182 lines
5.2 KiB
Markdown
182 lines
5.2 KiB
Markdown
# Zoho CRM Setup Guide for Queue North Admins
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This guide walks you through setting up Zoho CRM integration to automatically capture leads and support cases from Queue North's website.
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---
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## 🔒 Prerequisites
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Before you begin, ensure you have:
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- A Zoho CRM account (admin access required)
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- Access to Zoho API Console: https://api-console.zoho.com
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---
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## Step 1: Create a Zoho Self-Client App
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1. Go to **https://api-console.zoho.com**
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2. Click **"Create Self Client"**
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3. Fill in:
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- **Client Name**: Queue-North-Zoho-Integration
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- **Description**: Auto-capture leads and cases from Queue North website
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- **Redirect URI**: `https://www.zoho.com` (required for Self-Client, not used)
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4. Click **Create**
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5. **Copy and save**:
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- **Client ID**
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- **Client Secret**
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> ⚠️ Store these securely — they're like a username and password.
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---
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## Step 2: Generate an Authorization Code
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1. In the Self Client tab, click **"Generate Code"**
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2. Set the **Scope** to:
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```
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ZohoCRM.modules.leads.CREATE,ZohoCRM.modules.leads.READ,ZohoCRM.modules.cases.CREATE,ZohoCRM.modules.cases.READ
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```
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3. Set **Expiry** to **10 minutes** (use it quickly)
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4. Click **Generate**
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5. **Copy the authorization code** — it expires in 10 minutes
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---
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## Step 3: Exchange Auth Code for Tokens
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Run this `curl` command (replace placeholders):
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```bash
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curl -X POST https://accounts.zoho.com/oauth/v2/token \
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-d "code=<YOUR_AUTH_CODE>" \
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-d "client_id=<YOUR_CLIENT_ID>" \
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-d "client_secret=<YOUR_CLIENT_SECRET>" \
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-d "grant_type=authorization_code" \
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-d "redirect_uri=https://www.zoho.com"
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```
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**Response will include:**
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```json
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{
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"access_token": "1000.xxxxx.xxxxx",
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"refresh_token": "1000.yyyyy.yyyyy",
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"expires_in": 3600,
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"token_type": "bearer"
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}
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```
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**Save the `refresh_token`** — this never expires and must be kept secret.
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---
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## Step 4: Configure Environment Variables
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Add these to your `.env` file:
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```env
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# Zoho integration is OFF by default — set to true to enable
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ZOHO_ENABLED=false
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ZOHO_API_DOMAIN=https://www.zohoapis.com
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ZOHO_ACCOUNTS_DOMAIN=https://accounts.zoho.com
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ZOHO_CLIENT_ID=<from Step 1>
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ZOHO_CLIENT_SECRET=<from Step 1>
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ZOHO_REFRESH_TOKEN=<from Step 3>
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# Cases forwarding is also OFF by default
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ZOHO_CASES_ENABLED=false
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```
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> **Note:** Both `ZOHO_ENABLED` and `ZOHO_CASES_ENABLED` default to `false`. Set them to `true` only after completing Steps 1–3 and verifying your credentials.
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### Datacenter Variants
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If your Zoho datacenter is **outside the US**, adjust the domains:
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| Region | API Domain | Accounts Domain |
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|--------|-----------|-----------------|
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| US | `www.zohoapis.com` | `accounts.zoho.com` |
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| EU | `www.zohoapis.eu` | `accounts.zoho.eu` |
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| IN | `www.zohoapis.in` | `accounts.zoho.in` |
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| AU | `www.zohoapis.com.au` | `accounts.zoho.com.au` |
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---
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## Step 5: Test the Integration
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### Test Lead Capture
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1. Submit a lead on the contact form (name, email, phone, message)
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2. Wait ~5–10 seconds
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3. Log in to Zoho CRM → Leads tab
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4. Verify the new lead appears with correct data
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### Test Case Capture
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1. Submit a support request (e.g., booking inquiry, technical question)
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2. Wait ~5–10 seconds
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3. Log in to Zoho CRM → Cases tab
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4. Verify the new case appears with correct data
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---
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## Troubleshooting
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### Token Errors
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- **"invalid_grant"**: Your authorization code expired. Generate a new one in Step 2 and repeat Step 3.
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- **"invalid_client"**: Double-check Client ID and Secret — no extra spaces.
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- **"invalid_scope"**: Re-run Step 2 with the exact scopes listed above.
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### Field Mismatches
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- If leads/cases don't appear, check if Zoho requires custom fields like `Service_Interest`
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- Edit the field mapping in `server/zoho/` to match your Zoho CRM field API names
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### Cases Not Appearing
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- Ensure `ZOHO_CASES_ENABLED=true` is set
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- Verify the Cases tab is enabled in your Zoho CRM plan
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- Check that your Zoho CRM user has **Cases CREATE** permissions
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### Lead Upsert Behavior
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- Leads are **upserted by email**: duplicate email = update existing lead
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- Cases are **always inserted** (new ticket each time)
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- If you see duplicate leads, check for slight email variations (e.g., `test@` vs `test+1@`)
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---
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## Architecture Notes
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### Flow Overview
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```
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Website Contact Form → SQLite (always saved)
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↓
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Zoho CRM (best-effort)
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↓
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Fire-and-forget (no failure blocking)
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```
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### OAuth2 Refresh Token Flow
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1. Use `refresh_token` to get a new `access_token` when expired
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2. `access_token` expires in 1 hour
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3. `refresh_token` never expires — store it securely
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### Upsert Logic
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- **Leads**: Email-based upsert (update if exists, create if new)
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- **Cases**: Always insert (new case per submission)
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### Fire-and-Forget Design
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- Zoho failures **do not block** form submissions
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- All data is saved to SQLite first
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- Zoho attempts happen in the background
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- No retry logic needed — users won't wait for Zoho
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---
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## What Happens Next?
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After configuration:
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1. Deploy the environment variables to production
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2. Set `ZOHO_ENABLED=true` and `ZOHO_CASES_ENABLED=true` in production `.env`
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3. Restart the application
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4. Submit a test lead and support case to verify data flows to Zoho CRM
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5. Check Zoho CRM Leads and Cases tabs to confirm both appear
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---
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**Need help?** Contact your site administrator.
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