How to Integrate Zoho Projects with Fireflies

Ready to save time and never miss a detail from a critical discussion? Integrating Zoho Projects with Fireflies means your AI assistant will automatically join your meetings to record, transcribe, and summarize the conversation. Fireflies capture every spoken word and make it accessible right after your call.

Let's get this set up! 🚀

🔍 What Does the Integration Do?

This integration helps you make sure that the important to-dos from your meetings never slip through the cracks. Here’s how:

• Fireflies will automatically create and send tasks to your Zoho account based on the action items it spots in your meeting transcripts!

🔑 Prerequisites

First things first, let’s make sure you have what you need. All it takes is:

• A Fireflies Account → An active Fireflies account with integration permissions enabled.

• A Zoho Projects Account → You’ll need an active Zoho Projects account with the right permissions to add integrations.

🔗 Connect Fireflies to Zoho Projects

Step 1: Navigate to Integrations

From the Fireflies dashboard, select Integrations in the left-hand menu and search for Zoho Projects.

Step 2: Authorize the Connection

• Click Connect, then enter your credentials and sign in to the Zoho account linked to your Zoho Projects.

• Click Accept to give Fireflies the green light to connect. You’ll be redirected back to the Fireflies Integration page to set up your preferences.

⚙ Set Up Default Configuration

After authorizing the connection, tell Fireflies where to send your notes and under what conditions it should join your meetings.

In the Default Configuration side panel, make the following selections:

Step 1: Select Destination Project

Select the specific project in Zoho where you want Fireflies to send the new tasks.

Step 2: Configure Task Assignment Filtering

Enable/Disable Only filter and create tasks assigned to me. This setting determines which tasks Fireflies creates in Zoho:

• When enabled, Fireflies filters and only creates tasks specifically assigned to you during the meeting.

• If disabled, Fireflies creates all meeting tasks identified in the discussion.

Step 3: Test the Connection (Optional)

You can create a Sample Task to instantly test the connection and confirm that Fireflies sends the message to the project you selected. If you want to skip this, select Continue.

🧩 Additional Options - Integration Rules

By default, Fireflies sends data from every meeting to Zoho Projects. While this ensures no meeting goes unnoticed, it can clutter your base. Integration Rules allow you to filter which meetings send data, so only the important meetings make it into your Zoho Projects base.

🗂 All Meetings

Capture tasks from every meeting — client calls, team syncs, check-ins — with no filters applied.

📝 Meeting Title

Only create tasks if the meeting title matches rules you set (Contains, Starts with, Equals, Doesn’t Contain). Example: Only generate tasks for Client Review or Interview meetings.

Add multiple keywords separated by commas (e.g., Interview, Client Review, Demo).

👤 Meeting Host

Filter tasks by the meeting’s host.

• Equals → Only tasks from meetings hosted by john@example.com.

• Not Equal → Tasks from all meetings except those hosted by John.

👥 Meeting Participants

Filter tasks based on who attended.

• Contains → Only meetings with sara@example.com.

• Doesn’t Contain → Exclude meetings with alex@example.com.

🎦 Meeting Type

Filter by meeting type.

Example: Equals External → Only external calls will be stored in your Zoho Projects base.

🔀 Apply Multiple Filters

Combine filters for precision.

• Example: Title contains Interview AND host is john@example.com.

• Rules use AND (all conditions must match) or OR (any condition matches).

💾 Save Your Configuration

After setting up the Default Configuration side panel, select Save.

You will see a pop-up confirming that the configuration was successfully added. You’re now all set!

👥 Team Options (Admins Only)

These steps are only available to Fireflies Admins and allow you to manage the integration across your entire workspace.

Step 1: Locate the Options

Select the (:) ellipsis next to the Zoho Projects integration name. Then, click Team Options.

Step 2: Apply to Workspace

Turn the Apply to entire workspace toggle ON to push configurations to all workspace members automatically, or OFF to use manual configuration only. This applies the Zoho Projects integration settings across everyone in your Fireflies workspace.

Step 3: Restrict Member Usage

Turn the Restrict non-admin workspace member usage toggle ON to prevent non-admin team members from creating or modifying configurations for this team-wide integration. Turn it OFF if you want non-admins to also be able to manage these settings.

Step 4: Confirm Changes

Select the Save button.

🛠 Manage Configuration

Over time, you may need to adjust your Zoho Projects integration — maybe to keep configuration names clear, update a project, or remove ones you no longer use. Fireflies gives you a few simple options:

• ✏ Edit Configuration Name → Give each Zoho Projects configuration a clear, descriptive name so it’s easy to recognize (especially helpful if you’ve connected multiple projects). Just click the configuration name (e.g. Default Configuration), type the new name (e.g. Client Meetings), and click outside the field to save.

Clear names are especially helpful when you’re managing more than one configuration.

• ⚙ Edit Configuration Settings → Need to adjust where your meeting data goes or how it's organized? Click the vertical ellipsis (⋮) next to a configuration, select Edit, update the project, or modify any other settings (e.g., which meetings these rules apply), and click Update to save.

• 🗑 Delete Configuration → If a configuration is no longer useful, you can safely delete it. Click the vertical ellipsis (⋮) next to the configuration, select Delete, and confirm.

• 🔘 Enable or Disable a Configuration → Use the toggle switch next to a configuration to quickly control it. Toggle ON to deliver meeting data to the linked project; toggle OFF to pause without deleting.

This is handy if you’ve connected multiple projects and only want one active at a time. Fireflies remembers your settings when you turn configurations back on.

📤 How Meeting Data Appears in Zoho Projects

When Fireflies processes your meeting and detects action items, it automatically creates tasks in the Zoho Project you selected during setup. You’ll find these tasks instantly logged, keeping your to-do list organized and ready for action.

❌ Disconnect Integration

If you no longer need Fireflies connected to Zoho Project, for example, when cleaning up old integrations or moving to a new database, you can disconnect it with a single click.

Click the Disconnect button to remove the Zoho Projects integration. This action immediately ends the connection, and Fireflies will no longer send meeting data to Zoho Projects.

❓ Frequently Asked Questions (FAQ)

Still have a few questions? We've got you covered.

Q1. Do the created tasks include a link back to the meeting?

Absolutely! Every task created in Zoho Projects will have a link that takes you right back to the meeting transcript in Fireflies, so you always have full context.

Q2. Can I send tasks to different projects from different meetings?

Right now, the integration sends tasks to the one project you select in the settings. If you want to send tasks to another project, you'll just need to pop into the settings and change your selection.

🔄 Recap

The Fireflies + Zoho Projects integration keeps your meeting action items:

• Actionable, by seamlessly turning discussion points from your meetings into tasks managed directly in your Zoho workspace.

• Automated, by automatically creating and sending tasks to your Zoho account based on action items identified in your meeting transcriptions.

• Organized, ensuring that action items from your meetings never get lost and are tracked within your projects.

📚 Related Guides

📌 How to set up Zoho CRM and Fireflies integration - Looking for other Zoho tools? See how to set up this other powerful Zoho tool integration.

📌 Learn About Zoom CRM and Fireflies Integration → Log meeting notes under the appropriate leads, contacts, or deals within Zoho CRM.

📌 How to log meeting Notes under Zoho Deals → Learn how to log meeting notes directly under Zoho deals to keep your sales communication organized.

📌 Manually Send Fireflies Tasks to Project Management Tools → Learn how to manually push specific Fireflies tasks to your project management tools.

📌 How to Set Up Topic Trackers → Learn how to set up this essential pre-requisite for custom voice commands and intelligent filtering.

📌 Learn about Voice Commands → See how to create tasks using voice commands during your calls.