Get started with Zoho Desk on HexaSync

This guide explains how to connect Zoho Desk to HexaSync Automation Engine to get product (Products) and contact (Contacts) data from Zoho Desk. The connection works in read-only mode, with the access of the Zoho account that authorizes it, and does not change data in Zoho Desk.

Before you start

A Beehexa account to sign in to HexaSync Automation Engine. If you do not have one yet, sign up on the same page.
A Zoho Desk account with access to the organization you want to connect and permission to read Products and Contacts data.

Note about permissions:

HexaSync accesses data with the permissions of the Zoho account that selects Accept to authorize.

Administrator permission is not required for the read-only connection in this guide.

If you extend the integration to other systems, Administrator permission is recommended for tasks such as setting up a Webhook or accessing Custom Fields, depending on the integration requirements.

Note: Only if your company requires an app from your organization’s own Zoho API Console, see Part 2 to create the app.

Part 1: Authorize the Zoho Desk connection on HexaSync

Go to HexaSync Automation Engine and sign in with your Beehexa account.

Step 2: Start connecting Zoho Desk

Open the Zoho Desk Connector App setup page. If you need to get there from the HexaSync interface, open Templates, find Zoho Desk and select the Zoho Desk Connector card.
On the Check connection details screen, find Zoho Desk and select Connect.

Step 3: Confirm the HexaSync app

HexaSync shows the Choose an app to connect to Zoho Desk screen. The [HexaSync] Zoho Desk app is already selected, so select Continue.

Step 4: Authorize the app in Zoho

On the You’re about to authorize HexaSync on Zoho screen, select Continue to Zoho.
Sign in to Zoho with an account that belongs to the Zoho Desk organization you want to connect.
On the Zoho authorization screen, check the HexaSync name and the Zoho Desk read permissions, then select Accept.
Zoho returns you to HexaSync. When the Authorization Complete screen appears, select Continue.
HexaSync takes you back to the Check connection details screen. The Zoho Desk row shows the Connected status.

Note: The Zoho authorization code can be used only once and expires after about 2 minutes. Complete the authorization in one go, and do not stop partway through after you select Accept.

Step 5: Finish the Zoho Desk Connector

After the Zoho authorization succeeds, select Create Zoho Desk Connector to create the Connector.
HexaSync names the Connector automatically in the form [Organization name] Zoho Desk Connector. You do not need to enter a name, and you can rename it later.
Stay on the page for a few minutes. HexaSync creates the Connector and then goes to the Tasks section of the Connector by itself.
You can find and open the Connector in Connector Apps to check the Connector you just created.

After the Connector is created, HexaSync starts getting Products and Contacts data from Zoho Desk automatically. You do not need to run Pull manually. To check the connection and the data retrieved, see Part 4.

Part 2: Connect with your own Zoho client

Follow this part only when your company does not want to use the app that HexaSync created on Zoho API Console. You create an app in Zoho API Console, then enter its Client ID and Client Secret in HexaSync.

Note: When you create your own client, use a Zoho account that is allowed to create and manage apps in Zoho API Console.

Step 1: Create a client in Zoho API Console

Sign in to Zoho API Console with an account that belongs to the Zoho Desk organization you want to connect.
Select Add Client (or GET STARTED if this is your first client), then select Server-based Applications.
Enter the Client Name, and your company website as the Homepage URL.
Enter Authorized Redirect URIs exactly as https://app.hexasync.com/callback/install/zoho-desk.
Select CREATE.

Note: The Redirect URI must match character for character. If it is wrong, Zoho reports Invalid Redirect Uri.

Step 2: Get the Client ID and Client Secret

Open the Client Secret tab of the client you just created, and copy the Client ID and Client Secret.

Note: The Client Secret is as sensitive as a password. Do not share it with anyone.

Step 3: Turn on Multi-DC if your organization is outside the US

If your Zoho Desk address is not desk.zoho.com (for example desk.zoho.eu or desk.zoho.in), open the Settings tab of the client, turn on Multi-DC for your data center, then select Update.

Step 4: Enter the Client ID and Client Secret in HexaSync

Follow Step 1 and Step 2 of Part 1.
On the Choose an app to connect to Zoho Desk screen, select Use a different app, then select I will provide my Zoho Desk app.
Enter the Client ID and Client Secret, then select Continue.
Continue from Step 4 of Part 1.

Part 3: Re-authorize the Zoho Desk connection on HexaSync

You need to re-authorize when the Zoho account that authorized the connection is locked or removed from the organization, when the HexaSync permissions are revoked in Zoho, or when the Client Secret of your own Zoho client has been changed.

Step 1: Open the Connector App Settings

Open Connector Apps and select the matching Zoho Desk Connector App. Select Settings in the left menu.

Step 2: Select Re-authorize

In Settings, under Integration Apps & Credentials, find the Zoho Desk row and select Re-authorize.

Note: Only the person who created the Connector or a person with the Profile Admin role can see the Re-authorize button.

Step 3: Authorize the app in Zoho

HexaSync reuses the app selected when you first connected. If you use your own Zoho client and the Client Secret has changed, update the new Client Secret in the Re-authorize flow before you complete the authorization.
Select Continue to Zoho.
Sign in to Zoho with an account that belongs to the same Zoho Desk organization, then select Accept.
HexaSync saves the new access and takes you back to the Tasks section of the Connector.

Part 4: Check that the connection works

After you create or re-authorize the Connector, check the status of the connection details and the data that HexaSync retrieved automatically.

Check the connection details

Open the Connector App and go to Settings. The Zoho Desk row shows the connection details named [Zoho Desk] <Organization name> Credential with the Connected status.

Check the data retrieved

After the installation finishes, the data tasks of the Connector run automatically. You only need to open the results to check them.

Select Tasks in the left menu, then select the [Zoho Desk] Products or [Zoho Desk] Contacts task.
Open the most recent run of the task and view the results.

Note: If you want to get data right away without waiting for the automatic run, open the Other Actions list and select Pull.

Result:

A run that completes without an authentication or access error is a sign that the connection works.
If Zoho Desk has matching data and the account has read permission, you can check the records returned. An empty result does not mean the connection is broken.
If the task reports an authentication or access error, check the permissions of the Zoho account and re-authorize as described in Part 3 when needed.

Part 5: Common errors and how to fix them

While you connect Zoho Desk to HexaSync, you may see the errors below. Match the message name to find the cause and how to fix it.

Message	Possible cause	How to fix it
Zoho Did Not Authorize HexaSync	The user declined the authorization; the Redirect URI of your own Zoho client is wrong; or your own client does not have the right Multi-DC setting turned on.	Check the client configuration if you use your own app. Select Back to installation and connect again, then select Accept on the Zoho screen.
We Could Not Find Your Installation Details	HexaSync cannot find the installation session, possibly because the return link was opened in a different browser or private window, or the browser data was cleared partway through.	Select Back to installation and repeat the steps in the same browser.
We Couldn’t Finish Connecting Your Zoho Desk Organization	The authorization code expired or was already used; the Client ID or Client Secret is wrong; the Redirect URI does not match; or the Zoho account does not belong to a Zoho Desk organization.	Read the error details, check the configuration of your own client if you have one, and select Back to installation to connect again without stopping. If the error remains, send the Technical details to support@beehexa.com.
HexaSync Could Not Register Your Zoho Desk App	HexaSync cannot save the details of your own Zoho client.	Check the Client ID and Client Secret in the Client Secret tab of Zoho API Console, then connect again.
HexaSync Could Not Verify The Stored Credential	The connection details were saved, but HexaSync could not get access to Zoho when it checked them.	Select Back to installation and connect again. If the error remains, send the Status and Detail from gateway to support@beehexa.com.
Profile Quota Reached	The account has reached the limit on the number of Connectors it can create.	Contact support@beehexa.com for help raising the limit.

Note: The Zoho authorization code can be used only once and expires after about 2 minutes. When you connect again, complete the authorization without stopping.

For other cases, send a screenshot of the error to support@beehexa.com. Do not send passwords or the Client Secret.

Part 6: Frequently asked questions

Does HexaSync write or change data in Zoho Desk?

No. The Zoho Desk Connector App only reads Products and Contacts data and does not write or change data in Zoho Desk.

Can one authorization connect several Zoho Desk organizations?

No. Each Connector connects one Zoho Desk organization.

What do I do if I want to sync another organization?

Create another Connector and sign in to Zoho with an account that belongs to that organization at the authorization step.

Do I have to connect again when the token expires?

Usually not. HexaSync refreshes the access automatically. You only need to re-authorize as described in Part 3 when the Zoho account, the HexaSync permissions or the credentials change.

Why do I have to finish the authorization quickly?

The authorization code that Zoho sends back can be used only once and expires after about 2 minutes. If you wait too long, HexaSync cannot use that code and you have to connect again.

What if I cancel partway through by mistake?

You can open the Zoho Desk Connector App setup page again and select Connect to start over.

Do I need to run Pull manually after I create the Connector?

No. After the installation finishes, HexaSync gets Products and Contacts data from Zoho Desk automatically. You only need to run Pull manually (open Tasks, select the task, then select Other Actions > Pull) when you want to get data right away. If there are no records, check the actual data in Zoho Desk and the permissions of the account that authorized the connection.