CRM Help

Working with Records on your 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 iOS:

  • 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 iOS 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.

Sort the activities into pending and completed lists by grouping the completed events, tasks and calls. Selecting an event, call or task would mark it as complete.

Work with Feeds

Feeds on Zoho CRM for iOS 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 apo for iOS app, tap the Feeds icon.

    All the Feeds updates are displayed.
  • Tap the Add icon and compose your status update.
  • Comment on other record updates by your peers.
  • To filter updates from a particular module tap the All droup-down and select the desired module.
    The updates related to the selected module are filtered and displayed for you.
  • To filter out only status updates by members of your organization, tap Status.

Create Records

You can create records for all supported CRM modules from your iPhone.

To create a record

  1. Go to the desired module on your iPhone.
    The records of the module are displayed.
  2. Tap the Add Record icon.
  3. Tap Add [Record]

    In the case of Leads and Contacts, you can add new records or Import from Address Book.
    In the case of other modules, you can directly add a new record.
  4. 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 icon.
  4. Tap Convert Lead.
  5. In the Convert Lead window, specify the necessary details and tap Convert.
    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

You can edit the Zoho CRM record from your iPhone

To edit a record

  1. Go to the desired module.
    The records are displayed.
  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 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 the desired module from your iPhone.

To delete a record

  1. Go to the desired module.
    The records are listed.
  2. Tap the record that you want to delete.
  3. In the Record Details page, tap the More icon.
  4. Select Delete.
  5. Confirm 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

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 Apple's Maps in your iOS 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 tap 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.
  3. 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 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 iOS, 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.

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 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 Details page, tap the Email icon.
  4. The email compose window opens. Compose and Send your email.

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 via POP3 configuration. 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@zylker.com, sales@zylker.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 and Add Follow-up Task/Note

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 and Send.
  4. On sending the email you will be able to associate a follow-up task or note.
  5. To add a follow-up task, tap task, create and save the task.

    Alternatively you can add a task by cliking on the Task icon from the email page.
  6. To add a note, tap Note, create and save the note.

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.
  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.

    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: 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 icon against the required related list and add the details 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, 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.

Attach Files

To attach files

  1. Go to the desired module.
  2. Tap the record required.
  3. Under the Related tab, tap the Add icon against Attachments.
  4. 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

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.

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

Send Feedback

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

To send feedback

  1. In the Zoho CRM app, tap the More icon.
  2. Go to Settings > Submit Feedback to compose and send your feedback.

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