Zoho CRM Custom Connectors: Setup Guide

Want to connect Zoho CRM with other apps? Here’s everything you need to know about setting up custom connectors – no coding required.

Quick Overview: Custom connectors let you:

Link Zoho CRM with external apps like MailChimp and Shopify
Sync data automatically between systems
Manage API connections securely
Set up OAuth 2.0 authentication

Before You Start:

You Need	Why
Admin Access	To configure system settings
API Keys	From apps you want to connect
Right Permissions	For data access
Data Center URL	Based on your location

Basic Setup Steps:

Step	What to Do
1. Go to Setup	Navigate to Developer Hub > Connections
2. Create Connection	Click "+Create your First Connection"
3. Pick Service	Choose "Custom Service"
4. Add Details	Enter Client ID and Secret
5. Test	Run a test connection

Watch Out For:

Access tokens expire after 1 hour
Each user gets 20 refresh tokens max
API calls have rate limits
Data formats must match exactly

Need help? AorBorC Technologies offers complete setup and support services.

Setup Basics

Here’s what you need to set up custom connectors and get started:

Computer and Software Needs

Component	Requirement
Operating System	Any OS that runs modern browsers
Browser	Chrome, Firefox, Safari (latest versions)
Internet	Stable connection for API calls
Firewall Settings	Whitelist Zoho servers
API Domain	Location-specific (e.g., US: accounts.zoho.com)

User Access Rights

You’ll need these Zoho CRM permissions:

Permission Type	Details
Admin Access	Full system configuration rights
API Access	Rights to create and manage API connections
Field Security	Ability to set field-level permissions
Profile Management	Rights to create and edit connection profiles

First Setup Steps

Here’s how to get started:

First, log into Zoho Developer Console. Make sure you have your:

Client ID
Client Secret
API domain for your region

Then follow these steps:

Each role needs its own profile to control:

Data access levels
System utility availability
Field visibility
Edit permissions

Setting Up OAuth

OAuth 2.0 is how third-party apps get into Zoho CRM without needing passwords. Instead of sharing login info, it uses tokens. Here’s how it works:

OAuth Part	What It Does
Client ID	Your app’s ID number
Client Secret	Your app’s password
Access Token	1-hour pass to use APIs
Refresh Token	Gets you new access tokens

Getting Started

1. Create Your App

Head to https://accounts.zoho.com/developerconsole and hit "Add Client ID". Use these settings:

What to Pick	What to Enter
Application Type	Server-based Applications
Redirect URI	https://deluge.zoho.com/delugeauth/callback
Homepage URL	Your app’s website

2. Get Your Keys

Once your app exists, click Options → Edit. You’ll see your Client ID and Client Secret there.

Set Up Your URLs

Put these in your connector:

URL For	Where It Goes
Authorization	https://accounts.zoho.com/oauth/v2/auth
Access Token	https://accounts.zoho.com/oauth/v2/token
Refresh Token	https://accounts.zoho.com/oauth/v2/token

Add Access Levels

You’ll need these permissions:

Permission	What It Does
ZohoCRM.modules.ALL	Use all CRM parts
ZohoCRM.settings.ALL	Change settings
ZohoCRM.org.ALL	Work with your org
ZohoCRM.users.ALL	Handle users

To connect:

Go to Setup > Developer Hub > Connections
Pick "Custom Service"
Choose "OAuth 2"
Add your details
Hit "Create and Connect"

Quick tip: Your access token dies after an hour. That’s why you have refresh tokens – they keep things running without making users log in again.

Building Custom Connectors

Here’s how to build a custom connector in Zoho CRM:

Head to Setup > Connections in your CRM dashboard. Click [+ Add Connection] and switch to the Custom Service tab.

Core Settings

You’ll need these basic details:

Field	What to Enter
Service Name	Name of your custom connector
Auth Type	OAuth 2.0
Client ID	From your registered app
Client Secret	From your registered app
Data Center	Pick based on your location

Auth Options

Pick the right auth method for your needs:

Auth Method	When to Use
OAuth 2.0	Production environments
API Key	Development and testing
Basic Auth	Older systems

Data Center URLs

Your connection URL depends on your location:

Data Center	Base URL
US	https://accounts.zoho.com
UK	https://accounts.zoho.uk
EU	https://accounts.zoho.eu
India	https://accounts.zoho.in
Australia	https://accounts.zoho.au

Required Permissions

You’ll need these permissions:

Permission	What It Does
ZohoCRM.modules.ALL	Access all CRM modules
ZohoCRM.settings.ALL	Modify CRM settings
ZohoCRM.users.READ	View user information
ZohoCRM.modules.visits.ALL	Access visit data

Setting up takes just a few clicks:

Open Setup > Developer Hub > Connections
Select Custom Service
Fill in your details
Hit Create and Connect
Run a test connection

Note: Your access token lasts one hour. Set up refresh tokens to maintain connection.

Setting Up API Links

Here’s what you need to know about setting up API links for your custom connector:

API Basics

Every API setup needs 5 main parts:

Component	What It Does
Base URL	Your main API endpoint
Access Token	Your auth key (1-hour lifespan)
Refresh Token	Gets you a new access token
Client ID	Your app’s ID number
Client Secret	Your app’s password

API Endpoints

Pick your base URL based on where your data lives:

Data Center	Base URL
US	https://www.zohoapis.com/crm/v2/
EU	https://www.zohoapis.eu/crm/v2/
India	https://www.zohoapis.in/crm/v2/
Australia	https://www.zohoapis.au/crm/v2/

Connect Your Data

Here’s the code structure you’ll need:

invokeurl [
    url: "https://www.zohoapis.com/crm/v2/Contacts"
    type: GET/POST/PUT/DELETE
    parameters: <paramMap/string>
    connection: YOUR_CONNECTION_NAME
]

API Call Settings

Your API calls need these settings:

Setting	Value
Authorization	Zoho-oauthtoken THE_AUTH_TOKEN
Content-Type	application/json
Request Method	GET/POST/PUT/DELETE

Test Your Setup

Try this API call to make sure everything works:

POST: https://desk.zoho.com/api/v1/tickets
{
    "contactId": "1892000000042032",
    "subject": "Test Ticket",
    "departmentId": "1892000000006907",
    "channel": "Email",
    "description": "API Test"
}

If you get a 200 response code, you’re good to go. If not, check the error message to fix any issues.

Managing Access Tokens

Here’s how to handle access and refresh tokens in Zoho CRM’s OAuth 2.0:

Setting Up Access Tokens

Access tokens follow these limits:

Token Limit	Details
Validity Period	1 hour
Maximum Active Tokens	30 per refresh token
Rate Limit	10 tokens per 10 minutes

Here’s the POST request to get your access token:

POST: {Accounts_URL}/oauth/v2/token
{
    "grant_type": "authorization_code",
    "client_id": "YOUR_CLIENT_ID",
    "client_secret": "YOUR_CLIENT_SECRET",
    "redirect_uri": "YOUR_CALLBACK_URL",
    "code": "GRANT_TOKEN"
}

Setting Up Refresh Tokens

Each user can have:

Limit Type	Number
Maximum Tokens Per User	20
Generation Rate	5 per minute

When your access token expires, run this request:

POST: {Accounts_URL}/oauth/v2/token?
refresh_token={refresh_token}&
client_id={client_id}&
client_secret={client_secret}&
grant_type=refresh_token

Token Safety

Pick your storage method:

Storage Method	Best For
Database Storage	Production apps
File Storage	Development
Custom Storage	Special needs

For database storage, include these fields:

Field Name	Type
user_mail	varchar(255)
client_id	varchar(255)
refresh_token	varchar(255)
access_token	varchar(255)
expiry_time	varchar(20)

Token Updates

Keep your tokens in check:

Check	Action
Access Token Age	Replace if over 50 minutes old
Refresh Token Count	Remove oldest if reaching 20
Failed Requests	Check token validity

The system automatically removes the oldest token when you hit the limit – that’s 30 for access tokens and 20 for refresh tokens.

Setup Steps

Here’s how to connect your custom service with Zoho CRM:

Step	Action	Details
1	Go to Setup	Navigate to Setup > Developer Hub > Connections
2	Start Connection	Click +Create your First Connection
3	Choose Service	Select Custom Service tab
4	Name Service	Enter service name (e.g., MailChimp)
5	Set Auth Type	Pick OAuth 2.0 authentication
6	Add Details	Input Client ID and Client Secret
7	Complete Setup	Click Create and Connect

Next, you’ll need these connection settings:

Parameter	Required Value
Redirect URI	https://deluge.zoho.com/delugeauth/callback
API Endpoint	https://www.zohoapis.com/crm/v2/
Auth URLs	Authorize, Access Token, Refresh Token URLs
Scopes	As specified by your service

To make sure everything works:

Make a test booking (set as Reserved, Paid, or Deposit)
Add an email address – you NEED this for sync
Look for the "Open in Zoho CRM" button
Click the booking ID link in Zoho

Watch these sync points:

Check Point	What to Look For
Customer Details	Contact info shows up in Zoho
Booking Info	Booking data matches
Email Status	"Not Synced" label goes away
Link Function	Zoho CRM buttons work

If something goes wrong:

Problem	Fix
Missing Email	Add email to invoice
Sync Issues	Look at connection status
Link Failures	Check OAuth credentials
Data Gaps	Look at field mappings

For API calls, use this format:

response = invokeUrl [
    url : <url>
    type : GET/POST/PUT/DELETE
    parameters : <paramMap/string>
    connection : YOUR_CONNECTION_NAME
];

Advanced Settings

Here’s how to set up the technical parts of your integration:

Custom Data Matching

Here’s how different fields talk to each other between systems:

Field Type	What It Does	Example
Text	Matches text between systems	Company Name → Organization Name
Numbers	Matches numerical values	Revenue → Annual Income
Dates	Lines up calendar entries	Created Date → Entry Date
Custom	Matches special fields	Custom Score → Lead Rating

Data Change Rules

These rules control how your data moves:

Rule	What It Does	Options
Updates	Sets data flow direction	One-way, Two-way, Manual
Fields	Controls field changes	Read-only, Write-only, Both
Triggers	Sets when updates happen	On Change, Schedule, Manual
Conflicts	Handles data disagreements	Latest Wins, Source Wins

Adding Webhooks

Want instant updates? Here’s how to set up webhooks:

What to Set	Details	Max Allowed
Name	Letters and numbers only	50 characters
URL	Where to send updates	200 characters
Method	POST or GET	POST is default
Module	Pick your CRM section	6 webhooks per rule
Fields	What data to send	10 fields max

Security Setup

Keep your data safe with these settings:

Level	What It Controls	Options
Users	Who can do what	Admin, Custom Roles
Privacy	Personal data protection	Grant/Revoke Access
Fields	Sensitive info control	View, Edit, Hide
API	Connection control	Rate limits, IP blocks

Here’s a sample webhook setup:

{
  "module": "Leads",
  "trigger": "create",
  "url": "https://your-endpoint.com/webhook",
  "fields": ["Email", "Company", "Status"]
}

Quick tips:

Stick to ports 80 or 443 for webhooks
Watch those API limits
Use yyyy-MM-dd for dates

Fix Common Problems

Here’s how to solve the main issues you’ll run into:

Connection Problems

Can’t connect? Here’s what to check first:

Issue	What Happened	How to Fix
Invalid Token Error	Your redirect URI doesn’t match	Double-check your OAuth setup’s redirect URI
Auth Token Limit	You’ve hit the token limit	Go to accounts.zoho.com/sessions/userauthtoken and remove old tokens
API Limit Error	You’ve maxed out your plan	Talk to Zoho about bumping up your limit
Date Field Errors	Your dates are in the wrong format	Use this format: 2016-05-10 09:40:35

Having trouble logging in? Check these settings:

Problem	Look At	What to Do
Admin Access	User permissions	Set the right admin access level
Module Access	Role settings	Give access to needed modules
Custom Module Issues	Trigger settings	Remember: New Entry triggers don’t work with custom modules
Account Owner Problems	Email mapping	Make sure you’re using the right email for lookups

API Problems

Here are the big API headaches and how to fix them:

Error	Why It Happens	Fix It
401 Invalid Token	Your client ID/key isn’t right	Test in Postman before anything else
Rate Limits	Too many API calls	Look up your plan’s limits
Field Mapping	Data types don’t match	Line up your field types
Workflow Triggers	Missing permissions	Check your trigger setup

Fix It Step by Step

1. Start With the Basics

Check these first:

Is your auth token good?
Do you have the right permissions?
Are you within API limits?
Are your dates formatted correctly?

2. Test Your Connection

Use these tools:

Postman for API checks
Zoho’s connection tester
Error logs

3. Tackle Common Problems

Do This	Like This	Keep in Mind
Remove old tokens	Go to your token page	Stay under your token limit
Update client ID	Make a new one if needed	Save the new ID somewhere safe
Fix field mapping	Match types exactly	Double-check everything
Check permissions	Set proper access	Make sure nothing’s blocked

4. Need More Help?

If you’re still stuck:

Look through Zoho’s error logs
Send support your error codes
Check the API docs

Tips for Success

Here’s what you need to know to keep your connections secure, fast, and reliable:

Security First

Security Measure	What to Do	Why It Matters
Access Control	Set up role-based permissions	Stops data leaks
OAuth Setup	Store Client ID/Secret securely	Prevents connection theft
IP Restrictions	Use IP whitelisting	Blocks unknown access
Two-Factor Auth	Turn on 2FA for all users	Makes access harder to hack

Speed Boost

Action	How	Impact
Batch API Calls	Group multiple requests	Cuts response time
Smart Data Fields	Pick only what you need	Makes loading snappy
Auto Token Refresh	Set it and forget it	No manual updates
Test First	Use Postman	Catch speed issues early

Daily Checks

Here’s what to monitor:

Task	When	Why
Check Tokens	Every week	Don’t let them expire
Review Access	Each month	Keep permissions tight
Watch API Limits	Every day	Stay within bounds
Scan Error Logs	Every day	Fix issues fast

Backup Plan

What	When	How
Connection Setup	After changes	Save config files
OAuth Details	Monthly	Use password manager
Field Maps	Post-updates	Save to version control
Access Tokens	Weekly	Store with encryption

Quick Tips:

Know your API limits
Test in sandbox mode
Lock down your credentials
Set token alerts
Encrypt EVERYTHING
Back up after changes

Think of these tips like a security checklist for your house – you wouldn’t leave your front door unlocked, so don’t leave your connections unprotected either.

Managing Connections

Here’s how to keep your connections running smoothly:

Core Tools You Need

Tool	Purpose	How to Use
Command Prompt	Check connections	Run batch files
Task Manager	Watch programs	Stop/start remote apps
Device Manager	Fix hardware	Turn drivers on/off
Registry Editor	Change settings	Find program info
Zoho Health Check	Test CRM data	Hit "Run Health Check"

What Good Looks Like

Metric	Goal	When to Check
API Speed	2 seconds max	Every day
Data Syncs	98% success	Once a week
Token Status	All working	Once a week
Errors	Under 1%	Every day
Module Score	90%+	Once a month

Making Updates

Here’s what you need to do:

1. Save Everything First

Back up your files, export your data, and write down your current setup.

2. Make Sure It’ll Work

Check your API version, test everything in sandbox, and look at your OAuth setup.

3. Do The Update

Make your changes, test everything works, and watch how it runs.

Keep It Running

What to Do	When	Steps
Health Report	Monthly	Check CRM modules
API Usage	Daily	Look at your limits
Token Updates	Weekly	Get new access tokens
Connection Tests	Daily	Test your APIs
Data Check	Monthly	Look at main modules

Do These Things:

Send COQL requests to test modules
Keep an eye on your main data (Leads, Contacts, Accounts, Deals, Tasks)
Run quick health checks when needed
Update OAuth keys before they expire
Watch how your APIs perform

For MailChimp and Similar Tools:

Look at Setup > Developer Hub > Connections
Check your OAuth 2.0 is set up right
Make sure APIs respond
Watch your data move

Technical Guide

API Guide

Here’s what you need to know about our APIs:

API Component	Details	Usage
REST APIs	Access all CRM components	GET, POST, PUT, DELETE methods
Bulk API	Handle large data sets	Data migration and backup
Notification API	Get instant updates	Subscribe to data changes
Query API	Custom data retrieval	MySQL-like SELECT queries

Connection Details

These settings are MUST-HAVES for your connection:

Setting	Required Value	Notes
Client Type	Server-based Applications	For OAuth setup
Homepage URL	Your app’s URL	Must match registered domain
Redirect URI	OAuth callback URL	Must match app settings
Access Token Life	3600000 ms (1 hour)	Auto-expires after time limit
Refresh Token Life	0 (no expiry)	Permanent until revoked

Want to set up OAuth 2.0? Here’s how:

1. Register Your App

You’ll need these from the Zoho API console:

Client ID
Client Secret
Request Token URL
Access Token URL

2. Set Up Authentication

Here are the URLs you’ll need:

URL Type	Purpose	Example URL
Authorization	User consent	accounts.zoho.in/oauth/v2/auth
Token	Get access token	accounts.zoho.in/oauth/v2/token
Refresh	Update tokens	accounts.zoho.in/oauth/v2/token

Error Codes

When things go wrong, here’s what the codes mean:

HTTP Status Codes:

Code	Meaning	Action Needed
200	Success	None – request worked
400	Bad Request	Check input parameters
401	Invalid Token	Get new access token
403	No Permission	Check user rights
429	Too Many Requests	Slow down API calls

CRM Errors:

Code	Issue	Fix
7003	Missing Parameters	Add required fields
7301	No Permission	Get admin access
8518	Bad Auth	Update OAuth token
8534	Bad JSON	Fix data format
8535	Token Invalid	Generate new token

Help and Support

Need help with your custom connector? Here’s where to get it:

AorBorC Technologies

AorBorC Technologies handles everything Zoho CRM – from setup to maintenance. Here’s what they do:

Service	What You Get
CRM Setup	Custom connectors built just for you
Apps	Zoho Creator and CRM solutions
Full Setup	Complete Zoho One system installation
Support	Regular fixes and updates

Where to Find Help

Here’s your go-to list for tech help:

What You Need	What It Is	How to Get It
Basic Help	Step-by-step guides	Zoho Help Portal
Tech Details	API specs	Developer Console
Code Help	Ready-to-use examples	GitHub
Setup Help	Video guides	Learning Center

Talk to Others

Got questions? Here’s where to ask:

Where	What For	When You’ll Hear Back
Zoho Community	Basic questions	1-2 days
Developer Hub	Tech problems	Next business day
Stack Overflow	Code fixes	2-4 hours

Get Pro Help

Need an expert? Pick your channel:

Type	How	Wait Time
Email	Support ticket	24 hours
Chat	In-app	15 minutes
Phone	Direct call	Right away
Screen Share	Book a time	As scheduled

Keep Things Running

Check these items regularly:

What	When	Do This
Tokens	Every week	Check if they work
Data Flow	Monthly	Test connections
Errors	Daily	Look for problems
Backups	Weekly	Make sure they work
System	Monthly	Install updates

Pro tip: If you’re running a big setup, think about getting a Zoho admin on your team.

FAQs

Here’s how to set up custom connectors in Zoho CRM:

How to create a custom connection in Zoho CRM?

Setting up a custom connection takes just 4 steps:

Go to Connections and click [+ Add Connection]
Switch to the Custom Service tab
Click Create Your Own
Type in your service name (like HubSpot or Survey Monkey)

Before you start, check these 3 things:

What to Check	Why
API Access	Must be ON in Zoho CRM settings
Account Rights	Your account needs API permissions
Profile Rules	Data access must be allowed

Having trouble? Here’s what to do:

No data showing up? Check your account permissions
Connection failed? Look at your profile settings
Still stuck? Make sure API access is turned on

Need help? AorBorC Technologies can set up and support your custom connectors.

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