MySQL AppiWorks
Interact with MySQL directly from Zoho Books
What is MySQL AppiWorks?
MySQL AppiWorks for Zoho Books is a Zoho Books extension that integrates Zoho Books and MySQL database. It helps users to export data from Zoho Books to MySQL, import data from MySQL to Zoho Books and show contextual data from MySQL inside Zoho Books.
Why do you need?
If you are looking at integrating Zoho Books with MySQL and getting your processes automated, look no further. MySQL AppiWorks for Zoho Books covers you fully.
How does it work?
See the demo video on how to use MySQL AppiWorks for Zoho Books
Key Features
✅ Auto Interaction: Automatically insert a record into MySQL when a new Customer/ Estimate or any record in a Zoho Books module is created.
✅ On Demand Interaction: Insert records into MySQL on selected Customer/ Estimate or any records in a Zoho Books module.
✅ Bulk Import: Import data from MySQL tables/view into Zoho Books with a guided setup.
✅ View Contextual data: Show related data from MySQL table/view inside Zoho Books module GUI
✅ Configurable Services: A fully configurable automation that lets you take control of your integration and automation needs between Zoho Books and MySQL.
Sample Use Cases
► Insert new record into MySQL database table when a new lead is created on Zoho Books
► Export 200 selected invoices from Zoho Books into MySQL database table
► Import Customers from MySQL database table into Zoho Books Customers.
► View related invoices or payments data from home grown system (that runs on MySQL)
Installation
Go to Zoho Marketplace
Search for MySQL AppiWorks
Click on the Install Now.
It will open a dialog to agree with the terms of services of the vendor and Zoho Marketplace and the privacy policy of the vendor.
The users need to agree with that and then click on continue.
Select your Users/Profiles (Select the profile to whom this extension is to be visible, based on the profile selection the extension will be displayed to users) and then click on Confirm.
Extension Installation is completed and added to your Zoho Books and you will also get a confirmation email from Zoho Marketplace.
Setup
After installation is successful, Sign in to Zoho Books and open Web Tabs on the sidebar and you will see MySQL AppiWorks (shown right side).
Click on MySQL AppiWorks
You will now redirect to MySQL AppiWorks homepage/landing page.
Please wait for AppiWorks basic initialization or until the START AUTOMATING button is enabled.
Click on START AUTOMATING.
It will redirect you to the Setup Zoho Books Connection page.
Establish a connection by clicking on Authorize with Zoho Books in order to proceed.
It will redirect you to the Connection Success page.
Here, either you can create a new service or go to your existing services list.
Give a name to your automation service.
Choose the Automation type.
Click on Next
Choose a Zoho Books module.
Click on Next
How to create an Export service?
Choose the Connection Or Create a new connection.
Choose an Object from MySQL.
Choose the Action.
Click on Next
Click on the + Add button to create a new mapping between the Zoho module & MySQL object.
Click the icon next to + Add for the Intelligent/ Automatic mapping.
Click on Next
Choose an App Field.
Choose the mapping type.
Choose the Source field (selected Zoho Books module fields).
Template mapping type supports multiple field insertions with a message (see eg. on the right side)
You can add multiple fields by clicking on three dots symbol for the templated type (shown on the right side)
Click on Add to add the mapping
Switch on [ ] new [ ] edit checkboxes, if you want to trigger the export automatically on the creation of the new record, or edit of record.
Switch on the Allow Manual Execution if you want to export inside the Zoho Books module page.
Activate the service by switching on the final switch. Otherwise, the service will not get executed.
Click on the Save button to save the service in your workspace.
Now, this service is listed on the services list page and ready for automation.
You can create as many services as you want.
Go to the services list page by clicking on the Previous Page button.
Notes:
Service execution will happen in two ways. Automatic and Manual (based on whether automatic and manual triggers are enabled or not).
Service required to be active for either Automatic or manual execution.
Automatic execution will happen when the user either creates or edits a record for that module configured in that service.
Manual execution is done through a custom button MySQL AppiWorks located in that module configured with service by selecting records or editing/creation page.
How to execute export service manually?
In manual execution, you can execute services for multiple records (Currently, supported only in invoices module of Zoho Books)
Go to the Zoho Books module tab (eg. Invoices).
Select the records and click on the MySQL AppiWorks button.
Services created for the module and enabled for manual execution are listed on the MySQL AppiWorks manual tab.
Click on the corresponding service Execute button to execute the service for the selected records.
After the execution of the service, the execution response will be embedded below the service.
Please see below image carousel for a glance at manual execution.
How to create an Import service?
Go to the Setup section above and follow those steps and get back here.
Choose the Automation type as Import
Choose the Connection Or Create a new connection.
Choose an Object from MySQL.
Click on Next
Do the mapping between the Zoho module and MySQL object fields.
For the steps, you can follow the same steps as mentioned for the export service in the above section.
Click on Next
Setup the Data Filter (If applied it will bring only filtered records from MySQL, else it will bring all the records)
Click on the (+) button to add the filters. You can add multiple filters.
Choose the App Field and Operator.
Enter the value to be matched.
Click on the Preview button to see the results.
Choose the rows from the table to import.
You can also choose the columns to see on the table.
Choose the Import type, By default, Quick import is selected, you can also do scheduled import
If Quick Import, click on the Import Now button to import instantly.
Click on Next
Activate the service
Click on the Save button to save the service for future use.
How to create a View service?
Go to the Setup section above and follow those steps and get back here.
Choose the Automation type as View.
Choose the Connection Or Create a new connection.
Choose an Object from MySQL.
Click on Next
Setup the Connecting filters (connecting filters is basically a hook between the Zoho Books module & MySQL)
Click on the (+) button to add the connecting filters. You can add multiple filters.
Choose the App Field, Operator & Zoho Field.
Click on Next & Save the service.
Go to the Zoho module tab on which you have created the view service in the first step of service configuration.
For eg. Here in this demo, we have chosen the Zoho Books Contacts (In the Zoho Books dashboard it is referred to as Customers) module. So we will go to the Customers tab in the Zoho Books dashboard.
Click on any record (in this case, any customer).
Click on Related List (shown on the right side in the red box)
You will see the first three view services configured for the corresponding module (here Customers)
Click on the service to see the results
