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Zoho CRM

Zoho CRM – Find out how your emails are performing

By CRM, Zoho, Zoho CRM No Comments

When you send an email from CRM you can now go to the recipient’s record in CRM and see if they opened it, and/or clicked on links embedded in the email.  This is great, right?  But did you also know that if you send a mass email to a set of Leads or Contacts that you can get summary information on how that email performed overall – meaning how many people opened it, and how many people clicked links?  It’s called Template STATs!   Read More

ZOHO CRM – First two steps to troubleshoot strange behaviour

By CRM, Zoho CRM No Comments
When you observe really strange behaviour in your Zoho Account, there are two things you should do before you spin your wheels too much trying to figure out what’s happening….
  1. Clear the Cache in your browser (if your browser is not listed below, simply search ‘clear cache in “Name of your browser”‘ for instructions)
  2. Check to see if it is a system wide issue, or something more localized to your account, by using the DownDetector website.  Click Here

ZOHO CRM – Show/Hide Fields on form

By CRM, Zoho, Zoho CRM No Comments

In Zoho CRM, you can now establish “Layout Rules” that will show or hide fields and/or sections and/or make fields mandatory based on criteria!  This will go a long way towards managing your module forms and making them easier for your users to use!

For example, let’s say you sell two “Types” of Services.  Based on the type of service you sell, you need to collect a different set of information for your Deal record.

Read More

ZOHO CRM – Working with Report Folders

By CRM, Zoho, Zoho CRM

Report Folders are a great way to organize your reports.  Zoho provides a set of standard report folders, organized by module, as well as report activity (recently viewed, created by me, etc…).  But you can CREATE your own custom folders and DELETE them when you no longer have use for them.  Here’s how:

CREATE A CUSTOM REPORT FOLDER:

  • Click on Reports in the top navigation bar.  If you don’t see Reports, check the [ … ] menu.
  • Select the report(s) you want to have in this new folder (if you don’t have them yet, create them)
  • Click Move to Folder and then choose ‘Create Folder’ at the bottom.
  • Give the folder a name and select your sharing preference
  • Click Save

DELETE A CUSTOM REPORT FOLDER:

  • Delete or move all reports in the folder to be deleted
  • Hover over the folder and click on the Gear Wheel
  • Click Delete

inspiration credits to Alex Q for asking the question ;o)

Zoho CRM – Track your inventory!

By CRM, Zoho, Zoho CRM

Did you know that you can use Zoho CRM to track your inventory?  Tracking your inventory involves the following modules:

  • Products
  • Quotes (optional)
  • Sales Orders (optional)
  • Invoices
  • Pricebooks (optional)
  • Vendors
  • Purchase Orders

The Products module has the following fields for inventory tracking:

  • Quantity in Stock
    • incremented by a delivered Purchase Order
    • decremented by invoice (on create)
  • Quantity Ordered
    • incremented by a created Purchase Order
    • decremented by a delivered Purchase Order
  • Quantity in Demand
    • incremented by a Created Sales Order
    • decremented by a converted Sales order
  • Re-order Level – set to receive re-order alerts

Details on how it works:

  • Initialize your Product records and enter your initial Quantity in Stock, and Pricing values
  • PURCHASING
    • Create a Purchase Order and add a product as a line item with a quantity
      • zoho automatically adds the quantity listed in the purchase order to the Quantity Ordered field in the product record.
    • When the products are received, mark the Purchase Order as “Delivered”
      • zoho automatically subtracts the quantity form the Quantity Ordered field and adds it to the Quantity in Stock field
    • Set a Re-order level and get alerts when inventory dips below established levels.
  • SELLING
    • Optional – Create a Quote Record, add the product(s) as line items with a quantity. (Quotes do NOT affect product inventory!)
    • Optional – Create a Sales Order Record (or convert a Quote to a Sales Order) with line items (products with prices and quantities)
      • zoho automatically increments the Quantity in Demand field by the quantity listed in the Sales Order for all products listed as line items in a Sales Order 
    • Create an invoice (or convert a Quote or Sales Order to an invoice)
      • zoho automatically decrements the Quantity in Stock field by the quantity listed in the invoice for all products listed as line items in Invoice

Using this part of Zoho CRM is a great compliment to Quickbooks Online (which does not have inventory tracking).  Simply push your invoices to Quickbooks online (through Zoho’s Quickbooks Connector) for billing and tracking.

ZOHO CRM – Activities, Notes and Emails all in one report!

By CRM, Zoho, Zoho CRM

Salespeople can use a variety of ways to log their interactions with Leads and Contacts.  Some put information in Notes, others log events or calls and others carry it all out in emails.  Now you can pull an “Interaction” report that will extract data from all three of these sources to see all sales activity in one report!

When selecting the data for your report (step one in report creation), choose, Activities, Notes and Emails as the three related modules, Choose tabular (or summary and group by Lead Owner if more than one salesperson), and select the following columns shown:

  Set the timeframe in the filters section to correspond with how frequently you plan on monitoring the activity.  If you’ll look at activity weekly, you can set the Lead last activity time to “Last week” and have the report delivered on Monday.

Zoho CRM – how do I set or change the “From” field for an Email template in Zoho 2016?

By CRM, Zoho, Zoho CRM

Before the 2016 release, you would set the ‘From’ field in the email template itself.  You could chose a specific user, or select from merge options (Record Owner, Current User).  In the new template interface, that field isn’t there anymore, so where do you define who the email is from when sending an email with a template?  … well it depends on how you’re sending it…

If you use workflow to send it, the From field can now be found in the Alert definition, just below the template selection:

If you’re sending it via the zoho email client, as before, you use the dropdown (present only if you have multiple email addresses associated with your account.

ZOHO CRM – get another user’s attention in a record note by tagging

By CRM, Uncategorized, Zoho CRM

Say you’ve been assigned a task and you have questions for the person that assigned you the task.  You can ask them in person if you work in the same office, you can email them the question, OR you can write the question as a Note on the task and tag the other User.  By using the tagging method, they’ll get an email with your question with a link to the task record, and there will be a record of the question and clarification right with the task!

Here’s how:

  • Navigate to the record you have a question on (can be a Task, Contact, Lead, etc…).
  • Scroll down to the Notes section in the related lists area and drop your cursor in the next blank note.  screen-shot-2016-11-07-at-2-46-15-pm
  • Type the “@” symbol and start typing the name of the person you want to tag.
  • Once you type the first letter, you’ll be presented with a list of any matching Users, Groups and/or Roles that match what you’ve typed so far and you can select one.
  • Finish typing your note and hit save

screen-shot-2016-11-07-at-2-38-35-pm

The person or group that was tagged will receive an email notification that they were mentioned in a note with a link to the record.  (note, they must be logged into zoho for the link to work properly).