Before setting up the integration, it's crucial to keep in mind that:
- When sending a profile to the CRM, Linked Helper searches for a match between the profile's and contacts' identifiers in the CRM, and if a match is not found, Linked Helper creates a new contact.
- By default, email is used as the only identifier to search for a match, but a profile in Linked Helper may not have email at all; in such cases, even if the same contact already exists in the CRM, a duplicate contact will be created.
- To avoid duplicate contacts being created due to the absence of email, we recommend adding extra identifiers, for example, LinkedIn profile member ID and LinkedIn public ID (see Creating custom fields section).
- Linked Helper searches for a match using one identifier at a time, starting with the upper one; only if a match is not found, another identifier is used for searching.
- Some data like e-mails or phone numbers can be only scraped from your 1st connections. Linked Helper 2 scrapes all available contacts data when visiting contacts profile, so we recommend our users to send contacts to a CRM after "Visit and extract" action.
Add action to your workflow
To send successfully processed profiles
If you want to send profiles to the CRM after they were successfully processed in a certain Action, you need to add Send person to external CRM below that Action:
- Make sure Send person to external CRM plug-in is installed;
- Go to your campaign Workflow tab and click '+' button below the action after which you'd like to send a profile to the CRM:
- Find the 'Send person to external CRM' Action and click the Add button:
- Choose Zoho CRM, click Next and follow the instructions in the Connect Linked Helper with Zoho section of the article:
To send those who replied
If you want to send only those who replied to a certain message, you need to set up the integration in the corresponding Check for replies and/or any messaging action that sends follow-up to a previously sent message:
- Make sure the Send person to external CRM plug-in is installed;
- Navigate to the action that should send replied profiles to a CRM and click it to see the settings on the right:
- choose the CRM you'd like to send profiles to, click the Zoho CRM custom settings button and follow the instructions in the Connect Linked Helper with Zoho section of the article:
Connect Linked Helper with Zoho
To connect Linked Helper with Zoho CRM please:
- Click the Connect button you see after action is added to your workflow or clicked the Zoho CRM custom settings.
- In the opened browser window, log in to your CRM account:
- Once logged in, click the Accept button to connect accounts (you may need to click the Connect button from previous step once more after login if this page did not appear):
- Then in the browser window you will be asked to open Linked Helper app. Click the Open button in the pop-up, or in case you accidentally canceled it, click the Open Linked Helper button on the page:
- Once done, click the Next button and integration settings will be shown (check the "Adjust integration" section below for more details):
Adjust integration
Settings overview
Once you've opened Zoho CRM integration settings, you will see default fields that will be sent to your CRM. Let us quickly review what you can do here:
- Disconnect currently connected Zoho CRM account or connect a new one.
- Send the person's messaging history.
- Choose how to store data sent from Linked Helper - as Lead, Contact and Account, or both.
- Switch to the Account tab to choose what profile's current company fields should be sent and adjust them if needed.
- Map Linked Helper fields with fields in the CRM.
- Identifiers (IDs) - fields that are used to search for a profile in the CRM. If a profile with such an ID is not found, the next field below that's selected as an identifier is used for searching. With no profile found at all, Linked Helper creates a new record in the CRM.
- When a profile is found in the CRM, Linked Helper sends data to empty fields only and leaves existing values in the CRM unchanged. If you want to send data to a field and update its value with new data from LinkedIn even if the field is not empty, enable the override option for such a field.
- Add new fields that will be sent to Zoho CRM.
- Remove fields that you don't want to send to Zoho CRM.
- Choose what element to send to Zoho CRM. If a field contains several values, e.g. a profile has three third-party emails scraped, then you can choose what email (1st in a row, or 2nd, 3rd, etc.) to send. To send them all, on the Linked Helper side, you need to add several identical fields but set a different element number for every field, and on the side of Zoho CRM, you need to have three different fields, one per every email.
- Add mapping for most useful fields to send them to Zoho CRM.
- Save the changes.
- Save the changes and make current settings be default ones for newly added actions or those actions that set to use defaults.
Changing the default options
- By default, messaging history is NOT sent. If you do want to send messaging history, enable the 'Save messaging history' option.
- If you do not want to overwrite the values of certain fields in Zoho CRM with new data from Linked Helper, unset the checkbox in the Overwrite column. In such a case, Linked Helper will leave them as they are in the CRM, or create the fields if they do not yet exist.
- If you do not want to create certain fields in the CRM in case they do not exist, you can delete the mapping by clicking the Bin button in the last column.
- Linked Helper sends the company a lead works for into the CRM as well. If you switch to the Account tab, you can adjust what fields of a lead's company should be sent to the CRM.
- If you don't want to send the lead's company, simply delete all mappings in the Account tab, and vice versa, if you do not want to send contacts, then delete all mappings from the Contact tab.
Add new mapping for other CRM fields
If you want to send some extra data about a profile or its company into a standard CRM field, you need to:
- Click '+' button in the list of the CRM settings:
- In the 'CRM field' drop-down list, choose the needed field, for example, 'Secondary Email', then choose the corresponding field in the 'LH field' drop-down list:
- Once fields are chosen, you can set the Overwrite checkbox if you want to replace the already existing value in the CRM with the value received from Linked Helper.
- In case you want to send one and the same value for all contacts whether is must be entered manually or chosen from the options your CRM provides you with, then you need to select the CONSTANT_VALUE option in LH Field and set the value:
Creating custom fields
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- Zoho CRM sets different limits on the number of custom fields allowed based on the subscription plan you're on.
- If a field has been removed and located in the "Unused fields" section of the current layout, you won't be able to use it unless the field is restored back to the current layout or deleted completely. In the latter case, all previously saved to this field data will be removed.
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Semi-automatically
The easiest way to create custom fields is to click the 'Create most useful custom fields' button at the bottom of the Zoho CRM configuration menu.
In the pop-up, unset the checkboxes next to the custom fields you do not want to create for lead in Zoho CRM, and click Save. We recommend leaving lh_member_id and lh_public_id which will help you avoid duplicates:
In the same way, you can add custom fields for companies:
- Navigate to the Account tab.
- Click the 'Create most useful custom fields' button.
- Unset the checkboxes next to the custom fields you do not want to create for lead in Zoho CRM for companies. We recommend leaving the lh_company_id and lh_public_id fields which will help you avoid duplicates.
- Click Save.
Manually
- Click '+' button in the list of CRM settings:
- Choose a field from the 'LH field' drop-down list. In case you want to send the same value for every profile, then you need to select the CONSTANT_VALUE option and set the value manually.
- In the 'CRM field' drop-down list, choose the 'Create new field' option:
- Set the Name for the field. Depending on the LH field data type, choose a type for the CRM field as well.
FAQ
What data fields can be sent to a CRM?
You can find a list of data fields Linked Helper can export in this article - Data fields exported from Linked Helper into a webhook, CRM, or CSV file
Why Linked Helper cannot create a custom field?
There could be two reasons for that:
- Your current plan doesn't support custom fields or you hit the limit. Zoho CRM sets different limits on the number of custom fields allowed based on the subscription plan you're on - https://www.zoho.com/crm/help/complete-feature-list.html
- If a field has been removed and located in the "Unused fields" section of the current layout, you won't be able to use it unless the field is restored back to the current layout or deleted completely.
In the latter case, all prevously saved to this field data will be removed.
Why Zoho says I do not have permissions to share my data with Linked Helper 2?
Usually, this happens when you have a newly created Zoho CRM account with no company stated in the account. You need to finish the onboarding in the Zoho CRM.