How to Connect Zoho Inventory as Data Search

Integration with Zoho Inventory is implemented as a separate Search block, which can be placed between the Data Source and Data Destination . This will allow you to get data fields in the Data Source, make a request from Zoho Inventory to search for a contact, item, package or sales order by the specified values, and pass data on them to the Data Destination fields. Thus, through the search, you can automatically get data from Zoho Inventory and transfer it to the services and systems that you use.

The function allows you to search for a Sales Order, Contact, Item or  Package Zoho Inventory and update the data

Navigation:

Connecting Google Sheets as a Data Source:

1. What data can be get from Google Sheets?
2. How to connect your Google Sheets account to ApiX-Drive?
3. Selecting the table and sheet from which rows will be exported.
4. An example of data that will be transferred from Google Sheets.

Connecting Zoho Inventory as Data Search:

1. What data can I get from Zoho Inventory?
2. How to connect Zoho Inventory account to ApiX-Drive?
3. How to set up data search in Zoho Inventory in the selected action?
4. An example of data that will be transferred from Zoho Inventory.

Setting up row updates in Google Sheets:
1. What will the Google Sheets integration do?
2. How to connect your Google Sheets account to ApiX-Drive?
3. How to set up data transfer to Google Sheets in the selected action?
4. An example of the data that will be sent to your Google Sheets.
5. Auto-update and update interval.

Setting Data SOURCE: Google Sheets

Let's look at how the Search function works using the example of updating a Row in Google Sheets.

First, you need to create a new connection.

Select a system as the Data Source. In this case, you must specify Google Sheets.

Next, you need to specify the action "Get ROWS (All)".

The next step is to select the Google Sheets account from which the data will be uploaded.

If there are no accounts connected to the system, click "Connect account".

Select which account you want to connect to ApiX-Drive and grant all permissions to work with this account.

When the connected account is displayed in the "active accounts" list, select it.

Attention! If your account is in the "inactive accounts" list, check your access to this login!

Select the Google Sheets table and sheet where the data you need is located.

At this step, you can add a data filter to load not all rows, but only those for which data needs to be updated, for example:

1. Select a column from the table in which you have the data you are looking for.

2. Select the "Does not contain" action.

3. Write a value to filter by, for example "confirmed".

With such a filter, you will not be unloading rows that already have this status. Why spend extra steps to overwrite this status if the order is already confirmed?

Now you can see the test data for one of the rows in your Google Sheets.

If you want to update the test data - click "Load test data from Google Sheets".

If you want to change the settings - click "Edit" and you will go back one step.

Now we connect an additional Data Search block. To do this, click on the "+" and select "Add data SEARCH" from the list.

As the system in which the search will be performed, select "Zoho Inventory".

Next, select an action, for example "Find sales ORDER".

The next step is to select a Zoho Inventory account.

If there are no accounts connected to the ApiX-Drive system, click "Connect account".

Enter the authorization data in your personal Zoho account.

When the connected account is displayed in the "active accounts" list, select it.

Select a field to search for data.

The following types of fields are available for searching:
- Sales order id;
- Customer ID;
- Sales order number;
- Reference number.

In the "Search" field, you must specify a variable from the Data Source in which the search data is located, that is, a variable with which the column in the Data Destination will be compared, for example, Sales order id, Customer ID, Sales order number, or Reference number. If a match is found, the row will be updated.

You now see test data for one of the Sales Orders. You can transfer this data to your receive table.

If the test data does not appear automatically, click "Search Zoho Inventory".

If something does not suit you - click "Edit", go back one step and change the settings for the search fields.

This completes the Data Search setup!

Now we can start setting up Google Sheets as a Data Destination system.

To do this, click "Add Data DESTINATION".

Setup Data Destination system: Google Sheets

Select the system as Data Destination. In this case, you must specify Google Sheets.

Next, you need to specify the action "Update ROW".

The next step is to select the Google Sheets account to which the Zoho Inventory status will be transferred. If this is the same account, then select it.

If you need to connect another accounts to the system, click "Connect account" and repeat the same steps as described when connecting Google Sheets as a Data Source.

Now you need to select the File (Table) and Sheet in which the Zoho Inventory Sales Order data will be updated.

In the "Search column" field, you need to select the column by which the data will be searched. That is, where to look for data in the table.

Next, in the "Search" field, you need to select a variable from the drop-down list or enter the data manually, by which value the system will search for data to update the row you need. In our case, we select the "E" column, which contains the sales order number data. The system will update the data in the desired row only if it matches the Sales Order Number.

Also, you need to specify the Search Type, in case you find multiple rows with the same Sales Order Number:

"First found row" - searching and updating data will occur in the first found line that satisfies the search conditions.
"Last found row" - searching and updating data will occur in the last found line that satisfies the search conditions.
"All found rows" - search and update of data will be performed on all found rows that satisfy the search conditions.

Also specify the option how to Overwrite data:

- Overwrite old data - new data will be written over the old ones.
- Append to old data - new data from the Data Source will be appended to the old data.

Now you need to assign an order status variable, which we take from the Data Search block, to the empty column. In the future, this column will be updated with the status of your order.

After setting, click "Continue".

Thus, the Data Search section takes the Data Source field in which you have the Sales Order Number, queries Zoho Inventory for the order data, in this case the status of the order, and passes this status to the Data Destination field, for example, in the "F" column. ".

  This completes the Data Destination system setup!

Now you can start choosing the update interval and enabling auto-update.

To do this, click "Enable update".      

On the main screen, click on the gear icon to select the required update interval or set up scheduled launch. To start the connection by time, select scheduled start and specify the desired time for the connection update to be triggered, or add several options at once when you need the connection to be triggered.

Attention! In order for the scheduled run to work at the specified time, the interval between the current time and the specified time must be more than 5 minutes. For example, you select the time 12:10 and the current time is 12:08 - in this case, the automatic update of the connection will occur at 12:10 the next day. If you select the time 12:20 and the current time is 12:13 - the auto-update of the connection will work today and then every day at 12:20.

To make the current connection transmit data only after another connection, check the box "Update connection only after start other connection" and specify the connection after which the current connection will be started.     

To enable auto-update, switch the slider to the position as shown in the picture.

To force the connection, click on the arrow icon.

This completes the Zoho Inventory Sales Order Data Search setup! See how easy it is!?

Now don't worry, ApiX-Drive will do everything on its own!