Integrate Chatbot with Zoho CRM

Using Zoho CRM to attract, retain, and satisfy customers to grow your business. The core of Zoho CRM’s functionality is lead and contact management. This article shows you how to connect Zoho CRM with BotStar through Zapier and Integromat.

This tutorial will show you how to integrate your BotStar chatbot with Zoho CRM app.

There are two methods to integrate BotStar App with Zoho CRM:

Here's a diagram of BotStar and Zoho CRM integrations:

The diagram shows how integration apps work when integrating BotStar and CRM systems (Customer Relationship Management). As shown in the diagram above, when a BotStar bot receives user input:

  • Zapier can create automation between apps by using Triggers and Actions. The trigger is the event in an app that starts the Zap. Action is the event that completes a Zap.

  • Integromat works by linking together your BotStar App and Zoho CRM by their corresponding modules to create a scenario that will transfer and transform your data automatically for you. Every time a trigger runs or an action performs a task, it is considered one operation.

BotStar application currently supports these following Triggers: New Checkpoint Record, New Subscriber, Updated User Attribute, New Request for Human Takeover, New Tag on User.

For more information, please see Zapier and Integromat before continuing this tutorial. In just a few minutes and without coding, Zapier and Integromat support you to integrate BotStar and Zoho CRM easily.

Note: This tutorial assumes that you already have a BotStar account, Zapier account, Integromat account, and Zoho CRM.

Connect to Zapier

This tutorial will guide you to use prebuilt Zap Template: Add new Zoho CRM contacts for all new BotStar subscribers. Zap Templates are the fastest way for you to automate workflows.

Expected result

After the successful integration, data in Zoho CRM app is updated whenever a user enters information about their contact. The result will be as below:

Users enter their information when chatting with bot:

Here is a list of contacts in Zoho CRM:

Setting up the integration

Step 1: Go to Bot Builder > Integrations in your Bot and enable Zapier. Then choose a Zap Template you want to use and click Use this Zap.

Step 2: Click + Add a new account to create a new one (If you don't have an existing account). All your bots will show up here, choose one of your chatbots and click Connect. You can also select from an existing account.

After connecting with the bot, click Continue.

Step 3: Click Test Trigger.

Step 4: Pick a sample to set up your Zap.

Step 5: Select Zoho CRM Action Create Module Entry and click Continue.

Step 6: Choose the Zoho domain that you want to create, then click on Yes, Continue.

After that, click the Accept button to finish the verification process.

Then choose a Zoho CRM account. After that, click the Continue button.

Step 7: Match the sample information to the columns.

Step 8: After setting up the template for Zoho CRM, the application will request the final test. The successful test will be shown as below:

Step 9: Turn on your Zap. So that it will run automatically from now until you turn it OFF.

Congratulations! Finally, you completed the integration between your chatbot and the Zoho CRM application. Now, you can test the success of integration by chatting with the bot and see the result of successful integration. Also, you can edit the steps or change specific details at any time by finding all of your Zaps on your My Apps page.

Connect to Integromat

In this tutorial, we will guide you step-by-step to integrate your chatbot with Zoho CRM through the Integromat application by using Save to Checkpoint action to create a deal.

Set up Checkpoint

In this tutorial, we will guide you step-by-step on how to transfer data from your BotStar chatbot to Zoho CRM.

The idea is to collect data about a deal submitted by your users to Checkpoint records, before transferring automatically to Zoho CRM. If you don’t know much about this feature, learn more about Checkpoint before continuing on this tutorial.

Expected result

After completing the connection between your chatbot and Zoho CRM application. Now you can chat with the bot and let the conversation run through the flow using Checkpoint to create a deal and test the integration.

The result should look like this:

Setting up the integration

Step 1: Logging into Integromat, click on Create a new scenario.

Then type in Webhooks on the search bar and click Continue at the top right.

Step 2: Select a Webhook type, choose Custom Webhook. When this webhook gets triggered, this scenario will start.

Step 3: Create a new webhook by clicking on the Add button.

When you click save, copy the link that Integromat generates.

Step 4: Go back to BotStar App, go to Bot Builder > Integrations and, enable Integromat. After that, select an event type you want to receive data back and paste the link from Webhook into Endpoint, then save it.

Step 5: Press "Preview" to test your bot so Integromat can understand the data structure from BotStar.

This action will help Integromat identify the flow that will be returned to the next integrated module in the Integromat scenarios.

Step 6: Go back to Integromat, you will see that the data structure is successfully determined as shown below:

Step 7: Next in the Integromat, find and select Zoho CRM as the next app to save data from BotStar. Click Add another module and find Zoho CRM.

Then select the action type. To create a deal, choose Create object.

Step 8: Select the data fields corresponding to the columns in the Zoho CRM so that the data return correctly with the selected order.

Step 9: To handle the error data and help the flow avoid interruption while running, right-click on the Zoho CRM applicatio,n and select Add error handler.

Then select Directives as Ignore so that Integromat will ignore the error data while receiving.

Step 10: Here is an overview of a scenario in Integromat extracting data from BotStar to Zoho CRM via Integromat as the picture below. Click on the Save button, then click on the Run once button in the lower-left corner to test data before activating this scenario.

Step 11: Enable Scheduling and select Immediately to trigger the scenario and extract data from BotStar to Zoho CRM immediately.

Done! Now you can chat with the bot to test the integration and see the result of successful integration.


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