Zoho CRM Zia Can Help with Mail Merge Templates

By Zoho CRM No Comments

Did you know that Zia in Zoho CRM could help write clean and concise Mail Merge Templates to engage your customers? If you’ve ever struggled to come up with the best formatting, language, and readability for your target audience you can use Zia to help you out. It’s similar to MS Word Editor, but better! Lets what it can do.

How Can Zoho CRM Zia Help Me Craft a Template?

When you’re creating a mail merge template you have in mind the audience you are targeting, the event, announcement, greeting, etc. that you are creating, and how those audiences should be targeted. But it’s not always easy to come up with the best phrasing, and you never want to send out a document with a grammar or spelling errors! Zia can help you with all of this, as you compose your template or after you are finished and ready to review. Simply click on the Zia icon in the left side of the top menu bar. Zia will analyze your document in a sidebar on the left.

Zia will first check for spelling and grammar errors. Clicking on either number will show suggestions for the words underlined in red in your document.


Next, Zia will look at the Ease of Reading, taking account of the number of run on sentences, polysyllabic words, and average sentence length. Here again you can click on any of the options to see an example the words included in the count and some suggestions on alternatives extra points if you can see the grammar error in this example!).

Lastly, Zia will examine your writing quality, including phrasing and sentence structure.

Remember, your contacts and clients are more likely to open and act on the email if it’s presented in the way you’ve intended and that appeals to them. So take advantage of Zia to help you craft the perfect email merge template! Make you sure you check back regularly as we continue to explore all that Zoho CRM’s Zia has to offer.

Check out our Zoho Training Video library on our YouTube channel for more assistance with Zoho CRM and many other Zoho products! Feel free to contact us at info@marksgroup.net with any questions or if you need Zoho support. Feel free to comment below. We’d love to hear your thoughts!

Dynamics 365 CRM: Update Default Setting of the Address Field on Display Form

By Microsoft Dynamics CRM No Comments

Some of the default settings in the Microsoft Dynamics Sales interface have changed slightly and clients prefer using them the way they were traditionally used. One of the settings that’s changed is having the Address Fields populate and appear on the main screen.

Log into Dynamics and on the main screen go over to the wheel in the top right of your screen then scroll down to Advanced Settings

Inside Advanced Settings, click on Settings, Customizations, Customize the System

The Power Apps screen will open, and the following screen will appear. This is where all the form customizations live

To update the Address default setting for the Account, we’re going to go into the Account, Forms, Active Form and double click on Account

Once in Account, scroll down to Address and double click inside the field where you would enter text

The Field Properties tab will appear, and you’ll want to update the Display Label on the Form checkbox. After you update the checkbox, click on OK

After selecting OK, click on Save and then click on Publish Save

Dynamics 365 CRM: Migrating to a New CRM? System Permissions and Securing Your Data

By Microsoft Dynamics CRM No Comments

Once you’ve migrated to your new CRM and you’ve deduplicated and cleansed your data, you’ll want to verify that the right Users have access have to the CRM and proper access to key components and modules within the system. An account (User Id and Password) will need to be created for each User first for them to have access to the CRM Sales app. Next to update their permissions follow these steps:

Log into the application

Once inside the Sales CRM, scroll over to the wheel icon and click, scroll down to Advanced Settings

Then go into Settings, Security

Once inside Security, you’ll see both Users (1) and Security Roles (2)

User Roles are assigned to individuals within *Business Units after the Security Roles have been defined

*Business Units are another level of categorizations that you can have within your organization that will structure permissions. One Business Unit is created by default in Dynamics and it is the Root which covers the entire organization. Additional Business Units can be created to segregate by function or locations.

To create Business Units, go to Settings, Security, Business Units

Once in Business Units, click on New and complete the information for the Business Unit that your adding (in this example Sales Team) and then Save the information

All Users need to be assigned to a Business Unit in order to have access to Dynamics.

Security Roles:

Double click on Security Roles, in this example Sales Manager and click to go into the detail

The screen below is the main screen which shows the details of the Security Role definition

The top of the screen is record oriented permissions of the Sales tab

These are task-oriented permissions

This is the legend or key throughout the bottom of the screens which represents the levels of permission to access, update or delete certain records/perform tasks.

The screens with Record and Task permissions will be structured the same throughout; however, the fields listed will change. As an example, below is the Marketing tab and the field permissions that would be permissioned for the Sales Manager role.

Once the Security Roles have been outlined and the access levels within the roles have been defined, Users can be added and assigned to Security Roles and Business Units.

To add a User, go to the wheel icon in the top right of the screen and scroll down to Advanced Settings

Go to Settings, Security and then click on Users

Once inside the Users screen, select New

And enter the basic information for the User on the main screen

Next, you’ll want to assign the User a Role. A User can be assigned more than one role and the permissions will be the broader of the assigned role(s).

*Notice that the Security Roles have Business Units already assigned to them

When the User is assigned a Role, click OK

You can also re-assign the User to another Business User when/if necessary

Dynamics 365 CRM: Using Activities to Manage Communication and Next Steps

By Microsoft Dynamics CRM No Comments

Using the Activities functionality in Dynamics is a great way to help stay on top of tasks and client communications. It also allows collaboration across teams throughout your organization. This tip will show you how to use Activities on an individual basis and how to attach it to an account. Activities can also be attached to other record types as well.

Log into Dynamics

Once on the main screen, scroll down the left side of the screen and click on Activities and the Activities screen will open

Below are some examples of the types of Activities you might engage in with Clients

In this example we’re going to create a Task for a sales team member. Click on Task and fill in the information

Once all information has been entered, click on Save and Close. The record will appear in Activities as Open until it’s Completed/Closed.

Also, in this example, we’re going to attach this Activity to an existing Account. Let’s go to the left side of our screen and scroll down to Accounts

Find the Account that this Activity belongs to and go into the Account. Once in the Account, go to Related and scroll to Activities

Once in Activities, go to Add Existing Activity

The Look Up Records screen will appear, type in some key words and select the activity you want to attach and click on Add

When the Activity appends to the record it will appear as follows

Zoho CRM Zia Lead Conversion and Deal Closure Prediction

By Zoho CRM No Comments

Did you know that Zia in Zoho CRM can help predict the probability of a Lead converting to an Account/Contact and generating a Deal, and the probability of winning that Deal? This can help you gain a more realistic view of your sales pipeline and help you understand which clients may need more attention to convert to an account/contact and win the deal. Zia gains this ability by looking at your past performance – how you interacted with a client and what those Leads and Deals had in common. In previous posts we talked about what is Zia is and looked at Zia’s Sales Trend Analysis capabilities. This week we’re going to explore Lead Conversion and Deal Closure Prediction so you can see how Zia can help you sell better!

How does Zoho Lead Conversion Prediction Work?

Lead prediction works by looking at your interactions with your Leads, such as calls, tasks and events completed, and how those interactions compare to the Lead converting to an Account/Contact/Deal or not. Once enabled, you will see next to the business card of each Lead record an estimation of your likeliness to convert and will also show in the grid view of the Leads home page next to each record.

** Keep in mind, there are conditions that must be met before Zia can make predictions, such as 300 each of both converted and not qualified leads in the CRM system. **

How does Zoho Deal Closure Prediction Work?

Deal Closure Prediction works very similarly to how Lead prediction does. It also takes into considerations such things as the overall sales duration as it moves through the stages. It finds patterns in the way you work and the outcomes that are achieved. As featured in our previous post on Zia Sales Trend Analysis, these patterns will also help determine suggestions on how you can improve your sales process. In addition to seeing your likeliness to win as a percentage next to each record’s business card and in the module grid view, you can also view color-coded probabilities (green/high, yellow/medium, red/low) in the module Kanban view, and the Zia notifications will also display this information.

** Keep in mind, there are conditions that must be met before Zia can make predictions, such as 1,000 Deals generated in the last 15 months, with at least 300 each Won and Lost, and 20 closed within the last 30 days. **

Lead and Deal Conversion Prediction can be set-up quickly and easily by your Zoho CRM Administrator, and once enabled you will soon see the benefits of these predictions! Check back again next week for even more tips on what Zoho CRM Zia can do for you.

Check out our Zoho Training Video library on our YouTube channel for more assistance with Zoho CRM and many other Zoho products! Feel free to contact us at info@marksgroup.net with any questions or if you need Zoho support. Feel free to comment below. We’d love to hear your thoughts!