Complete Zoho Guide 2025

Choosing the Right Zoho Apps

Zoho offers 45+ applications covering all aspects of business operations. Here's how to choose the right ones for your needs:

Setting Up Your Zoho Account

1. Create Your Organization Account

   Visit zoho.com and sign up with your business email.

   • Use your business domain email (not personal email)
   • Choose a strong password (12+ characters)
   • Enable two-factor authentication immediately
   • Select your data center location (US, EU, IN, AU, CN)

2. Set Up Organization Details

   Configure your organization profile for all Zoho apps:

   • Company name and legal entity type
   • Business address and contact information
   • Upload company logo (300x100px recommended)
   • Set timezone, currency, and date format
   • Configure fiscal year settings
   • Add tax registration numbers if applicable

3. Add Users and Define Roles

   Build your team structure:

   • Create departments and teams
   • Define custom roles with specific permissions
   • Set up reporting hierarchies
   • Configure approval workflows
   • Enable single sign-on (SSO) if needed

   // Example role permissions structure
   {
     "Sales Manager": {
       "leads": ["view", "create", "edit", "delete"],
       "deals": ["view", "create", "edit", "delete"],
       "reports": ["view", "create", "export"],
       "team_data": ["view_all"]
     },
     "Sales Rep": {
       "leads": ["view_own", "create", "edit_own"],
       "deals": ["view_own", "create", "edit_own"],
       "reports": ["view_own"]
     }
   }

4. Configure Security Settings

   Implement security best practices:

   • IP Whitelisting: Restrict access to specific IP ranges
   • Password Policy: Minimum 12 characters, complexity requirements
   • Session Management: Set timeout periods
   • Data Backup: Configure automated backups
   • Audit Logs: Enable comprehensive logging
   • Data Encryption: Enable at-rest and in-transit encryption

5. Domain Verification

   Verify your domain for enhanced features:

   • Add TXT record to your DNS
   • Configure SPF and DKIM for email deliverability
   • Set up custom email addresses
   • Enable email routing through Zoho

6. Payment and Billing Setup

   Configure your subscription:

   • Choose billing cycle (monthly/annual)
   • Add payment method
   • Set up billing alerts
   • Configure auto-renewal preferences
   • Assign billing admin role

First Steps After Setup

Once your account is configured, follow these essential first steps to ensure a smooth start:

Workflow Automation

Automate repetitive tasks and ensure consistent processes:

// Workflow Rule: Auto-assign leads based on territory
WHEN Lead is created
IF Lead.Country = "USA" AND Lead.State = "California"
THEN 
  Assign to User: "West Coast Sales Team"
  Send Email Alert to Assigned User
  Create Task: "Follow up within 24 hours"
  Update Field: Lead.Status = "Assigned"

// Workflow Rule: Invoice payment reminder
WHEN Invoice.Due_Date = Today + 3 days
AND Invoice.Status = "Unpaid"
THEN
  Send Email: Payment Reminder Template
  Create Task for Account Manager
  Update Field: Invoice.Reminder_Sent = True

Blueprints

Design and automate entire business processes:

// Blueprint: Deal Closure Process
Stages:
1. Qualification
   - Required Fields: Budget, Timeline, Decision Maker
   - Transition: "Qualify" → Needs Analysis
   
2. Needs Analysis
   - Required: Discovery Call Completed
   - Documents: Requirements Doc
   - Transition: "Present Solution" → Proposal
   
3. Proposal
   - Required: Proposal Document, Pricing Approved
   - Approval: Manager if > $50,000
   - Transition: "Send Contract" → Negotiation
   
4. Negotiation
   - SLA: 48 hours response time
   - Transition: "Agreement Reached" → Closed Won
                  "No Agreement" → Closed Lost

Custom Functions (Deluge)

Create custom business logic with Deluge scripting:

// Custom Function: Calculate Sales Commission
// Triggered when Deal is Closed Won

// Get deal details
dealRecord = zoho.crm.getRecordById("Deals", dealId);
amount = dealRecord.get("Amount");
owner = dealRecord.get("Owner");

// Calculate commission based on tiers
commission = 0;
if(amount <= 10000)
{
    commission = amount * 0.05; // 5% for deals up to $10k
}
else if(amount <= 50000)
{
    commission = 500 + ((amount - 10000) * 0.07); // 7% for $10k-$50k
}
else
{
    commission = 3300 + ((amount - 50000) * 0.10); // 10% for > $50k
}

// Create commission record
commissionMap = Map();
commissionMap.put("Deal", dealId);
commissionMap.put("Sales_Rep", owner);
commissionMap.put("Amount", commission);
commissionMap.put("Status", "Pending");

response = zoho.crm.createRecord("Commissions", commissionMap);
return response;

// Custom Function: Dynamic Lead Scoring
score = 0;

// Industry scoring
industry = lead.get("Industry");
if(industry == "Technology" || industry == "Finance")
{
    score = score + 20;
}
else if(industry == "Healthcare" || industry == "Manufacturing")
{
    score = score + 15;
}

// Company size scoring
employees = lead.get("No_of_Employees");
if(employees > 1000)
{
    score = score + 25;
}
else if(employees > 100)
{
    score = score + 15;
}

// Engagement scoring
if(lead.get("Email_Opened") == true)
{
    score = score + 10;
}
if(lead.get("Website_Visits") > 5)
{
    score = score + 15;
}

// Update lead score
updateMap = Map();
updateMap.put("Lead_Score", score);
updateMap.put("Score_Date", zoho.currentdate);

if(score >= 60)
{
    updateMap.put("Lead_Status", "Hot");
}

zoho.crm.updateRecord("Leads", leadId, updateMap);
return score;

API Basics

// Step 1: Get Authorization Code
GET https://accounts.zoho.com/oauth/v2/auth?
    scope=ZohoCRM.modules.ALL
    &client_id=YOUR_CLIENT_ID
    &response_type=code
    &redirect_uri=YOUR_REDIRECT_URI
    &access_type=offline

// Step 2: Exchange for Access Token
POST https://accounts.zoho.com/oauth/v2/token
{
    "code": "AUTHORIZATION_CODE",
    "client_id": "YOUR_CLIENT_ID",
    "client_secret": "YOUR_CLIENT_SECRET",
    "grant_type": "authorization_code"
}

// Response
{
    "access_token": "ACCESS_TOKEN",
    "refresh_token": "REFRESH_TOKEN",
    "expires_in": 3600,
    "token_type": "Bearer"
}

Webhooks

// Webhook Configuration
POST https://www.zohoapis.com/crm/v2/settings/actions/watch
{
    "watch": [
        {
            "channel_id": "1000000068001",
            "events": [
                "Leads.create",
                "Leads.edit",
                "Deals.create"
            ],
            "channel_expiry": "2024-12-31T10:00:00+05:30",
            "token": "YOUR_VERIFICATION_TOKEN",
            "notify_url": "https://yourapp.com/webhook/zoho"
        }
    ]
}

// Webhook Handler (Node.js Example)
app.post('/webhook/zoho', (req, res) => {
    // Verify token
    if(req.headers['token'] !== process.env.ZOHO_WEBHOOK_TOKEN) {
        return res.status(401).send('Unauthorized');
    }
    
    // Process webhook data
    const event = req.body;
    
    switch(event.module) {
        case 'Leads':
            if(event.operation === 'create') {
                handleNewLead(event.data);
            }
            break;
        case 'Deals':
            if(event.operation === 'create') {
                handleNewDeal(event.data);
            }
            break;
    }
    
    res.status(200).send('OK');
});

Third-party Integrations