CRM Help

Working with Records in iPhone

Supported Zoho CRM Modules

From your iPhone, you can access a set of Zoho CRM modules and the data in them which will be stored in a local database on your phone. This ensures that you can access the important data even in the offline mode when no network connection is available. The following modules are supported in Zoho CRM for iPhone:

  • Leads
  • Accounts
  • Contacts
  • Potentials
  • Cases
  • Tasks
  • Events
  • Calls
  • Vendors
  • Products

Create Records

You can create leads, accounts, contacts, potentials, cases, vendors, products, tasks, events and calls from your iPhone.

To create a record

  1. Go to the Leads, Accounts, Contacts, Potentials, Cases, Vendors, Products, Tasks, Events or Calls module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap the Add Record icon.
  3. Tap New[record]
  4. In the Add [Record] screen, specify the details and tap Done.

Convert Leads

Once the lead status has reached a certain stage, (i.e. when there is a chance of further negotiations), it can be qualified as a potential. You can then convert the lead into an account, contact, and potential.

To convert a lead

  1. Tap the Leads module.
    All the leads in the selected list view will be listed.
  2. Tap the record that you want to convert.
  3. In the Record Details page, tap the More icon.
  4. Tap Convert Lead.
  5. In the Convert Lead window, specify the necessary details and tap Done.
    The lead will be converted and will be available in the Converted Leads list view.

Import Lead and Contact from Address Book

You can import the leads and contacts from your iPhone Contacts to Zoho CRM, one record at a time.

To import a lead or contact

  1. Go to Leads/Contacts module.
  2. Tap the Add Record icon.
  3. Tap Import from Address Book.
  4. In the All Contacts screen, select the contact that you want to import.
  5. The contact's details will be available in the Add Leads/Contacts screen.
  6. Make the necessary changes and tap Done.
    The contact will be added as a record (lead or contact) in Zoho CRM.

Save Lead and Contact to Address Book

You can export and save the leads and contacts to your iPhone Contacts from Zoho CRM, one record at a time.

To save a lead or contact in address book

  1. Go to Leads/Contacts module.
  2. Tap the More icon.
  3. Tap Save to Address Book.
    The record will be exported and saved in the iPhone Contacts.
  4. Go to iPhone contacts to confirm the record that was exported.

Edit Records

You can edit the Zoho CRM record from your iPhone

To edit a record

  1. Go to the Leads, Accounts, Contacts, Potentials, Cases, Vendors, Products, Tasks, Events or Calls module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap the record that you want to edit.
  3. In the Record Details page, tap the Edit icon.
  4. Modify the details of the record and tap Done.

Delete Records

Occasionally, you may need to remove some of the unnecessary records from Zoho CRM, for a better organization of data. You can do so by deleting the records for Leads, Accounts, Contacts, Potentials, Cases, Vendors, Products, Tasks, Events or Calls module from your iPhone.

To delete a record

  1. Go to the Leads, Accounts, Contacts, Potentials, Cases, Vendors, Products, Tasks, Events or Calls module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap the record that you want to delete.
  3. In the Record Details page, tap the Delete icon.
  4. Tap Delete. The record will be deleted.

Send SMS

Along with calling options, you also have the option to send SMS to Leads and Contacts.

To send SMS

  1. Tap the Leads/Contacts module.
    All the records in the selected module will be listed.
  2. Tap the record to which you want to send SMS.
  3. In the Record Details page, tap the More icon.
  4. Tap Send SMS.
    The mobile numbers will be listed.
  5. Tap on the number to conpose and send SMS.

Upload Photo

For Leads and Contacts, you can upload an image by taking a photo or using an existing photo from the iPhone's Photo Library.

To upload a photo

  1. Tap the Leads/Contacts module.
    All the records in the selected module will be listed.
  2. Tap the record to which you want to upload a photo.
  3. In the Record Details page, tap the More icon.
  4. Tap Upload Photo.
  5. Tap Take Photo or Pick from Photo Library to upload.

Locate Leads/Contacts/Accounts Near You

Using Apple's Maps in your iPhone, you can find the leads, contacts and accounts a few miles around your location. There is a list view named Leads/Contacts/Accounts Near Me which filters the leads/contacts/accounts around your location within the radius. The radius will depend on the miles specified in Zoho CRM's Settings. Please note that the necessary location service should be switched on in your device.

To locate leads/contacts/accounts near you

  1. Go to the Leads/Contacts/Accounts module.
    The records will be listed based on the List View that is selected.
  2. Tap the List View.
  3. From the List Views displayed, select Leads/Contacts/Accounts Near Me.
    All the leads/contacts/accounts near your location will be pinned on the map, irrespective of the ownership of the record or other criteria.
  4. Tap on the More Info icon to perform various other actions like sending email, making a call, edit the details, etc.

Note

  • The Location Service settings should be switched on.
  • Only the contacts within the specified radius will be located in the map.
  • In you iPhone, within Zoho CRM, you can set the radius in miles from More > Settings > Search Settings > Show Contacts/Leads Near Me Within.
  • There are two colour pins - Red pin is for single lead/contact/account and Violet pin is for multiple lead/contacts/accounts in the same location.
  • You can tap on the pin for more details on the lead/contact/account.
  • All the leads/contacts/accounts near your location will be pinned on the map, irrespective of the ownership of the record or other criteria. The records shown in the map is not based on the list view that was selected before selecting the Leads/Contacts/Accounts Near Me option
  • When you tap on the pin and then the information icon, you can view other options such as Call Lead/Contact, Send Mail, Get Directions From Here, View Details and Edit Lead/Contact/Account. These options will be available based on the details in the record.

Change List View

You can change the list view that helps you filter the required data based on specified criteria. For each module All Views and My Views are supported. There are additional pre-defineds and user-defined list views that are also available.

To change list view

  1. Go to any module.
    The records will be listed based on the List View that is selected.
  2. Tap the List View icon for the list views in the module.
  3. From the List Views displayed, select the one matching your requirement.

Send Emails

To send an email

  1. Go to any module.
    You will have the option to send an email to the contact if the email address is available.
  2. Tap a record to which you want to send email.
  3. In the Record Details page, tap the Email icon.
  4. Tap the email address to compose an email and send.

Use MailMagnet in iPhone

With Zoho Mail Add-on configured in your Zoho CRM account, you will have an inbox full of important emails from customers that are associated to your leads and contacts. It is very important that emails from your customers get a timely response and in that case, email notifications play a vital role. MailMagnet does exactly that. For a field sales rep on the move, the MailMagnet option is very useful to receive instant notifications so that the most important emails from leads and contacts get your immediate attention. MailMagnet intelligently scans your inbox and notifies you of the emails from your prospects and customers in CRM.

MailMagnet will be available only if you enable the Zoho Mail Add-on feature and configure your email account within Zoho CRM. See Also Zoho Mail Add-on

Note

  • When the leads or contacts send emails, it will be listed under MailMagnet. Outgoing emails will not be listed in MailMagnet.
  • Only if you are the recipient (i.e. your emails address is in the To or CC fields of the email), will you receive the email in MailMagnet.
  • Group mails, such as info@zillum.com, sales@zillum.com, etc. will not be listed in MailMagnet.
  • The mail magnet will retrieve emails every 3 minutes.
  • 100 latest emails will be listed under MailMagnet.

Change Notification Settings

To change notification settings

  1. Tap the Settings icon in iPhone.
  2. Go to Notifications and tap Zoho CRM.
  3. In the Zoho CRM notification options, choose your notification settings.

Reply to Emails

To reply to emails

  1. Tap Messages in the Zoho CRM app.
    Email received from the leads and contacts will be listed.
  2. Tap an email to open.
  3. Tap on the Reply icon and compose an email to sent.

Add a Follow-up Task

To add a follow-up task

  1. Tap the Messages icon in the Zoho CRM app.
    Email received from the leads and contacts will be listed.
  2. Open an email and tap the Task icon.
  3. In the Add Task popup, specify the details and tap Save.

Add a Note

You will get the option to add a note only after you reply to an email.

To add a note

  1. Tap the Messages icon in the Zoho CRM app.
    Email received from the leads and contacts will be listed.
  2. Open an email and tap on the Reply icon.
  3. Compose an email and tap Send.
    The option to add a follow-up task and a note will be available.
  4. Tap on Add a Note.
  5. Specify the note details and tap Save.

Make Calls

You can make calls to your customers easily by selecting the record in Zoho CRM and initiating the call. Once the call is complete, you can also log the call.

Note

  • You can log only outbound calls.

To make a call

  1. Go to the Leads, Contacts, Tasks or Calls module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap a record to which you want to make a call.
  3. In the Record Details page, tap the Call icon.
  4. Tap the phone number to call the contact.
    When the call is completed, you can also log the call and it will be available in the Calls module.

Log Calls

After making calls to your customer, you can instantly log your calls with the log a call feature.

Note

  • You can log only outbound calls.

To log a call

  1. Go to the Leads, Contacts, Tasks or Calls module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap a record to which you want to make a call.
  3. Tap the phone number to call the contact.
    When the call is completed, you will be asked if you want to log the call.
  4. Tap Yes to log the call.
  5. In the Call Details page enter the call information and tap Done.

View Map

Using Google Map, you can locate the address of the Leads, Accounts, and Contacts.

To view map

  1. Go to Leads, Accounts, or Contacts module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap a record for which you want to view map of the address.
  3. In the Record Details page, tap the Map icon.
  4. Tap the address location that you want to see. (Mailing Address, Billing Address, etc.)

Associate Related Records

You can create and associate the following to the various records from your iPhone:

  • In Leads: Events, Tasks, Notes, Calls, Attachments
  • In Accounts: Events, Tasks, Notes, Calls, Contacts, Potentials, Attachments
  • In Contacts: Events, Tasks, Notes, Calls, Potentials, Attachments
  • In Potentials: Events, Tasks, Notes, Calls, Attachments
  • In Cases: Events, Tasks, Notes, Calls, Attachments
  • In Vendors: Contacts, Events, Tasks, Notes, Products, Attachments
  • In Products: Events, Tasks, Notes, Calls, Attachments
  • In Tasks, Events, Calls: Notes, Attachments

To associate related records

  1. Go to the Leads, Accounts, Contacts, Potentials or Cases module.
    The records in Contacts, Leads, and Accounts modules are listed in alphabetical order.
  2. Tap a record to which you want to associate related records.
  3. In the Record Details page, tap the Events, Tasks, Notes etc.
    The list of already associated records will be displayed.
  4. Tap on the record to view and edit the details.
  5. Tap the Add Record icon to add a record and save the details.
    The event/task will be created and associated to the record.
  6. From the Events and Tasks module, you can select the List view or the Month view for events, as required.

Record Voice Notes

You can record your conclusions on a recent demo for a prospect or capture your thoughts about a meeting with a client with Voice Notes. You can associate these audio files with your records and download them whenever you need. The voice notes will be counted as part of the storage limit in Zoho CRM.

To record voice notes

  1. Go to the Leads, Accounts, Contacts, Potentials or Cases module.
  2. Tap a record to which you want to add voice notes and tap Notes.
  3. Tap the Voice Notes icon.
  4. Tap the record icon to start and stop recording your notes.

Attach Files

To attach files

  1. Go to the Leads, Accounts, Contacts, Potentials or Cases module.
  2. Tap a record and tap Attachments to upload files.
  3. Tap the Add icon. You will get the option to upload from various sources.
    You can also upload from third party apps like Dropbox, Google Drive, etc.

Search Records

Using the Search feature, you can locate specific information or specific records without having to go through the entire list of records. From the list of matching records, if any record is online (retrieved from the server) and not locally stored in your device, then it will be automatically downloaded to your device when you open it.You can search records that exist in the device by specifying the search criteria fields. See Also Define Search Criteria Fields

To search records

  1. Go to any module.
  2. Enter the text in the search box to search the records in the device or the server.
    As you enter, the matching records will be listed.
  3. Tap Device or Server to search records in the device or from the server respectively.

Define Search Criteria Fields

Using the Search feature, you can locate specific information or specific records without having to go through the entire list of records. You can search records based on a specific field value. These search criteria fields can be defined by you.

To define search criteria fields

  1. Tap the Settings icon from the Dashboard.
  2. In the Settings screen, tap Device Search.
  3. In the Search Settings screen, tap the module for which you want to define the search criteria fields.
  4. From the list of fields that are displayed, tap the fields to select them.
    The search results will be based on the fields that you define here.

View Month & List View for Events

For the events, you can view the list of records in two types of views: List view and Month View.

To view events in month view

  1. Go to Events module.
  2. In the Record List page, tap the Month icon. The events will be displayed in a month view.

Change Name Format

You can change the name format for the leads and contacts in Zoho CRM from your iPhone device.

To change name format

  1. Tap the Settings icon from the Dashboard.
  2. In the Settings screen, tap Display Contact/Leads.
  3. In the Display Contacts/Leads screen, tap the Last, First or First, Last.
    The name format will be changed based on the option selected.

Send Feedback

Feedback can be sent to the Zoho Mobile development team, using the feedback form.

To send feedback

    1. In the Zoho CRM Dashboard, tap About Zoho CRM.
    2. In the About Zoho CRM screen, tap Submit feedback to compose the feedback message and send.

 

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