Zoho CRM backup guide
Connect and back up Zoho CRM
A clear guide for Zoho CRM administrators: sign in once, approve Backup247, choose modules and keep every record, note and file recoverable.
Last updated
You do not register an app in the Zoho API Console. Backup247 operates one Zoho client that works with every Zoho data center. A Zoho CRM Administrator signs in and approves the permissions; Backup247 stores only the access grant for your organization in its credential store — never your password.
Who can connect
The person connecting must sign in with a Zoho CRM account that has the Administrator profile. Only administrators can read every module and record. Connecting takes about one minute.
It works with every Zoho data center (US, EU, India, Australia, Japan, Canada, Saudi Arabia, UK and China) — Zoho sends you to your own region automatically. Nothing is installed in Zoho.
- Use a Zoho CRM account with the Administrator profile.
- Any Zoho CRM edition with API access works.
- If you are not an administrator, use “Copy instructions for my IT admin” on the connect screen.
Step-by-step connect
Open Backup247, go to Connectors, choose Zoho CRM and click Connect with Zoho.
The connect screen guides you through:
- 1. Sign in with Zoho. Use your Zoho CRM Administrator account. You are sent to your own Zoho data center.
- 2. Approve the permissions. Zoho lists what Backup247 may access. Click Accept. The permissions cover backup and restore, so you never need to approve again.
- 3. Choose modules. You return to Backup247. Pick Whole CRM or individual modules on the schedules page.
Permissions requested: ZohoCRM.modules.ALL (records, notes and attachments), ZohoCRM.settings.READ (modules, fields, layouts, roles, profiles), ZohoCRM.settings.tags.ALL, ZohoCRM.users.READ and ZohoCRM.org.READ.
Choosing modules
| Choice | Best for | New modules |
|---|---|---|
| Whole CRM | Complete, linked snapshot of everything | Included automatically |
| Individual modules | A smaller backup of selected modules | Select them manually |
Whole CRM is one backup containing every module, so links between records — such as a Deal's Account and Contact — stay together for a later restore.
What is backed up and what is not
You can browse every snapshot by module, search it, and download it as a ZIP with JSON and CSV files per module plus all attachments.
Records
Every record in every supported module (standard and custom), with all fields, including lookups, owners, multi-select values, subform rows and multi-select lookups (through their linking module).
Notes and attachments
Notes with the record they belong to, and the files attached to records. Files that already exist in an earlier backup are not downloaded again. Files larger than 40 MB are listed as a warning.
Settings
Field definitions, layouts, tags, users, roles and profile names — needed to restore records with their links.
Not included
Emails, reports, dashboards, workflows and other automation, and Zoho apps outside CRM.
See the connector details on the Zoho CRM connector page, or compare plans on pricing.
Restoring
Restores always go back into the same Zoho CRM organization, as NEW records. Existing records are never changed, and workflows, approvals and blueprints are not triggered.
- How to find restored records. Each restore is labelled 'Restored <yyyy-mm-dd HH:mm> (Backup247)'. Because Zoho tags are limited to 25 characters, the records carry the short tag 'B247 restore YYMMDD-HHmm' (UTC). Find restored records by filtering on the tag B247 restore … in any module. If Zoho refuses to create the tag, the restore continues without it and the summary tells you; you can then find the records by their created time.
- Choose what to restore. Pick modules (default: all), and whether to include notes and attachments. Links between records (for example a Deal's Account and Contact) are re-created; if a linked record wasn't part of the restore but still exists, the link points to that existing record.
- Duplicates. By default, records Zoho flags as duplicates are skipped and counted in the summary. 'Restore duplicates anyway' only works where Zoho allows it; otherwise those records are still skipped and reported.
- Owners. Records keep their owner if that user is still active; otherwise Zoho assigns them to the admin who connected Backup247.
- One record. In Browse, open a record and choose 'Restore this record' to create a single tagged copy.
- Not restored. Original record IDs, created/modified dates and creator (Zoho sets these), the email and activity timeline, field history, ownership by deleted users, attachments larger than 20 MB, and CRM settings or customisation themselves.
Revoking access
- Sign in to Zoho Accounts and open Connected apps (Authorized clients).
- Find Backup247 and remove it. Future backups stop immediately.
- Optionally delete the connector in Backup247. Existing backups stay available until your retention removes them.
Troubleshooting
“This Zoho account isn't a Zoho CRM Administrator”+
Your user has a different profile. Ask an administrator to connect, or send them the instructions from the connect screen.
“This Zoho account isn't part of a Zoho CRM organization”+
Zoho showed “You are not a member of an organization” or “not authorized for CRM”: you are signed in to Zoho with an account that has no Zoho CRM. Sign in with the Administrator account of your Zoho CRM — sign out of Zoho first or use a private window.
The approval was cancelled+
You clicked Reject in Zoho. Nothing was connected; start again and click Accept.
“Zoho API daily limit reached”+
Zoho gives every organization a daily number of API credits. When they run out, the backup pauses and continues automatically after the daily reset (midnight UTC). It is never marked as failed for this.
A backup says the connection was revoked or expired+
Backup247 was removed under Connected apps, or Zoho expired the grant. Reconnect Zoho CRM on the Connectors page with an Administrator account.
Some attachments were not backed up+
Files larger than 40 MB are skipped and listed on the backup. All record data is still backed up.
Protect your Zoho CRM
Connect your CRM, choose Whole CRM, and verify your first backup.