If you want to trigger an Integromat scenario when something gets added to your Zoho CRM (for example, a new lead), Integromat has the Zoho CRM “Watch Objects” module, configured here to fire on new leads:
But notice the clock icon – this is a scheduled trigger running periodically, rather than an instant trigger that only runs when a new record is available.
There’s two main downsides with this. Firstly, you will only get new records according to the schedule interval (minimum every 15 minutes on the Free plan, 5 minutes on Basic). Secondly, every time the schedule timer fires, you’ll use one Integromat operation even if there’s no data to be fetched. Clearly, there’s a trade-off between the two – increase the interval to minimize the number of wasted operations, but at the cost of losing a real-time response.
There is a way round this – you can configure Zoho CRM to send a real-time webhook trigger on any event. This will save you wasted Integromat operations, and give you a real-time response. Here’s how.
Firstly, we need to start creating the Integromat scenario that’s going to receive the webhook. In a new scenario, click on the “+” module and type “webhooks” then select the “Webhooks” service:
From here, select “Custom webhook” (notice that it has “INSTANT” next to it – this is a real-time trigger):
The “Custom webhook” module will load – click the “Add” button to define a new webhook:
Give the webhook a name and save it (here, I’ve called it “Zoho CRM new lead”):
Now, your Custom Webhook is waiting for a first contact so that it can determine the structure of the webhook payload – we’ll come back to this shortly. For the moment, just click the “Copy address to clipboard” button:
The next set of steps are in Zoho CRM.
On the top-right of the Zoho CRM menu bar, click the cog icon to go into Setup:
In the Search field in Setup, type “Workflow” and select “Rules – Workflow Rules”:
Click the “Create Rule” button:
Make sure you have the correct Zoho CRM module selected (in this example, Leads) and give the rule a name:
In the Rule designer screen, first we define when this rule will fire – in our case when a new Lead record is created:
Click “Next”. Then we need to define which Leads this will apply to – all Leads, or only some Leads according to selection criteria. I’m going to choose “All Leads”:
Click “Next”. Then, we’re going to define the action that gets taken when a new Lead is created – you guessed it, it’s our Webhook! Click “Webhook” in the popup menu:
The webhook configuration panel will load:
Give the Webhook a name, such as “Send Lead to Integromat”. Paste the Intregromat webhook address into the “URL to Notify” field. Make sure you have the right Module selected – in this case we want to send Zoho CRM Lead data. Click the “Save and Associate” button to store the outgoing Webhook definition.
Scroll down the page, and under “Body” select a Type of “Form-Data”. Under “Module Parameters” click “Add parameter”:
Here, you define which Lead fields you want to send (in the last column) and you give the, an appropriate name for the parameter in the Webhook:
Finally, click the “Save” button in the Rule designer.
Wait, we’re not finished yet! Remember that Integromat is still sitting waiting for the Webhook to fire so that it can determine the payload data structure. So we need to create a dummy new Lead in Zoho CRM. Do this, and switch back to Integromat. You’ll now see this:
Notice that it says “Successfully determined” – it’s read the payload and worked out the data structure. Click “OK” to save this Webhook definition.
Now, we can add our following action in Integromat. As an example, let’s write the Lead company name and contact name to a Google Sheet:
You can see that now, Integromat gives us the option of selecting the mapped values from the Zoho CRM webhook that we included in the webhook body definition.
If you need to add more, you can go back to the Webhook definition in Zoho CRM and add more parameters. Then click on the “Custom Webhook” module in the Integromat scenario and click “Re-determine data structure” and create a new test Lead in Zoho CRM. Integromat will then pick up the new Webhook payload data structure and make the new parameters available.