FAQ

Can I sync data from multiple Zoho CRM environments (Production, Sandbox) to the same destination?

Yes, you can create separate data flows for each environment. For example, create one data flow for Production Deals and another for Sandbox Deals. If you want them merged, use an Append transformation in Coupler.io to combine them into a single table.

Do I need a separate API token for each data flow?

No, you can reuse the same token across multiple data flows. All data flows using the same token will count against your Zoho CRM API quota, so be mindful of rate limits if you have many concurrent syncs.

What's the difference between syncing Contacts and Leads?

Leads are prospects you haven't converted yet; they typically have less rich data (name, email, company). Contacts are people linked to a specific Account and usually have deeper relationship history (phone, address, linked deals, activity log). Many teams sync both to track the full funnel from prospect to customer.

How do I sync custom modules or custom fields?

Custom modules and fields appear in Coupler.io's module list if your Zoho CRM admin has enabled them and granted you read access. When you select a module, all available fields (standard and custom) will appear. If a custom field is missing, ask your admin to verify API access is enabled for your user role.

Can I filter data by criteria (e.g., only "Closed Won" deals)?

Zoho CRM's API doesn't support filtering at the source level in Coupler.io. Instead, filter in your destination after the data syncs. In Google Sheets or Excel, use formulas or built-in filters. In BigQuery, use WHERE clauses. For a more reusable approach, use Coupler.io's filter transformations if available, or a BI tool like Looker Studio.

How often should I refresh my data flow?

It depends on how fast your data changes and your API quota:

• Sales pipelines (Deals): Daily or every 6 hours if frequently updated

• Contacts/Accounts: Daily if your team actively adds and updates them

• Reports (read-only summaries): Weekly if historical accuracy matters more than real-time sync

Start with daily and adjust based on your refresh latency tolerance and API quota remaining.

Why is my data appearing as duplicates in the destination?

If your data flow is set to Append mode (the default), it adds new rows without removing old ones. To replace old data with fresh data each sync, change the data flow's mode to Replace. Check your Coupler.io data flow settings to confirm which mode is active.

Can I send Zoho CRM data to an AI destination like Claude or ChatGPT?

Yes! You can sync Deals, Leads, or Accounts to Claude, ChatGPT, Gemini, Perplexity, or other AI destinations. Once the data flows, you can prompt the AI to analyze your pipeline (e.g., "Identify the top 5 at-risk deals and suggest retention strategies" or "Summarize lead sources and recommend budget allocation"). This is useful for quick insights without building a custom dashboard.

How do I handle timezones when syncing date fields?

Zoho CRM stores all dates and times in UTC. Coupler.io preserves UTC values in the export. To convert to your local timezone:

• Google Sheets: Use =A1 + TIME_ZONE_OFFSET() or a similar formula

• Excel: Apply a formula like =(A1 + (your_offset / 24))

• BigQuery: Use DATETIME(date_field, 'America/New_York') to convert on query

If dates matter for reporting, convert them after syncing.

For more details on available modules and metrics, see the Data Overview article. For help troubleshooting connection or data issues, check Common Issues.