CRM Help

Using Pulse

Set up Field Configuration

As an Administrator, the very first thing to do while using pulse is to follow a record. Once you start following you will be able to view the Field Configuration link and set the field configuration. Under field configuration settings, you can select a maximum of 5 important fields that you want to track for any updates. Changes made to these selected fields will be listed in detail for each record under the Pulse tab.
Example: The Lead Status field is selected. John Smith (user) changes the status from Attempted to Contact to Contacted for the lead, Sarah Bell. The entry will be listed for the record as "John Smith updated Lead Status from Attempted to Contact to Contacted".
In a similar case, when the Lead Status field is not selected under Field Configuration, the entry will be as "Lead (Sarah Bell) updated by John Smith"

Availability

Profile Permission Required: Users with the Administrator profile can set up field configurations

Note

  • The users with cloned administrator profiles will not be able to access it.
  • You need to follow at least one record to view the Field Configuration link.
  • The field configuration needs to be set individually for each module.
  • You can select a maximum of 5 fields here.
  • Changes made to the fields that are not selected here will not be in detail. You will only be notified of a change being made by a user.
  • You can select any standard or custom field except for the Text Area fields.

Following are the list of fields that will be selected by default under Field Configuration:

Module Fields
Leads
  • Lead Status
  • Email Opt Out
  • Lead Owner
Accounts
  • Account Type
  • Account Owner
Contacts
  • Phone
  • Email Opt Out
  • Contact Owner
Potentials
  • Amount
  • Closing Date
  • Stage
  • Potential Owner

To set up field configurations

  1. Log in to CRM with Administrative privileges.
  2. Click the Pulse tab.
  3. Under the Pulse tab, click the Field Configuration link.
  4. In the Field Configuration popup, click Edit.
  5. Select the fields that you want to track for any updates.
    A maximum of only 5 fields can be selected.
  6. Click Save.

Follow or Unfollow Records

On activating Pulse feature for the profiles, the users belonging to the profile will be able to follow and unfollow the records from the Leads, Accounts, Contacts and Potentials modules. Once you start following a record, its activities and updates will be listed under the Pulse tab. You can also automate the process of following or unfollowing records using Workflow Follow-ups.

Note

  • You will be able to view the updates of only those records that are accessible to you and followed by you.
  • There is a limit on the number of records that you can follow. This includes records from the Leads, Accounts, Contacts and Potentials modules.

The activities and updates that will be recorded under Pulse tab:

  • Adding and deleting a record (Leads, Contacts, Accounts, Potentials).
  • Deleting records from the List View (individually or in bulk), and using the Mass Delete feature.
  • Updating a record, i.e. editing the fields in a record.
  • Updating records using the Mass Update feature.
  • Updating fields values of records using Workflow Field Updates, when a workflow rule is triggered
  • Adding & updating activities, i.e. Tasks, Events, Calls.
  • Closing a task.
    (Not for events as they are automatically moved under Closed Activities after the End DateTime.)
  • Adding tasks using Workflow Tasks, when a workflow rule is triggered.
  • Sending emails to leads and contacts.
  • Adding & editing notes.
  • Adding potentials & contacts under an account.
  • Changing the owner of a single record at a time.
  • Restoring the records from Recycle Bin (individually or in bulk).
  • Alerts, tasks and field updates triggered using Macro.
The activities and updates that will NOT be considered:
  • Editing contacts or potentials under an account will not be listed under the Account.
  • Deleting related lists under a record.

To follow or unfollow records

  1. Click Leads, Accounts, Contacts or the Potentials module and select a record.
  2. In the [Record Details] page, click Follow or Unfollow.
    Alternatively, click the Pulse tab, and click Follow or Unfollow for the corresponding record.

Set Pulse Rate

The pulse rate denotes the number of days and is used to set the count between 1 to 180. Based on this pulse rate, records that you follow will be listed in two different sections.

  • Records that are not updated before a specified time period - To keep track of all the important leads that have been inactive for a period of up to 6 months.
  • Records that are updated within the specified time period - To keep track of the activities and changes in records that you follow.

Example: You want to view the records without activities or updates for the past 5 days. You need to set the Pulse Rate at 5. Then the records that have not been updated for the past 5 days will be listed. You will only see the records that were last updated 5 days or more (maximum 180 days).

To set pulse rate

  1. Click the Pulse tab.
  2. Move the Pulse Rate Slider to the required number.
    The Slider can only be set from 1 to 180 days. You can also enter a number from 1 to 180 in the text box.

View Records Followed by You

The Followed by me option give you an easy access to check the status of the records that are followed by you. Based on this pulse rate, records that you follow will be listed in two different sections.

To view records followed by you

  1. Click the Pulse tab.
  2. Select All, Leads, Accounts, Contacts or the Potentials module from the Module drop -down list.
  3. Click the Followed by me link.
    You will see the list of lead, contacts, accounts and potentials followed by you.

View History of Updates

Using the Pulse feature, you can follow and unfollow important leads, accounts, contacts and potentials in your Zoho CRM account. This allows you to keep a track of all the changes made to a record. The Records updated and Records not updated sections list all the records that you follow and a history of all the changes made to the records since you followed them.

To view history of updates

  1. Click the Pulse tab.
  2. Select Leads, Accounts, Contacts or the Potentials module from the Module drop -down list.
  3. Select a user from the Owner Name drop -down list to view only the records that belongs to the user.
  4. Select a record to view the history of the updates.

Note

  • The filter by Owner Name and Module will be set as default until you change it the next time.
  • Under the Records updated section, the records will be listed from recent to the oldest.
  • The Business Card View will be the same as that of the record in the respective module.
  • For records in the Pulse tab, the Description field will not be available in the business card view.
  • Each record will show the number of followers i.e. how many users are following the record.

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