Zoho Crm Automation

1---
2name: zoho-crm-automation
3description: "Automate Zoho CRM tasks via Rube MCP (Composio): create/update records, search contacts, manage leads, and convert leads. Always search tools first for current schemas."
4requires:
5  mcp: [rube]
6---
7 
8# Zoho CRM Automation via Rube MCP
9 
10Automate Zoho CRM operations through Composio's Zoho toolkit via Rube MCP.
11 
12## Prerequisites
13 
14- Rube MCP must be connected (RUBE_SEARCH_TOOLS available)
15- Active Zoho CRM connection via `RUBE_MANAGE_CONNECTIONS` with toolkit `zoho`
16- Always call `RUBE_SEARCH_TOOLS` first to get current tool schemas
17 
18## Setup
19 
20**Get Rube MCP**: Add `https://rube.app/mcp` as an MCP server in your client configuration. No API keys needed — just add the endpoint and it works.
21 
22 
231. Verify Rube MCP is available by confirming `RUBE_SEARCH_TOOLS` responds
242. Call `RUBE_MANAGE_CONNECTIONS` with toolkit `zoho`
253. If connection is not ACTIVE, follow the returned auth link to complete Zoho OAuth
264. Confirm connection status shows ACTIVE before running any workflows
27 
28## Core Workflows
29 
30### 1. Search and Retrieve Records
31 
32**When to use**: User wants to find specific CRM records by criteria
33 
34**Tool sequence**:
351. `ZOHO_LIST_MODULES` - List available CRM modules [Prerequisite]
362. `ZOHO_GET_MODULE_FIELDS` - Get field definitions for a module [Optional]
373. `ZOHO_SEARCH_ZOHO_RECORDS` - Search records by criteria [Required]
384. `ZOHO_GET_ZOHO_RECORDS` - Get records from a module [Alternative]
39 
40**Key parameters**:
41- `module`: Module name (e.g., 'Leads', 'Contacts', 'Deals', 'Accounts')
42- `criteria`: Search criteria string (e.g., 'Email:equals:john@example.com')
43- `fields`: Comma-separated list of fields to return
44- `per_page`: Number of records per page
45- `page`: Page number for pagination
46 
47**Pitfalls**:
48- Module names are case-sensitive (e.g., 'Leads' not 'leads')
49- Search criteria uses specific syntax: 'Field:operator:value'
50- Supported operators: equals, starts_with, contains, not_equal, greater_than, less_than
51- Complex criteria use parentheses and AND/OR: '(Email:equals:john@example.com)AND(Last_Name:equals:Doe)'
52- GET_ZOHO_RECORDS returns all records with optional filtering; SEARCH is for targeted lookups
53 
54### 2. Create Records
55 
56**When to use**: User wants to add new leads, contacts, deals, or other CRM records
57 
58**Tool sequence**:
591. `ZOHO_GET_MODULE_FIELDS` - Get required fields for the module [Prerequisite]
602. `ZOHO_CREATE_ZOHO_RECORD` - Create a new record [Required]
61 
62**Key parameters**:
63- `module`: Target module name (e.g., 'Leads', 'Contacts')
64- `data`: Record data object with field-value pairs
65- Required fields vary by module (e.g., Last_Name for Contacts)
66 
67**Pitfalls**:
68- Each module has mandatory fields; use GET_MODULE_FIELDS to identify them
69- Field names use underscores (e.g., 'Last_Name', 'Email', 'Phone')
70- Lookup fields require the related record ID, not the name
71- Date fields must use 'yyyy-MM-dd' format
72- Creating duplicates is allowed unless duplicate check rules are configured
73 
74### 3. Update Records
75 
76**When to use**: User wants to modify existing CRM records
77 
78**Tool sequence**:
791. `ZOHO_SEARCH_ZOHO_RECORDS` - Find the record to update [Prerequisite]
802. `ZOHO_UPDATE_ZOHO_RECORD` - Update the record [Required]
81 
82**Key parameters**:
83- `module`: Module name
84- `record_id`: ID of the record to update
85- `data`: Object with fields to update (only changed fields needed)
86 
87**Pitfalls**:
88- record_id must be the Zoho record ID (numeric string)
89- Only provide fields that need to change; other fields are preserved
90- Read-only and system fields cannot be updated
91- Lookup field updates require the related record ID
92 
93### 4. Convert Leads
94 
95**When to use**: User wants to convert a lead into a contact, account, and/or deal
96 
97**Tool sequence**:
981. `ZOHO_SEARCH_ZOHO_RECORDS` - Find the lead to convert [Prerequisite]
992. `ZOHO_CONVERT_ZOHO_LEAD` - Convert the lead [Required]
100 
101**Key parameters**:
102- `lead_id`: ID of the lead to convert
103- `deal`: Deal details if creating a deal during conversion
104- `account`: Account details for the conversion
105- `contact`: Contact details for the conversion
106 
107**Pitfalls**:
108- Lead conversion is irreversible; the lead record is removed from the Leads module
109- Conversion can create up to three records: Contact, Account, and Deal
110- Existing account matching may occur based on company name
111- Custom field mappings between Lead and Contact/Account/Deal modules affect the outcome
112 
113### 5. Manage Tags and Related Records
114 
115**When to use**: User wants to tag records or manage relationships between records
116 
117**Tool sequence**:
1181. `ZOHO_CREATE_ZOHO_TAG` - Create a new tag [Optional]
1192. `ZOHO_UPDATE_RELATED_RECORDS` - Update related/linked records [Optional]
120 
121**Key parameters**:
122- `module`: Module for the tag
123- `tag_name`: Name of the tag
124- `record_id`: Parent record ID (for related records)
125- `related_module`: Module of the related record
126- `data`: Related record data to update
127 
128**Pitfalls**:
129- Tags are module-specific; a tag created for Leads is not available in Contacts
130- Related records require both the parent record ID and the related module
131- Tag names must be unique within a module
132- Bulk tag operations may hit rate limits
133 
134## Common Patterns
135 
136### Module and Field Discovery
137 
138```
1391. Call ZOHO_LIST_MODULES to get all available modules
1402. Call ZOHO_GET_MODULE_FIELDS with module name
1413. Identify required fields, field types, and picklist values
1424. Use field API names (not display labels) in data objects
143```
144 
145### Search Criteria Syntax
146 
147**Simple search**:
148```
149criteria: '(Email:equals:john@example.com)'
150```
151 
152**Combined criteria**:
153```
154criteria: '((Last_Name:equals:Doe)AND(Email:contains:example.com))'
155```
156 
157**Supported operators**:
158- `equals`, `not_equal`
159- `starts_with`, `contains`
160- `greater_than`, `less_than`, `greater_equal`, `less_equal`
161- `between` (for dates/numbers)
162 
163### Pagination
164 
165- Set `per_page` (max 200) and `page` starting at 1
166- Check response `info.more_records` flag
167- Increment page until more_records is false
168- Total count available in response info
169 
170## Known Pitfalls
171 
172**Field Names**:
173- Use API names, not display labels (e.g., 'Last_Name' not 'Last Name')
174- Custom fields have API names like 'Custom_Field1' or user-defined names
175- Picklist values must match exactly (case-sensitive)
176 
177**Rate Limits**:
178- API call limits depend on your Zoho CRM plan
179- Free plan: 5000 API calls/day; Enterprise: 25000+/day
180- Implement delays between bulk operations
181- Monitor 429 responses and respect rate limit headers
182 
183**Data Formats**:
184- Dates: 'yyyy-MM-dd' format
185- DateTime: 'yyyy-MM-ddTHH:mm:ss+HH:mm' format
186- Currency: Numeric values without formatting
187- Phone: String values (no specific format enforced)
188 
189**Module Access**:
190- Access depends on user role and profile permissions
191- Some modules may be hidden or restricted in your CRM setup
192- Custom modules have custom API names
193 
194## Quick Reference
195 
196| Task | Tool Slug | Key Params |
197|------|-----------|------------|
198| List modules | ZOHO_LIST_MODULES | (none) |
199| Get module fields | ZOHO_GET_MODULE_FIELDS | module |
200| Search records | ZOHO_SEARCH_ZOHO_RECORDS | module, criteria |
201| Get records | ZOHO_GET_ZOHO_RECORDS | module, fields, per_page, page |
202| Create record | ZOHO_CREATE_ZOHO_RECORD | module, data |
203| Update record | ZOHO_UPDATE_ZOHO_RECORD | module, record_id, data |
204| Convert lead | ZOHO_CONVERT_ZOHO_LEAD | lead_id, deal, account, contact |
205| Create tag | ZOHO_CREATE_ZOHO_TAG | module, tag_name |
206| Update related records | ZOHO_UPDATE_RELATED_RECORDS | module, record_id, related_module, data |
207