Two-way integration: Zoho Forms and Zoho CRM

1. What is Two-Way Integration Between Zoho Forms and Zoho CRM?

Zoho Forms is an online form builder that helps collect information from customers or users through forms such as registrations, surveys, order forms, feedback forms, etc.

Zoho CRM is a customer relationship management system that enables businesses to track and manage relationships, business opportunities, transaction history, and customer information.

The two-way integration between Zoho Forms and Zoho CRM means that when new information is collected through a Zoho Forms submission (such as customer details, product inquiries, or survey feedback), it is automatically transferred into Zoho CRM to create or update customer records. Conversely, when customer information is modified in Zoho CRM (such as a change in customer status or contact details), these updates are automatically synchronized with Zoho Forms if needed.

2. Superior Features of Two-Way Integration

2.1 Save Time on Filling Zoho CRM Records

When you integrate Zoho Forms with Zoho CRM, every time someone fills out a form, the information is automatically added to the Zoho CRM system without manual entry. For example, if you place an order on a website, the information is automatically sent to the inventory management system without requiring staff to input data.

Additionally, you can set up the system to automate other tasks to save time and effort, such as:

Endless conveniences

• Sending welcome emails to new customers.

• Assigning sales representatives based on region or team.

• Creating tasks according to predefined workflows.

2.2 Auto-Fill Forms with Data from Zoho CRM

Zoho Forms can automatically retrieve data from Zoho CRM and fill in the form fields. Simply put, you don’t need to re-enter details like name, phone number, or email—the system will automatically find and populate them for you.

For example, if you are organizing a workshop and create a Zoho Forms registration form, and a user named "Nguyen Thi Hoa" has attended a past event, her details are already stored in Zoho CRM.

She only needs to type “Hoa” in the “Full Name” field, and the form will auto-fill the remaining details:

• Full Name: Nguyen Thi Hoa

• Email: hoanguyen@example.com

• Phone Number: 0909999999

2.3 Synchronize Information from Zoho Forms to the Corresponding Zoho CRM Module

This feature allows you to add information from Zoho Forms to the "Related Lists" section in Zoho CRM. If a customer already exists in CRM, you can use Zoho Forms to update their records (e.g., adding new orders, registering for events, or enrolling in courses).

For example, if "Nguyen Thi Hoa" is a saved contact in CRM and she fills out a form to register for a new course, the system will automatically add “Course: Online Marketing” to her related list of enrolled courses in CRM. This eliminates the need for manual data entry while ensuring quick and automatic updates.

Data Synchronization Between Zoho Forms and CRM

2.4 Automate Workflow Processing

When someone submits a Zoho Forms entry, the system immediately triggers predefined tasks in Zoho CRM.

How It Works

• Each form is linked to a module in Zoho CRM (e.g., Leads, Orders...).

• When the form is submitted, the data is automatically recorded as a new entry in CRM or updates an existing record.

• Based on predefined conditions, CRM triggers automated actions, such as:

  • Sending emails

  • Assigning tasks to employees

  • Changing customer status (e.g., Order Placed, Shipped...)

Real-World Example

A customer submits a product registration form.

The system automatically:

• Sends an email: "Thank you for registering!"

• Assigns a task: "Contact customer" to the sales team.

• Updates the customer status to "Pending Processing."

2.5 Convenient Data Management

Zoho Forms not only transfers data to CRM but also helps you manage and organize data more effectively.

How It Works

• Form information (such as name, email, and attachments) is directly transferred to CRM without manual input.

• Attachments or form submissions can be stored as PDFs in CRM for long-term storage.

• You can add tags to categorize and search data easily.

Real-World Example

A customer submits a quote request form with an attached design file.

CRM automatically:

• Saves the customer’s information and the design file in their record.

• Sends the quote request to the sales team.

• Tags the request with “Quote Request” for quick retrieval later.

Easy Data Management

2.6 Track Advertising Effectiveness

Zoho Forms helps you determine which advertising campaigns attract customers, allowing you to analyze campaign performance.

How It Works

• When a user clicks on a Google Ads campaign and fills out a form, their GCLID (Google Click ID) is sent to CRM.

• CRM stores this information and associates it with the corresponding customer or order.

• You can view reports in CRM to determine which campaigns generate the most leads.

Real-World Example

A customer clicks on the "New Year Promotion" ad and fills out a purchase form.

CRM automatically stores the GCLID in the customer record.

CRM reports show that “New Year Promotion” brought in 50 customers, while “Summer Sale” only generated 10 customers.

3. Overall Assessment

Strengths

• Saves time on data entry

• Reduces errors compared to manual input

• Increases work efficiency and productivity

• Lowers labor costs for businesses

Limitations

• Requires stringent security protocols

• Data synchronization demands high accuracy of input data

4. Final Thoughts

The two-way integration between Zoho Forms and Zoho CRM helps businesses save time and minimize errors in data entry. Additionally, advanced features such as auto-filling forms and updating supplementary data significantly enhance work efficiency and productivity. However, users must be cautious in data collection, as inaccurate initial data can impact CRM accuracy.