Are you thinking about getting started with Zoho CRM? Or, are you already using the system, and interested in learning some easy ways to integrate more effectively? If so, you’ve come to the right place! To begin:
CRM is often misunderstood as an application or a tool, but in the real sense of the term it is a way of doing business.
In other words, with a smoothly running CRM, you will have a smoothly running business! Here are the 5 basic steps to get started — smoothly– with Zoho CRM.
1. Account Settings
First, you will want to customize your personal settings, such as preferred language, time zone, and signature.
Once complete, you will need to customize your organizational settings. This includes:
- Company details: Add your company details such as the company name for all your business communication, country locale, time zone and also the company logo. Note that the image file size should not exceed 20 KB and for best results, use an image with 190 (width) by 65 (height) pixel dimensions.
- Fiscal year: Set up the fiscal year for your company which is used for accounting purposes and preparing financial statements. The fiscal year may not be the same as the calendar year. Select the fiscal start month, then the fiscal quarters are automatically rolled up. (Speaking of calendars, here is more info on managing calendars in Zoho CRM.)
- Business hours: Various teams in your organization may work at different business hours and work in shifts based in different time zones. Define your business hours that will be helpful in assigning cases to individuals using the case escalations rules.
2. Users, Roles, and Profiles
Next, you will need to add users to your CRM account and assign them roles and profiles. Note: only after you add a user in your account, will you be able to add new profiles and roles. For the first user that you add, the system defined role CEO, Manager) and profile (Administrator, Standard) can be assigned.
Create profiles that define the access permissions to the various CRM modules and features.
Then, set up the organization-wide hierarchy by creating Roles and assigning those roles to your users.
3. Customize Modules
Once you have established your account settings, users, roles, and profiles, you will be ready to create Modules. Create a new module or edit an existing module by adding custom fields, adding new sections, setting field permissions and editing field properties.
Then, arrange the modules in your Zoho CRM account based on their order of usage. You can hide modules if you do not wish to have them and also rearrange them. Unselected tabs will be hidden from all users.
From there, you can take the customization even further by customizing a record’s details page, changing the order of Related Lists, and creating custom views to filter records based on a given criteria.
4. Import Records
Now, you are ready to add your contacts. Import records in your CRM account from external sources, if you already have the data. You can either import records assigned to you or import records that are assigned to other users by using the Import My Organization Records option.
Once entered, you will be able to use page-level and record-level navigation to easily move from one record to another…
… and even use advanced filters to filter records based on sales criteria such as activities, email status, among a host of other parameters.
Later, you can also export data in CSV format from individual CRM modules in your CRM account. You can either manually export the records or request a data backup.
5. Custom Buttons and Functions
Finally, Custom Buttons in Zoho CRM can be used to connect your CRM with third party applications, connect different Zoho CRM modules or connect with other Zoho applications. (You can also learn more here about Zoho CRM for mobile.)
When you want to associate actions other than the default ones available as part of workflow rules in Zoho CRM, you can create your own custom functions and associate them to workflow rules. When the rule criteria is met, these simple program scripts are triggered and specific action is executed.
Once you’re all set up, you may want to check out this overview of insights in Zoho CRM, these best practices on working with reports, and this cheat sheet on managing documents. These added features will take your business to the next level!
If you follow these basic steps and still have questions, we’d be happy to help! Click below to contact a member of our team and request expert advice on Zoho CRM.