste it on the "value" field
Once both records have been added to the DNS Settings, go back to the CRM and click on "Validate Records"
The records have been validated (See Note 2)

Note 1

If you already verified other Zoho Apps before, instead of adding a new SPF record, you have to edit the one you already added. Add the section that is not in the TXT record.

Zoho Campaigns Domain Verification

If you have setup an email address with Zoho Campaings, the domain has been added to Campaigns, so you only need to verify the DNS records.

Authenticating the domain in Zoho Campaigns:

Go to the setup and, under "Deliverability", click on "Domain Authentication"

If your domain is not listed in this tab, click on "Add Sender" on the top right corner

Next to the domain, click on "Setup"
Copy the SPF record
Open your domain DNS settings, and add a new TXT record (See Note 1)

The name is @ and the value is what you just copied from Campaigns

Now copy the subdomain name from the DKIM section, which normally is a number followed by your domain
In the DNS settings, add a new TXT record
Paste the subdomain into the name section
On the CRM, copy the value, and back in the DNS Settings, paste it on the "value" field
Save the record
Once both records (SPF and DKIM) have been added to the DNS Settings, go back to Campaigns and click on "Verify Domain"
The records have been validated (See Note 2)

Note 2

If you are having issues with verifying the domain, try to add the DKIM in a different way. Normally, the error is on the name of the record. Here are some examples:

11111111._domainkey.blungo.co
11111111._domainkey.blungo.co.blungo.co
11111111._domainkey

Zoho Desk Domain Verification

Adding the Domain to the Desk Settings:

Go to the setup and, under "Channels", click on "Email"
Click on the tab "From Address", and add a "New From Address"
Enter a valid email address that you have access, as well as a name
Click on "Save"
A verification link has been sent to your email: click on it
The email has been verified

Domain authentication:

Click on the "DKIM Authentication" tab
Click on "Verify" next to the domain

If you don't see the domain listed here, first you have to add a "From Address" with the domain you want to verify

On the new window, copy the SPF record
Open your domain DNS settings, and add a new TXT record (See Note 1)

The name is @ and the value is what you just copied from Desk

Now let's add the 2 DKIM records:

Copy the first subdomain name
In the DNS settings, add a new TXT record
Paste the first subdomain into the name section
On Desk, copy the first value, and back in the DNS Settings, paste it on the "value" field
Save it
Follow the same steps to add the second DKIM record (See Note 3)

Once all the records have been added to the DNS Settings, go back to Desk and click on "Verify"
The records have been validated

Note 3

Some DKIM records will work for multiple Zoho apps, so if you already added the record, you don't have to add it again. The DNS Settings will let you know if you are trying to add a duplicate record.

Case Study - Moriarty's Roofing

Mon, 26 Sep 2022 22:58:53 -0700

Moriarty’s Roofing is a small family owned business that was started nearly 20 years ago in Santa Cruz, California. They first began working as a small office team of 3 and have since grown to nearly 10 people.

Before Blungo

Before contacting Blungo, they had been using:

Self hosted email
Copper CRM
Dropbox for storage

With Blungo

To start, Blungo helped Moriarty’s Roofing make the switch from Dropbox and a self hosted email to the Google Suite applications. They now use Google Workspace (gmail, google calendar, and google drive, google forms etc), which resolved their storage challenges.

After Blungo’s evaluation of the current sales process and what administrative applications Moriarty’s Roofing was using they decided the next step was to switch to Zoho CRM. They selected Zoho as there were a lot of features that they needed such as sending emails from the CRM, using webforms to get leads from the website to the CRM, and tracking visitors from the website. Blungo also implemented other applications like Zoho Desk to manage all of the incoming customer emails. Now that everything is in the same place, all the teams at Moriarty’s Roofing can access those emails and nothing gets lost in an individual mailbox.

Additionally, Sales IQ was implemented to support chat on the website so visitors could message with the sales team directly and ask questions when they were on the website. Zoho Projects is used to track all of the different projects so when a deal is closed all the information gets sent to the CRM. From here it is moved to Zoho Projects so the production part of the process can be tracked. Zoho Campaigns has also been helpful for Moriarty’s Roofing to send email marketing campaigns, such as monthly newsletters.

Lastly, Blungo created automations in the CRM, campaigns, and salesIQ, using Zoho Flow to connect and automate other apps like Google Drive and Quickbooks.

Thanks to the software and automations implemented, the productivity at the office increased, and more than 1K tasks/week are completed automatically, saving the employees approximately 40 hours/week.

Applications implemented

Google Workspaces

Zoho CRM

Zoho Desk

Zoho Sites

Zoho Analytics

Zoho Flow

Google Campaigns

Zoho Cliq

Zoho Sales IQ

Zoho Social

Zoho Survey

Zoho Projects