magento zohocrm bidirectional synchronization overview and user guide

magento zohocrm bidirectional synchronization overview and user guide

Magento ZohoCRM Bidirectional Synchronization

Overview & User guide

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Version 1.1.4

1 Introduction 4

1.1 Why do the online merchants need a CRM solution? 4

1.2 Where are the differences? 5

1.3 What are the benefits it can bring to you? 6

1.4 How does it work? 7

1.5 Compatibility 7

2 Pricing & how to buy? 8

3 Refund policy 8

4 How to install? 9

5 How to use? 10

5.1 Register serial key to activate module & connect to ZohoCRM 10

5.2 Setup data synchronizing instantly from Magento into ZohoCRM 11

5.3 Setup data synchronizing instantly from ZohoCRM into Magento 11

5.4 Mapping Attributes 12

5.5 Synchronize Customers 13

5.6 Synchronize Newsletter Subscribers 17

5.7 Synchronize Promotions 18

5.8 Synchronize Products 19

5.9 Synchronize Potentials 21

5.10 Synchronize Quotes (Cart Data) 24

5.11 Synchronize Orders 26

5.12 Synchronize Invoices 28

5.13 Setup Data Synchronizing in Cronjob & Queue 28

5.14 Load Data instantly from ZohoCRM in Magento store 30

5.15 Load Data from ZohoCRM in Magento store’s Cronjob 32

5.16 Synchronization Reports 33

5.17 Limitation in calling ZohoCRM API & synchronizing big history data 34

6.2 A short script 35

1 Introduction

1.1 Why do the online merchants need a CRM solution?

Have you ever heard the saying that "The success of your business depends on the way you treat your customers"? This is one of the most important truths of business activites But how do you treat your customers in the right way? That's what CRM solutions are in place for Each customer is a different individual with different likes, dislikes and behavioral patterns Then, how to report each customer has purchased how much? Who are leads?Where are the potentials?Who are the strategic customers ? As a businessman, these are extremely important issues that you have to keep in mind to ensure that you treat each customer in the best possible way

A good CRM solution will be not only bring the professionalism in the management of customer's activities and customer care services, but also gives your business more utilities in:

 Increasing your sales with a professional

marketing tool – “close more deals in a

less time”: Support the easy creation and

professional management marketing

campaigns;

 A good tool for analysis your business

activities: Make more easily to analyze

the strengths, weaknesses, opportunities

and threats are brought from your

vendors, warehouses, products, services,

leads and customers;

 More easily to manage your spending, cost, profits and income;

 And more and more excellent utilities, but it is so difficult to a normal online shopping store can controlling all these!

So, do you want using a good CRM solution for your sales? However, if you decide to use a CRM solution in your sales, so, there two posed questions are: Have you to hire more workers for daily data updating from your online stores into CRM? Increase fee for managements?

The answer will be NO if you use an automatically data synchronizing solution between your online stores with CRM system…

1.2 Where are the differences?

CRM4Ecommerce Magento ZohoCRM Bidirectional Synchronization is the BEST and UNIQUEMagento extension allows synchronizing data instantly bi-direction between Magento stores and Zoho Customer Relationship Management system (Zoho CRM - http://zoho.com/crm/) Besides the advantage utilities that provided by Zoho CRM, combined with the superior features compared with all the same type products/services1, such as:

 Allows synchronizing all types of data: Customers, Newsletter Subscribers, Products, Quotes (Cart data), Orders, Invoices, Order's / Invoice's / Shipment's / Credit Memo's Statuses History & Comments, Promotion Catalog Price Rules and Shopping

Cart Price Rules from Magento stores into Zoho CRM Leads, Accounts, Contacts,

Products, Campaigns, Potentials, Quotes, Sales Orders, Invoices, Events and Tasks;

 Allows synchronizing Quotes, Orders and Invoices even when products were deleted (NEW);

 Allows mapping smartly manually between Magento built-in / custom attributes and

ZohoCRM built-in / custom fields;

 Allows exporting option values of multi-choice attributes to file (easily to add them into zoho picklist field) (NEW);

 Supports synchronizing data instantly, synchronizing data in queue smartly by ajax technique and based on schedule (cron job);

 Supports loading data of Leads, Accounts, Contacts, Campaigns, Products, Quotes, SalesOrders, Invoices and Tasks from ZohoCRM into Magento store by instantly from ZohoCRM or manually and based on schedule of Magento;

 Supports reporting synchronizing statuses by pie charts;

 Allows saving the log of all actions of data synchronization;

 Compatibles with CRM4Ecommerce Magento ZohoInvoice Synchronization and

plugins Magento ZohoCRM Exim Express, Magento ZohoCRM Make Quotation, Magento ZohoCRM Solution, Magento ZohoCRM Case and specially, it is not conflict

with any other Magento extensions from other providers;

 Easy installation - just upload files and No overwrite any file in Magento store! Surely, this would be a powerful tool to enhance effectively the controlling your business, boost your sales and promoting your products to customers

1

There are many providers are providing products and services allow synchronizing data between Magento stores and ZohoCRM, however, all of these products and services only allow synchronizing data via queue in provider’s cloud, consuming high costs (pay by monthly / yearly) and specially, they disallow synchronizing data instantly bi- direction!

1.3 What are the benefits it can bring to you?

When using CRM4Ecommerce Magento ZohoCRM Bidirectional Synchronization, you added

more additional utilities for your magento stores in the sales and customers management:

 Replace professionally Inventory Management systems2 for Magento stores;

 Follow purchasing of customers: Number orders that customer placed, total paid, total refunded, total due, total revenue from customers ;

 Analysis potentials that created from customers when customers create quotes (shopping carts), place orders, process ;

 Report about promotion programs: Analysis total revenue, total orders, total customers ;

 Create Quotes (Cart data), Sales Orders, Invoices for any customers (registered or not logged in) of Magento from ZohoCRM – replace for the Quotation system on your stores;

 Allow customers and you - store owners - are able to negotiate price when customers go shopping You can edit price in carts, orders or invoices for invidual customer;

 Use ZohoCRM to customize Quotes, Sales Orders and Invoices tempate and export

& print them for customers via pdf downloadable documents;

 Use other great applications that are provided from Zoho Corporation such as Zoho Invoices, Zoho Books, Zoho Creators, Zoho Projects, Zoho Supports ;

 And specially is reducing fee in human management activities

2

CRM is not only a customer care and marketing online system but also an inventory management system

1.4 How does it work?

Depending on the configuration of the user that data will automatically be synchronized immediately from the Magento site to ZohoCRM system and backwards as soon as the data is updated or data will be synchronized simultaneously from the Magento via cron job

Figure 1: Module's Workflows

1.5 Compatibility

Magento Version:

 Community Edition: 1.3.x - 1.4.x - 1.5.x - 1.6.x - 1.7.x - 1.8.x;

 Enterprise Edition: 1.9.x - 1.10.x - 1.11.x - 1.12.x – 1.13.x

ZohoCRM Edition: Free, Standard, Professional and Enterprise

Note that: Zoho Free & Standard Accounts haven't modules Products, Campaigns, Quotes, SalesOrders and Invoices

2 Pricing & how to buy?

Now, Magento ZohoCRM Bidirectional Synchronization is being sold at url address

http://www.crm4ecommerce.com/magento-zoho-synchronization.html/, it has 3 editions:

 Standard: Used only for Magento Community Edition Each serial key type 1

domain is able to install in only one url of only one Magento installation Price of this edition with serial key type 1 domain is $449;

 Professional: Used for both of Magento Community & Enterprise Edition, however,

each serial key type 1 domain is also able to install in only one url of only one Magento installation Price for serial key type 1 domain is $699;

 Enterprise : It exactly is the Professional edition but each serial key type 1 domain is

able to install in all urls of the same one Magento installation Price of this edition for each Magento installation is $1049

Is this an expensive Magento module? The answer is No if you compare with products and services from other providers Normally, the minimum price that you have to pay is about from $15 to $49 per month or $165 to $539 per year, however as we introduced above, there is

no product or service provide full great features as CRM4Ecommerce Magento ZohoCRM Bidirectional Synchronization, specially is feature data synchronizing instantly bi-direction When purchasing any edition, you will be also gotten services 6 months free fix bugs and update new versions

Installation Services - Install Module & Create a test Zoho Account: This is an optional When

purchasing, if you choose this option, we will install module and create a zohocrm account for you test synchronizing data between your store and ZohoCRM

Note that: We have only one payment method this is transfer money via PAYPAL If you can’t pay automatically via PAYPAL when you place order, you can using your PAYPAL account and transfer full money into our PAYPAL account philip@crm4ecommerce.com, as soon as we received payment notification from PAYPAL, we will contact to you and send installation package with serial key information to you

3 Refund policy

Although Magento ZohoCRM Bidirectional Synchronization is a non-tangible irrevocable digital goods, but you still can get a full refund if our product has errors or can't run all features

as well as we introduced during 30 days after your purchased Other cases will be not accepted

to refund And of course, all of your received serial keys that are related with refunded money will be revoked You can submit a ticket with your order information by our ticket system to request refund All refund requests after 30 days are not accepted

Please remember that we will not refund any fee you paid for installation and customization services

4 How to install?

It is so easily with the 6 clearly following steps:

 After purchasing, your downloadable files and serial key will be sent to your email The file that you can download normally is a zip file has name magento-zoho- synchronization.zip;

 Use FTP client (like Filezilla, WinSCP, cuteFtp ) to upload (copy) all folders and files in package magento-zoho-synchronization.zip to your Magento site root folder This will not overwrite any existing files, it only add new files to the folder structure;

 After uploading is done, let log in your Magento administration panel to refresh cache by way go to System >> Cache >> Management, select all caches and take

action “Refresh” then submit; refresh permission role of your current admin user

by way go to System >> Permission Role, edit role of current user and click re-save (if current user has full rules3) or click save after click check all sub-rules in rule4ZohoCRM Synchronization with rule Configuration >> CRM4Ecommerce ZohoCRM Synchronization Settings;

 Navigate to System >> Configuration, if you can see tab CRM4Ecommerce Extensions and you can see menu item ZohoCRM Synchronization on menu bar, it

means extension installed successfully Let remember to put your serial key to the

Serial Key Information in ZohoCRM Synchronization >> Synchronization Settings so that

the module could be activated;

 Now if you get Access denied error when click on the extension tab (or when you clich on menu item ZohoCRM Synchronization >> Synchronization Settings), you need

to log out admin panel and log in again;

 Go to Synchronization Settings in administration panel again and try to process,

surely that everything will be made you happily

5 How to use?

5.1 Register serial key to activate module & connect to ZohoCRM

Open ZohoCRM Synchronization >> Synchronization Settings:

 Register serial key (In block Serial Key Information):

o Input your serial key in Serial Key;

o Change Module Status is Enabled

 Connect to ZohoCRM (In block Zoho Account):

o Input your Zoho account, password in User Account and Password fields

o Don’t worry, module will store your Password in encrypted and no one can see your password

 After Save Config, if you see Serial Information, Start Date and a green text notification as in the below figure, that mean you activated module and connected

to ZohoCRM successfully

Figure 2: Activate module & connect to ZohoCRM

5.2 Setup data synchronizing instantly from Magento into ZohoCRM

Open Synchronization Settings (in block Synchrnize Data by Events)

Module allows you setup data synchronizing by 15 Magento events, such as: After Customer, Promotion, Product, Cart, Order, Invoice Saved Data in Frontend/Backend, After Subscriber Subscribed/Unsubscribed in Frontend/Changed Status in Backend and After Product Attributes Updated in Backend With events in frontend, we can setup for individual store view For each event, there are 3 options:

 Don't Synchronize: When event is fired, object will be not synchronized;

 Synchronize Instantly: Object arise event will be synchronized immediately;

 Add Object into Queue: Object will be added into a synchronization queue item and

wait for data synchronizing in queue

5.3 Setup data synchronizing instantly from ZohoCRM into Magento

This feature will be only used when you use ZohoCRM Professional or Enterprise that you have feature Automation >> Workflow in your ZohoCRM account

Module support data synchronizing instantly from ZohoCRM with 8 types, those are: Leads, Accounts, Contacts, Campaigns, Products, Quotes, SalesOrders or Invoices To setup synchronize data let open Setup >> Automation >> Workflow >> Rules >> Create Rule: Choose

Module >> choose Create or Edit / Delete >> Next >> new a Call Webhooks:

 URL to Notify: input

http://{{url}}/zohosynchronization/sync/index/modules/{{module}}/serial/{{key}}/, with Execute On action is Delete, let add more param "delete/1/" into Url, with:

o {{url}} will be your store url;

o {{module}} will be one of words Leads, Accounts, Contacts, Campaigns, Products, Quotes, SalesOrders or Invoices;

o {{key}} is your received serial key

 Append Entity Parameters: input Parameter Name is "id";

 Parameter Value: select Id field5;

after that click Save & Associate >> Save Then, each time data is created or edited, information will be synchronized into your store

Note that: In Workflow Rule has a step is Rule Criteria, this feature allows you set filter

conditions to run event Example: You can setup only run data synchronizing of Products into Magento store when Product Owner is onlinestore or Product Name contains Main Store… This

is a great feature if you want to synchronize data between muti-stores in multi Magento installations with only one ZohoCRM account

To see more instruction, you can open Load Data from ZohoCRM >> Load Data Instantly

5

Example: With module Leads, let select Lead Id; with module Quotes, let select Quote Id…

Create new or edit a mapping attribute

 When you create or edit a mapping (click Add New Mapping Attribute), you can

choose a Magento attribute or not to map with a ZohoCRM field;

 In case you choose a Magento attribute, after you save mapping, if you see icon that mean this selected Magento attribute has multi option values and you can click at here to download all values in a text file This is a great idea, you can copy all values in downloaded file into data of corresponding ZohoCRM picklist field;

 In case Magento attribute has null or empty value, Default value can be used in the

3 following cases:

o The object is being synchronized has Zoho Id is empty and Using Default is

“Only create new”;

o The object is being synchronized has Zoho Id is not empty and Using Default

is “Each time update”;

o Using Default is “Every time”

 In other case if you select value of Attribute field is “No mapping (only set zoho default value)”, then Default value can be used with the 3 above cases;

An important notice: When you create custom fields in ZohoCRM, don’t use character &

in Name of custom fields If you use this character, module will be not able to synchronzie data

Disable data synchronizing in a mapping attribute: In case you don’t want synchronize any attribute and ZohoCRM field, you can delete or de-activate the corresponding mapping

Smart Mapping: This is a very useful feature allows you create or edit multi mapping attributes at the same time However, this feature disallows you mapping a “No mapping” attributes with Zoho fields

You can also see all Magento attributes that you can do mapping and refresh ZohoCRM list fields in Smart Mapping page

5.5 Synchronize Customers

Figure 3: Workflow of Synchronize Customers

Synchronize Customers into ZohoCRM Leads: There are some setting values that we need to notice, such as:

 Lead Company: Normally, this field will be company of primary / default billing

address It will be empty if customer has no address or address has no company

o ZohoCRM disallows two accounts have the same account name, so, when zoho lead is converted to zoho account, lead company will be converted to account name and this lead record will be consolidated with the existed account if the account name is existed To avoid this case, zoho lead company should be combined between {{company}} with {{customer_id}}

o Default config for this will be is {{company}} (#{{customer_id}})

 Duplicate Insert: This is setting value to markup solution for synchronizing but

there was a existed corresponding record in ZohoCRM This has 3 options:

o Allow creating a new record when inserting data but there was existed records that has same key field value;

o Throw an error when inserting data but there was existed records that has same key field value;

o Update the same record when inserting data but there was existed records that has same key field value: Popular choice

 Auto fill status: Allow auto fill lead status to ZohoCRM or not To use this feature,

let map attibute Status with a zoho lead field (normally is Lead Status) When this

field is true, if Customer has no customer's address, status will get value in setting field Stage Has no Contact, other case, status will get value in field Stage Has Contact

 Import all Leads: Some time, in ZohoCRM system, you have many Lead records that

they are not Magento customers and you don’t want synchronize them into Magento store So, this setting value will help you allow importing all Zoho leads that are created from Zoho into Magento Customers or not

o If this value is Yes, each time we create new or update data of any lead on ZohoCRM system, a corresponding Magento customer will be created new

or updated;

o If this value is No, you will be able to set condition for importing Leads, example: Only import Leads have Lead Source is one of values OnlineStore The values are separated by commas (,) {{empty}} is empty value

o With the customers that are created in Magento, the bi-directional synchronization is still executed regardless this value is Yes or No

Synchronize Customers into ZohoCRM Accounts: Some setting values that we need to notice, such as:

 Account Name: This is format of zoho account name field {{company}} is value of

default billing company or primary company If these values is empty, {{company}} will be customer {{fullname}} (firstname + " " + lastname) {{customer_id}} will be id

of customer

o Attention: Zoho system disallow two accounts have the same account name, so, when there are two customers have the same account name, both of those customers will be linked with the same zoho account To avoid this case, zoho account name should be combined between {{company}} with {{customer_id}};

o In case we don't use zoho lead, we can use parameter {{fullname}} instead

of {{company}};

o Default format is {{company}} (#{{customer_id}})

 Import Guest: Guest account will be created in ZohoCRM when magento guest

creates order This setting parameter will markup to import guest account into Magento customer or not

o There are 2 ways to distinguish a ZohoCRM Account of Magento customer and a ZohoCRM Account of Magento guest those are based Customer Group and attribute Is Guest Account of Guest will has “Customer Group”

is NOT LOGGED IN and “Is Guest” is TRUE

 Guest Account Name : This is format of zoho account name field for magento

customers that who placed orders as guests:

o {{fullname}} is guest firstname + " " + lastname, {{order_increment_id}} will

be increment id of placed order {{company}} is guest company, however, let be careful, commonly company is not required field;

o Attention: ZohoCRM system disallows two accounts have the same account name, so, when there are two customers have the same account name, both of those customers will be linked with the same zoho account To avoid this case, zoho account name should be combined between {{fullname}} with {{order_increment_id}} Besides this, to distinguish with accounts of registered customers, account name should be had a special word that is Guest, default format is {{fullname}} (Guest

#{{order_increment_id}}) or create a Zoho field is “Is Guest” and setup default value of this field is True, after that map Account Attribute "Is Guest" with this Zoho field “Is Guest” attribute of registered customers is always FALSE

Extend for Magento store in statistic sales from individual customers: Module support some customer attributes in mapping customers and ZohoCRM Accounts those are attributes in Customer Sales group:

 Lifetime Sales: Grand Total from all orders that customer placed;

 Number Lifetime Orders: Total number orders that customer placed;

 Average Sale: Lifetime Sales / Number Lifetime Orders;

 Cancelled Sales: Grand Total from all canceled orders that customer placed;

 Number Cancelled Orders: Total number of canceled orders that customer placed;

 Average Cancelled Sale: Cancelled Sales / Number Cancelled Orders;

 Total Revenue: Lifetime Sales - Cancelled Sales;

 Total Paid: Total amount that customer paid from purchased orders;

 Total Refunded: Total amount that customer was refunded;

 Total Due: Total amount that customer have to pay for purchased orders

Figure 4: Customer Sales Information

With guest customers, ZohoCRM accounts will be recognized via guest email So, Customer Sales information will be updated each time a guest come back and checkout However, Guest Account Name will be updated each time guest place new order Example:

Guest Account Name is Philip Nguyen (Guest #200000025), but this guest place new order has increment id is 100000225, so, ZohoCRM Account Name of this guest will be updated into Philip Nguyen (Guest #100000225)

Finally, when a guest registers to become a registered customer, this new customer will

be merged with corresponding guest account in ZohoCRM that has the same email address

When import Customers from Zoho Leads or Accounts:

 Default Email: When zoho admin create new a lead / an account but didn’t input

lead email or account email, this format value will be added in customer email Parameter {{zoho_id}} can be used and it will be Zoho Lead Id Note that: In case

there is no custom field for email in Zoho Account, email of primary / default billing contact of account will be customer email;

 Auto-send password reminder email: Allow auto send password reminder email

when customer is created from ZohoCRM or not Default is Yes;

 Reset password and send email: Allow setup condition to control reset customer

password from ZohoCRM Example: We create a custom field in Lead / Account that we call it is Reset Password, after that, we set Reset password and send email when Reset Password is one of values TRUE, so, each time module load a Lead / Account and see Reset Password is TRUE, corresponding customer will be reset password Of course, when customer accounts is reset password, an email notification will be sent to email of customers

Synchronize Customer’s Addresses into ZohoCRM Contacts:

 Default Billing / Shipping Address of Magento Customer will be ZohoCRM Account Billing / Shipping Address;

 Each Customer’s Address will be a Contact of ZohoCRM Account;

 Magento Customer Email will be Email of Contact that is linked with Customer Default Billing Address;

 When we change information in billing / shipping address of ZohoCRM Account, default billing / shipping address in Magento will be also edited, beside it, contact that linked with magento address will be also edited

Attention: Each mapping type has a block settings (in a green line white text), when we open mapping page, this block will be closed To view and edit setting values, let click on this line to open setting block

Figure 5: Open setting block in Mapping attribute pages

5.6 Synchronize Newsletter Subscribers

Figure 6: Subsribers' Workflow

Newsletter Subscribers that have type is Guest will be synchronized into ZohoCRM Leads

To distinguish with Leads that synchronized from Magento customers, we can create a mapping Magento attribute with Zoho field Lead Source and set default value of Lead Source is not the same with Lead Source of Customer Leads Example: Lead Source for Customers is

no-Store's Registered Customers and Lead Source for Subscribers is Store's Subscribers

Normally, with newsletter subscribers we have only value of email address, but in Zoho CRM Lead, Compay and Last Name are required fields, so, to be able to synchronize data between subscribers and zoho crm leads, module supported the setting field {{mail_name}}, this

is a special parameter allows you setup it is default value in mapping attributes of subscribers and zoho crm leads This param will get value in front of @ in subscriber email Example: With email philip@crm4ecommerce.com, {{mail_name}} will be philip In default, let setup 2 no-mapping attributes with Zoho CRM fields Company and First Name

Figure 7: Synchronize Customer/Subscriber from ZohoCRM

When store loads Leads from ZohoCRM, module will check conditions of loading Leads into Customers before check conditions of loading Leads into Subscribers Setting field Default

Status will be default status of created new subscriber when admin create new a lead in zoho

crm but didn't input subscriber status

5.7 Synchronize Promotions

CRM4Ecommerce’s Magento ZohoCRM allows synchronizing data 2 ways with ZohoCRM Campaigns for both of two Magento promotion types: Catalog Price Rules and Shopping Cart Price Rules To distinguish between Campaigns that created from Catalog Price Rules and Campaigns that synchronized from Shopping Cart Price Rules, we should use Campaign Type When install module, module will create two mappings type no-mapping attribute with Campaign Type field With Catalog Price Rule, default value of Campaign Type will be Catalog Price Rule, and with Shopping Cart Price Rule, default value will be Shopping Cart Price Rule Each time a Catalog Price Rule or a Shopping Cart Price Rule is created or updated, a Zoho Campaign will be created in ZohoCRM This synchronization is two ways between Magento Store and ZohoCRM (without conditions field of Catalog Price Rules; conditions, item conditions field and generated coupons field of Shopping Cart Price Rules)

Beside it, in ZohoCRM, Campaigns will be linked with Potentials, so, each time Potentials are synchronized from store, corresponding Promotion will be linked with Potential and Contacts from billing address and shipping address (optional) will be added into Campaign There are some setting fields that you should note:

 Use Zoho Campaign: Allow synchronizing Promotions Catalog Price Rules / Shopping

Cart Price Rules to Zoho Campaigns or not;

 Campaign Name: This is format of campaign name field of Zoho Campaigns that

corresponding with Promotions Catalog Price Rules / Shopping Cart Price Rules Default is: "{{rule_name}}" Don’t do mapping this ZohoCRM field;

 Recognize via: This condition will be used to recognize a new Campaign is a Catalog

Price or Shopping Cart Price Rule when load / import a new Campaign from Zoho CRM Normally, module will recognize promotions via Campaign Type Example: If default value of Campaign Type that created from Catalog Price Rules is Catalog Price Rule, module will recognize Catalog Price Rule via Type is Catalog Price Rule;

 Mapping Promotion Status with Campaign Status: You can define Campaign Status

for each Promotion Status Status of each promotion can be one of values Pending(before used time), Active (in used time), Inactive (in used time but not active) or Expired (after used time);

 Zoho Campaign's Contacts Manager: In default, system will add zoho contact that

corresponding with order billing address into contacts list of campaign However,

If value of setting field Allow Receiver is Yes, system will add more zoho contact that corresponding with order shipping address into contacts list of campaign Other own settings of Shopping Cart Price Rules:

 Labels Format: Each Shopping Cart Price Rule will have different names on each

store view So, the best solution for synchronizing labels from Magento into Zoho CRM that is mapping this field with a Zoho CRM Textarea field The above format