The Scenario
You inherited a spreadsheet from the analyst who left last month. It has 80 email addresses in column A — customers who responded to an NPS survey — and the plan is to join those responses with their Zoho CRM Contact records for the account team's quarterly review. Problem: the spreadsheet has no record IDs, and the review is in two days.
The bad version:
- Paste the first email address into the Zoho CRM search bar, find the matching Contact, copy the record ID, paste it into column B, go back to the spreadsheet, and repeat.
- Repeat that 79 more times.
- Discover that 11 of the email addresses don't match any Contact record — either they're under a different variant of the email, or they were never imported — and spend another hour tracking down the discrepancies.
The account team is expecting a joined dataset, not a half-finished lookup table with 11 blanks in it. The mechanical search is not the hard part of this project. It just shouldn't be your job.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads column A, queries Zoho CRM for each email address, and writes the matching record IDs and fields into adjacent columns — in one pass.
For each email address in column A, search Zoho CRM Contacts and write the matching record ID, full name, and account name into columns B, C, and D
What You Get
- Zoho CRM Contact record ID written into column B for each matching email.
- Full name into column C, account name into column D.
- Rows with no matching Contact get "Not Found" in column B so you can see the gaps immediately.
- Rows with multiple matches (e.g., duplicate emails in CRM) get flagged with "Multiple Matches" and the first result is used.
What If the Data Is Not Quite Ready
Some emails might have trailing spaces or wrong capitalization
For each email address in column A, trim whitespace and convert to lowercase before searching Zoho CRM Contacts. Write the matching record ID into column B and full name into column C. Flag non-matches as "Not Found" in column B.
You also need the Contact's phone and owner for the account team
For each email in column A, look up the matching Zoho CRM Contact and write record ID into column B, full name into column C, account name into column D, phone into column E, and assigned owner into column F. Flag non-matches as "Not Found."
You want to search both Contacts and Leads
For each email in column A, search Zoho CRM Contacts first. If no match, search Leads. Write the matching record ID into column B, record type (Contact or Lead) into column C, and full name into column D. Mark missing records as "Not Found" in column B.
Full enrichment and join in one pass
For each email in column A, look up the Zoho CRM Contact and write record ID, full name, account name, and deal count into columns B through E. For any email with no Contact match, search Leads and write "Lead:" followed by the lead record ID into column B. Flag complete misses as "Not Found."
One prompt replaces the lookup, the cross-module fallback, and the enrichment columns — all at once.
Try It
Open your Google Sheet with the email list and get the 7-day free trial of SheetXAI. Ask it to look up all 80 contacts in Zoho CRM and populate the adjacent columns. See also: exporting deals for pipeline review and the full Zoho CRM hub.