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magento zohocrm bidirectional synchronization overview and user guide
Magento ZohoCRM Bidirectional Synchronization Overview & User guide Copyright © CRM4Ecommerce.COM Address: 34 lane 100 Cho Kham Thien street, Dong Da, Hanoi, Vietnam Phone: +84 914 646 840 Email: support@crm4ecommerce.com Version 1.1.4 TABLE OF CONTENTS TABLE OF CONTENTS 2 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. How to see online demo? 35 6.1. Link demo 35 6.2. A short script 35 © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 4 of 36 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… © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 5 of 36 1.2. Where are the differences? CRM4Ecommerce Magento ZohoCRM Bidirectional Synchronization is the BEST and UNIQUE Magento 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/services 1 , 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! © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 6 of 36 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 systems 2 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. © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 7 of 36 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. © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 8 of 36 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. © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 9 of 36 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 rules 3 ) or click save after click check all sub-rules in rule 4 ZohoCRM 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. 3 When you see Resource Access is All or All check options in this field are checked. 4 Each rule is a check option in Resource Access. © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 10 of 36 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 [...]... a standard Magento Cart from ZohoCRM, you must create two mapping fields between attributes Available Shipping & Handling Methods, Shipping & Handling Methods and ZohoCRM fields of Quote After save quote in ZohoCRM, let wait some seconds, then, let edit Quote, select Shipping & Handling Methods and Adjusment Fee (will be Shipping and Handling Fee) for this Quote based on Available Shipping & Handling... to see online demo? 6.1 Link demo 6.2 Magento site: o Frontend: http://demo -magento. crm4ecommerce.com/magentozohocrm -synchronization/ o Backend: http://demo -magento. crm4ecommerce.com/demoextensions/admin/ Username: zohocrm Password: zohocrm1 23 ZohoCRM: o Link: https://www.zoho.com/crm/lp/login.html o Username: zohocrm@ crm4ecommerce.com o Password: zohocrm1 23$ A short script Submit... on Magento site or on Cpanel site 5.14 Load Data instantly from ZohoCRM in Magento store Beside synchronizing data instantly from ZohoCRM into Magento store, CRM4Ecommerce Magento ZohoCRM supports two other methods for getting data from ZohoCRM into Magento store In this section we will research the first method, that is load data instantly from ZohoCRM in Magento store To load data instantly from ZohoCRM. .. in calling ZohoCRM API & synchronizing big history data To communicate with ZohoCRM, we need only handle with ZohoCRM APIs However, ZohoCRM limits number times call api per day for each zohocrm user account Normally, each ZohoCRM Free & Standard Account has max limit per day is 250 for all methods together requests and ZohoCRM Enterprise is 3000 times Moreover, to synchonize a customer into ZohoCRM, ... Activities is Enabled and Use Zoho Potential is Yes all order statuses history (events and comments) will be synchronized into Potential’s Events and Tasks Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 27 of 36 © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com 5.12 Synchronize Invoices Invoices will be synchronized bi-direction between Magento stores and ZohoCRM Let ignore... frontend, you will see cart is changed to empty and when you open Magento backend >> Sales >> Orders, you will see new Order is created; o You can edit Order in ZohoCRM, convert to Invoice, change status of Order, new Invoice in Magento will be created and Order in Magento will be also change information Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 35 of 36 © 2014 CRM4Ecommerce.COM... your store folder and refresh your Magento cache) After all objects in cache file are imported, module will calculate and load a new list objects from ZohoCRM As we see in Figure 19, the period time between twice consecutive loading list objects will be 15 minutes Figure 20: Cache Loaded Leads and plan import Leads in cache Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 32 of... Lost Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 25 of 36 © 2014 CRM4Ecommerce.COM contact: support@crm4ecommerce.com Available Shipping & Handling Methods: This attribute will contains all shipping & handling methods that can be applied for quote with current shipping address This attribute will be synchronized one way from Magento into ZohoCRM Create or edit ZohoCRM. .. zoho crm but didn't input subscriber status Magento ZohoCRM Bidirectional Synchronization - Features & User guide Page 17 of 36 © 2014 CRM4Ecommerce.COM 5.7 contact: support@crm4ecommerce.com 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... 5.15 Load Data from ZohoCRM in Magento store’s Cronjob Another method to load data from ZohoCRM in Magento store it is setting up conditions to load data in Magento Cronjob To run synchornizing with this feature, let open ZohoCRM Synchronization >> Load Data from ZohoCRM >> Load Data in Cronjob Similarly with synchornize data from Magento store into ZohoCRM via Cronjob, before handle with this feature,