💡 In this article:
This is the overview of the process of setting up Zoho CRM to seamlessly integrate with Legistify’s contract management tool, streamlining your contract creation and management process.
🚀 Introduction
Integrating Zoho CRM with Legistify’s contract management tool offers significant benefits by improving efficiency across sales and legal processes. This integration helps in:
Centralized Operations: Manage contracts within Zoho, while Legistify handles the legal workflows, syncing data seamlessly and reducing manual data entry.
Streamlined Contract Management: Initiate and track contracts such as NDAs or other agreements directly from Zoho.
Customized Accessibility: Set up buttons for easy access to contract templates from Zoho, allowing one-click contract creation.
This integration enables a smooth handoff between teams and accelerates contract approval cycles, contributing to faster business outcomes.
📝 Prerequisites
To ensure a successful setup, here’s what you need to have in place:
Zoho Account: Ensure you have an active Zoho CRM account.
Legistify System Administrator Access: The person setting up the integration must have admin privileges in both Zoho and Legistify. The email used for both accounts should match.
Zoho Standard Configuration: Ensure that Zoho is configured to associate deals with accounts and contacts.
Legistify Templates: Confirm that your desired contract templates are configured in Legistify for self-service:
Navigate to Manage → Workflow Manager and ensure your templates are self-serve.
Mapping Sheet: Prepare a mapping sheet to ensure proper data synchronization between Zoho and Legistify. This sheet will map fields between Zoho and Legistify. Create custom Zoho fields if necessary.
💡 Tip: Repeat this process for each template you want to integrate with Zoho to ensure smooth contract creation.
⚙️ Installation & Configuration
For administrators, follow these steps to configure the integration between Zoho and Legistify:
Authenticate your Zoho Account:
Start by authenticating your Zoho account within the Legistify integration wizard.
Create a new authentication by setting the Authentication name and completing the Zoho sign-in pop-up.
Click “Accept” to finalize the connection between Legistify and Zoho.
A confirmation message will appear indicating successful authentication.
Template Configuration:
Select the contract template you wish to use for the integration (e.g., Sales Contracts, NDAs).
Click “Next” to proceed.
Select the Zoho Module:
Choose the appropriate Zoho module (e.g., Deals, Accounts, Contacts) to apply the integration configuration.
Click “Next.”
Map Counterparty Objects:
Map Zoho objects to corresponding Legistify objects, such as the organization’s ID and the point of contact (POC).
These mappings typically align with fields like Account Name or Contact Name.
Click “Next.”
Map Counterparty Details:
Review the mapping of counterparty fields between Legistify and Zoho.
If needed, select the relevant Zoho fields for proper alignment and click “Next.”
Map Contract Data:
Map the contract data fields using the predefined mapping sheet.
Ensure all Legistify fields have a corresponding Zoho field mapped.
For special fields like duration or currency types, set the appropriate units or currency as required.
Click “Next.”
Map Additional Contact Objects (Optional):
If further customization is needed, map additional contact objects from Zoho to your contract template.
Click “Next.”
Define Duration Fields:
For fields classified as “Duration,” set the correct unit (e.g., Days, Weeks).
If there are no duration fields, proceed by clicking “Next.”
Set Currency Fields:
For fields classified as “Currency,” define the appropriate currency (e.g., USD, GBP).
Click “Next” after setting all currency-related fields.
Name and Describe the Integration:
Enter a name and description to help identify and manage the integration easily.
Click “Next” to proceed.
Configure Data Push Back to Zoho (Optional):
Configure how data will flow back to Zoho to improve data management.
Click “Next."
Finalize Integration with Webhook URL:
Copy the webhook URL provided to integrate the "Create Contract" button within Zoho.
Store this URL securely and click “Finish” to complete the process.
Complete the Integration:
After clicking “Finish,” you will be redirected to the Zoho Integration Setup page.
A confirmation message will confirm successful installation.
Click “Connect” to finalize the integration.
Configure Custom Buttons in Zoho CRM
Navigate to Settings → Customization → Modules and Fields in Zoho.
Create custom buttons for quick contract initiation from within Zoho, linking them to the webhook URL provided by Legistify.
Follow the function scripting steps in Zoho to link the custom button to Legistify’s contract creation.
💡 Tip: Each contract template may require its own custom button and webhook setup.
✅ Verification
Once the setup is complete, it’s crucial to test and verify that the integration works as intended:
Ensure contracts can be initiated from Zoho.
Check that all data is syncing correctly between Zoho and Legistify.
Review the workflow with all stakeholders to confirm that it meets business requirements.
🎉 Congratulations! You’ve successfully integrated Legistify’s contract management tool with Zoho CRM. You can now manage contracts more efficiently, reduce manual data entry, and accelerate your sales cycle.
💬 FAQs
Q: Can I use the integration with a free Zoho account?
A: Yes, the integration is compatible with both free and paid Zoho accounts.
Q: Are there any additional costs associated with this integration?
A: There are no extra fees for the integration itself, but you may want to check Zoho for any API-related costs.
Q: How do I ensure my Zoho and Legistify accounts are properly linked?
A: Ensure that the email address used for both accounts is identical to ensure a smooth connection between Zoho and Legistify.
Q: Can I use this integration to submit third-party contracts?
A: No, this integration is designed for custom contract templates. Third-party contracts can be uploaded directly to Legistify for management.
Q: Who should I contact for technical support or troubleshooting?
A: Reach out to your Legistify Customer Success Manager or email contact@legistify.com for assistance.
Q: Is the integration capable of handling multiple contract types like NDAs and sales agreements?
A: Yes, for each contract type, you can create a Legistify template with custom questions, and map these questions to the corresponding fields in Zoho CRM.
Q: How secure is the data transfer between Zoho and Legistify?
A: The integration uses secure protocols and encryption to ensure that all data transfers between Zoho and Legistify are protected.
Q: Will changes in Zoho data automatically update in Legistify?
A: Currently, the integration supports a one-way sync. Changes in Zoho will need to be manually updated in Legistify.
Q: Will changes in Legistify data automatically update in Zoho?
A: Similar to the above, the integration supports a one-way sync, so updates in Legistify need to be manually reflected in Zoho.
Q: Can I customize the Legistify contract templates for our company branding?
A: Yes, Legistify templates are fully customizable to reflect your company branding, ensuring consistency across your contracts.
Q: What happens if there’s an error during data mapping?
A: The integration flags mapping errors for review. Be sure to carefully check the data mapping in both Legistify and Zoho to resolve issues.
Q: Can the integration handle contract renewals and amendments?
A: Yes, contract renewals and amendments are managed directly within Legistify after the initial contract has been created.
Q: How can I track the status of contracts initiated through Zoho?
A: You can check the status of contracts by reviewing them in Legistify, where real-time status updates will be available.
Q: Are there any limits on the number of contracts I can manage through this integration?
A: The number of contracts you can manage depends on your Legistify subscription plan. Please check your plan details for more information.
Q: Can I revert a contract to draft after initiating it from Zoho?
A: Once a contract has been sent for review or signatures, it cannot be reverted to draft within Zoho. However, modifications can still be made in Legistify.
Q: What if I can't see the Zoho integration option in Legistify?
A: Contact your Legistify Customer Success Manager or email contact@legistify.com for further assistance.
📚 Additional Resources
Zoho Custom Buttons: Explore Zoho's guide for setting up custom buttons in CRM.
Engaging Your Customer Success Manager for Maximum Value: Learn how to leverage your Legistify CSM to get the most out of your subscription.