CRM Help

Using Native App for iPad

Supported Zoho CRM Modules

From your iPad, you can access a set of Zoho CRM modules and the data in them which will be stored in a local database on your iPad. 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 iPad:

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

Create Records

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

To create a record

  1. Tap a module in which you want to add a record.
    All the records in the module will be listed.
  2. Tap the Add Record icon.
  3. In the Add [Record] screen, specify the details and tap Save.

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 Options 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 Leads and Contacts from Address Book

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

To import a lead or contact from the address book

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

Save Leads and Contacts to the Address Book

You can save the Zoho CRM leads and contacts to your iPad's address book, one record at a time.

To save a lead or contact in the address book

  1. Go to Leads/Contacts module.
    All the records in the selected module will be listed.
  2. Tap the record that you want to add to the address book.
  3. In the Record Details page, tap the More Options icon.
  4. Tap Save to Address Book. The record will be exported to the iPad's address book
  5. Go to iPad contacts to confirm the record that was exported.

Edit Records

You can edit the Zoho CRM record from your iPad.

To edit a record

  1. Tap the Leads, Accounts, Contacts, Potentials, Cases, Products, Vendors, Tasks, Events or Calls module.
    All the records in the selected module will be listed.
  2. Tap the record that you want to edit.
  3. In the Record Details page, tap Edit.
  4. Modify the details of the record and tap Save.

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, Tasks, Events or Calls module from your iPad.

To delete a record

  1. Tap the Leads, Accounts, Contacts, Potentials, Cases, Vendors, Products, Tasks, Events or Calls module.
    All the records in the selected module will be listed.
  2. Tap the record that you want to delete.
  3. In the Record Details page, tap the More Options icon.
  4. Tap Delete [Record].

Upload Photo

For Leads and Contacts, you can upload an image by taking a photo or using an existing photo from the iPad'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 add the photo.
  3. In the Record Details page, tap the Business Card View of the Lead/Contact.
  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 iPad, 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 location service for Zoho CRM 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 option and 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.

Note

  • The Location Service settings for Zoho CRM should be switched on.
  • Only the contacts within the specified radius will be located in the map.
  • In you iPad, within Zoho CRM, you can set the radius in miles from More > Settings > Search Settings > Show Contacts/Leads/Accounts 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 the records details and other options such as Call Lead/Contact, Send Mail, View Map, Add Related Records etc. 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. In each module all the standard and custom list views are available

To change list views

  1. Go to any module.
    The records will be listed based on the List View that is selected.
  2. Tap the List View icon 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 on the details to get a list of available options.
  4. Tap Send Email.

  5. In the New Message window, compose the email and send.

Using MailMagnet in iPad

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 your iPad.
  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 using Skype 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 any module.
  2. Tap a contact to which you want to make a call.
  3. In the Record Details page, tap on the details to get a list of available options.
  4. Tap Call [Record].
    The call will be initialized using Skype.

Log Call

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, Accounts, Contacts, Tasks or Calls module.
  2. Tap a record to which you want to make a call.
  3. In the Record Details page, tap on the details to get a list of available options.
  4. Tap Call [Record].
    The call will be initialized using Skype. When the call is completed, you will be asked if you want to log the call.
  5. Tap Yes to log the call.
  6. In the Call Details page enter the call information and tap Save.

View Map

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

To view map

  1. Go to the Leads, Accounts, or Contacts module.
  2. Tap a record for which you want to view the address.
  3. In the Record Details page, tap on the details to get a list of available options.
  4. Tap Locate address on map.

Associate Related Records

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

  • 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, Cases, Vendors, Products, Tasks, Events or Calls module.
    To go to the Cases and Calls, tap More.
  2. Tap the record to which you want to associate other records.
  3. In the Record Details page, tap the More Options icon.
  4. In the More Options menu, tap the Add Event, Add Task, Add Note, etc.
  5. Specify the required details for the record and tap Save.

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 a module and tap a record to which you want to add voice notes.
  2. 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 a module and tap a record.
  2. 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 box to search records in the device or 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 More in Zoho CRM.
  2. Under More, tap Settings.
  3. In the Settings screen, tap Device Search.
  4. In the Search Settings screen, tap the module for which you want to define the search criteria fields.
  5. 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. Tap the Month icon. The events will be displayed in a month view.
  3. Tap the List icon. The events will be displayed in a list view.

Change Name Format

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

To change name format

  1. Tap More in Zoho CRM.
  2. Under More, tap Settings.
  3. In the Settings screen, tap Display Contacts/Leads.
  4. 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. Tap More in Zoho CRM.
  2. Under More, tap Settings.
  3. In the Settings screen, tap About Zoho CRM.
  4. In the About Zoho CRM screen, tap Submit feedback to compose the feedback message and send.

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