CRM Help

Using Native App for Android

Supported Zoho CRM Modules

From the Zoho CRM app on your Android device, you can access 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 when not connected to the network. The following modules are supported in Zoho CRM for Android:

  • Leads
  • Accounts
  • Contacts
  • Potentials
  • Tasks
  • Events
  • Calls
  • Products
  • Cases
  • Solutions
  • Vendors
  • Price Books
  • Quotes
  • Sales Orders
  • Purchase Orders
  • Invoices
  • And all custom modules (Maximum: 15 custom modules)

Work with Home

Zoho CRM for Android welcomes you with an attractive Home screen that displays the Activities for the week. You can prioritize your work for the day based on the activities displayed. You can also check off completed activities and add new activities from the Home screen.

Toggle between the days of the week to view the tasks, events and calls for the selected day. Click the Add (+) icon against the Event, Task or Call to add a new activity, respectively.

You can mark activities as complete by selecting the completed activities under Tasks, Events or Calls. The activities marked as complete will be clubbed together.

Work with Feeds

Feeds on Zoho CRM for Android lets you collaborate with your peers and keep a track of your organization's activities - be it your own or that of your colleagues. It lets you post and view status updates, add comments, attach files and filter Feeds updates by modules.

To create/view Feeds updates

  • In your Zoho CRM Android app, go to Feeds.
  • Tap the Add icon and compose your status update.
  • Comment on other record updates by your peers.
  • Click the Filter icon to view the updates of a selected module.

    You can also filter out just status updates by tapping on Status.

Create Records

You can create records in the supported modules from your Android device. While adding leads and contacts, you have two options: to create a new record or import from Address Book.

To create a new record

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. Tap the huge Add Record icon.

    In the case of Leads and Contacts, you can choose between New Lead/Contact and Import from Address Book.
  3. In the Add [Record] screen, specify record details.
  4. Tap the OK icon.

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. Tap the Convert icon.
  4. In the Convert Leads screen, specify the necessary details and tap the OK icon.
    The lead will be converted and will be available in the Converted Leads list view.

Import Leads and Contacts from Address Book

You can import multiple leads and contacts from your iOS Contacts to Zoho CRM. A maximum of 100 contacts can be imported 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(s) that you want to import.
  5. Tap Import.
  6. The selected contact(s) will be imported and available in the respective module.
    You can edit the records' details if required.

Save Leads and Contacts 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 desired contact.
    Tap the More icon.
  3. Tap Export.

    The contact is saved to your address book automatically.
  4. Go to iPhone contacts to confirm the record that was exported.

Edit Records

To edit a record

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. Tap the record that you wish to edit.
  3. Tap the Edit icon.
  4. In the Edit [Record] page, modify the details of the record.
  5. Tap OK.

Refresh Record's Details Page

You can refresh the data in the Record's details page by selecting the Refresh option from the More icon.

Delete Records

Occasionally, you may need to remove some of the unnecessary records from Zoho CRM, for better organization of data. From the Zoho CRM App (Android version), you can delete records from the supported modules.

To delete a record

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. Tap the record that you want to delete.
  3. Tap the More Options icon and then tap Delete.
  4. Confirm deletion by tapping Yes. The record will be deleted.

Change List View for a Module

You can change the list view that helps you filter the required data based on specified criteria. For each module the pre-defined list views and the ones created by the users will be listed.

To change list views

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

Note

  • Only the list views already available in the web version will be displayed.
  • New list views cannot be created in the Zoho CRM mobile app.

Locate Leads/Contacts/Accounts Near You

In case you wish to meet customers near you when you are on a business trip, your mobile CRM app will instantly tell you which contacts are near you and how important they are to your business.

Using Google Maps in your Android device, you can find leads, contacts and accounts a few miles around your current location as well as a custom location. Please note that the necessary location service should be switched on in your device.

To locate leads/contacts/accounts near your current location/custom location

  1. Go to the Leads/Contacts/Accounts module.
    The records will be listed based on the List View that is selected.
  2. Against the selected List View click the Map icon.

    All the leads/contacts/accounts near your location will be pinned on the map, irrespective of the ownership of the record or other criteria.
    In case you wish to look for leads/contacts/accounts around a specific location, enter the desired location in the Custom Location textbox. The apporiate matches will be displayed on the map.

Note

  • The Location Service settings should be switched on to use this feature.
  • Only the contacts within the specified radius will be located in the map. The default radius is 10 kilometers for both your current location and custom location.You can change this radius as required.
  • 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.
  • When you tap on the pin and then the information icon, you can view the records details and other options such as Call Lead/Contact/Account, Send Mail, Delete Record, etc. These options will be available based on the details in the record.

Check-in to a Location

When you go out with your family to a great restaurant or you are at the movies with your friends, you want to share the news with the world - and so you "check-in" to the location and share it on Facebook or Twitter. Similarly, from the Zoho CRM app for Android, you can now check-in to the location when you meet with a client. Sales managers can immediately be notified of the check-in and therefore can keep a track of their sales reps' client appointments.

Check-ins are closely tied to Events. For example, you have an event called "Demo for Product at Kevin's office". When you check-in to a location, say Kevin's office, you can either associate the check-in to the existing event or create an event upon the check-in. The check-in is automatically attached as a note to the event. You can create check-ins only for the Leads, Contacts and Accounts modules. You cannot create a check-in without it being associated to an event.

To check-in to a location

  1. Go to Leads/Contacts/Accounts modules.
  2. Tap the Check-in icon to create a check-in.
  3. If there is already an event associated to the contact, the exisiting event(s) show up.
    Select an event . The check-in is associated as a note for the event.
  4. If there is no event, the app prompts you to create a new event for the check-in.

    Create a new event and associate the check-in to the event.

Note

  • When a check-in is made, an update regarding the check-in is posted to Feeds automatically.

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.
  2. Tap a record for which you want to view map of the address.
  3. In the Record Details page, tap the Map icon.

    Choose an application to Open With and view the location of the address mentioned for the lead/account/contact.

Send Emails

To send an email

  1. Go to Leads, Contacts or Cases module (or any other custom 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 Information page, tap the Email icon.
  4. Select the Application that you want to use to send the email.
  5. Compose an email and send.

Note

  • The Email tab is currently not supported in the mobile CRM app.

Using MailMagnet on an Android device

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 via POP3 configuration. See Also Zoho Mail Add-on

Note

  • When you receive mails from leads or contacts, 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 emails will be listed under MailMagnet.

Reply to Emails

To reply to emails

  1. Tap Messages option in the Zoho CRM app.
    All the emails from the leads and contacts will be listed.
  2. Tap an email to open.
  3. Tap on the Reply icon and compose an email.
    You can also use the Reply All icon, if required.
  4. Tap Send.
    On sending the email, you wil get the option add a follow-up task and a note.

Add a Follow-up Task/Note to Email

To add a follow-up task/note to Email

  1. Tap Messages option in the Zoho CRM app.
    All the emails from the leads and contacts will be listed.
  2. Tap an email to open.
  3. Tap on the More icon.

    Select Task or Note as required.
  4. In the Add Task screen, specify the task details and tap Save.

    If you have selected Note, type the note and save it.

Attach Files

To attach files

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. In the record's Related section, tap the Add (+) icon against Attachments.
  3. Select a favorable option under Upload from and attach the required file.
    You can also upload from third party apps like Dropbox, Google Drive, etc.
    You can attach files of maximum 20 MB.
  4. Tap Upload.

Upload Photos

For Leads and Contacts, you can upload an image by taking a photo or using an existing photo in the Android device.

To upload photo

  1. Go to the Leads or Contacts module.
  2. Tap the record to which you want to upload a photo.
  3. In the Record Information page, tap the More icon.
  4. Tap Upload photo.
  5. Tap Take Photo or Gallery to upload.

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.

To record voice notes

  1. Go to the Leads, Accounts, Contacts, Potentials, Cases, Vendors, Products or Quotes module.
  2. Tap a record to which you want to add voice notes.
  3. Against Notes, tap the Voice Note icon.
  4. In the Voice Note popup, tap Record to start and stop record your note.
  5. Once you stop recording, enter the Title and Description for the voice note and Save it to the record.

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.

To make a call

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. Tap a contact to whom you want to make a call.
  3. In the Record Information 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.

To log an outgoing call

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. Tap a contact to whom 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 Information page enter the call information and tap Save.

To log an incoming call

  1. Answer the incoming call.
    When the call is over, log a call option will be available if the incoming call's phone number is available in your Zoho CRM account.
  2. Tap Yes to log the call.
  3. In the Call Information page enter the call information and tap Save.

To schedule a call with a lead/contact

  1. Go to the module (Leads, Accounts, Contacts, etc.).
    You can also go to the Calls module and add the call details. It will be associated to the record that you select.
  2. Tap a record to which you want to add call details.
  3. In the record's Related section, click the Add icon against Calls.
  4. In the Add Call page, select Type as Schedule call.
  5. Add the call details and click the OK icon to save the details to the record.

View Events in Month View

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, toggle between the Calendar View and List View to see the events.

Associate Related Records

You can create and associate the following to the various records from the Android phone:

In Leads: Notes, Tasks, Attachments, Products, Events, Calls.

In Accounts: Notes, Contacts, Tasks, Attachments, Potentials, Events, Calls, Products, Quotes, Sales Orders, Invoices, Cases.

In Contacts: Notes, Calls, Attachments, Potentials, Tasks, Events, Products, Cases, Quotes, Sales Orders, Purchase Orders, Invoices.

In Potentials: Notes,Tasks, Calls, Attachments, Events, Products, Quotes, Sales Orders, Cases.

In Products: Notes, Price Books, Tasks, Events, Calls, Attachments, Cases, Solutions, Contacts, Leads, Potentials, Accounts.

In Cases: Notes, Tasks, Events, Calls, Attachments.

In Solutions: Notes, Attachments.

In Vendors: Notes, Products, Purchase Orders, Contacts, Tasks, Events, Calls, Attachments.

In Price Books: Notes, Products, Attachments.

In Quotes: Notes, Sales Orders, Tasks, Events, Calls, Attachments.

In Sales Orders: Notes, Invoices, Tasks, Events, Calls, Attachments.

In Purchase Orders: Notes, Tasks, Events, Calls, Attachments.

In Invoices: Notes, Tasks, Events, Calls, Attachments.

To associate related records

  1. Go to the module (Leads, Accounts, Contacts, etc.).
  2. Tap a record to which you want to associate events and tasks.
  3. In the Record Information page, tap the Events, Tasks, Notes etc.
    The list of records already associated will be listed.
  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.

Search Records

You can search for records to quickly fetch what you are looking for. Each module has a search tool which looks for records in the particular module.

To search records

  1. Go to the desired module.
  2. Tap the Search icon.
  3. Enter the text in the search box.
    As you enter, the matching records in the module will be listed.

    The default search is first made in the device. If there are no matching records in the device, the app automatically searches for matches from the server and displays results.
    In case matches are found in the device itself, the search results are displayed. If you still want the app to find more matching records from the server, you can select Get more records from the server option.
    In the case of records found in the server that are not already in your device, it will be automatically downloaded to your device when you open it.

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 Feedback.
  2. Compose the feedback content and tap Send.

Troubleshooting and Support

For any troubleshooting and support you can reach the Zoho Mobile team using the feedback form (mentioned above) and submit your questions. You can also email your questions to support@zohomobile.com.

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