The Setup page in Zoho CRM 2016 helps you configure all settings necessary to get your CRM up and running. Be it personalization, automation or third party integrations, you can initiate all functions from the minimalist Setup screen of Zoho CRM 2016.
The setup page is divided into 6 major categories. This page also has a predictive search feature that can help you find various options that are a subcategory of the major categories displayed here.
To access the Setup page, log in to your Zoho CRM account and click (the Settings icon) > Setup.
Predictive search makes your work in setting up your account easier by reducing the number of clicks you need to make in order to get to a particular Settings page. For instance, if you want to add or manage roles, the direct route is to go to the Setup page and click Users & Control > Security Control > Roles. But by using predictive search, you can directly navigate to the Roles page by entering Roles in the Search box.
The following are the 6 major categories under which various setup options are available
Start setting up your Zoho CRM account by entering personal details and company details.
User specific settings can be configured under Personal Settings. Let's say different members of a team are in different locations. So the time zones for each user will vary according to the location. Similarly, signatures are specific to a user. Such settings can be configured under Personal Settings. These settings are specific to the user who has configured them.
The settings under Company Details are organization-wide settings and can be configured only by a user with Administrative permissions. They cannot be modified by non-Administrators.
Configure your company's email address via POP3 or IMAP protocols. If you wish CRM to maintain a record of emails sent to customers from an email address not configured in CRM, you can use the BCC Dropbox feature.
Make sales more fun with Gamification! Configure sales contests for your sales teams and reward them with trophies and badges for a job well done. Gamification intends to motivate your sales teams to push themselves to perform better.
Create a more secure CRM by defining clear user permissions based on their hierarchy. You can group the users based on their roles, profiles or territories and then provide permissions to these groups based on their position in the hierarchy. An Administrator can control these permissions. Users with Administrator profile will have unrestricted access to your account.
The Users section enables you to add users, create user groups, activate or deactivate users. These actions can be performed only by an Administrator.
Territory Management is a system by which customer accounts are grouped based on a defined set of criteria. This makes for easy sharing of customer accounts among different sales teams in your company. It ensures proper and effective usage of the sales force to maximize sales opportunities, provide excellent customer service and expand the existing customer relationships.
Even though Zoho CRM is designed to satisfy most of your basic CRM needs, there may be certain industry specific needs that may not be available by default. You can customize your Zoho CRM account to suit these industry specific needs. You can customize modules, layouts, add custom buttons among other myriad functions.
Modules are the building blocks that constitute a CRM. Example, Leads, Contacts, Accounts, Potentials, Tasks etc. There are more then 10 predefined modules offered by CRM. Apart from these you can add custom modules and also edit the standard modules to suit your requirements.
Larger companies with multiple branches or services may require multiple CRM accounts. However, the core requirements remains the same for each CRM. Hence companies do not want to waste time cutomizing each CRM account individually. Zoho CRM comes with a solution to this problem in the form of Copy Customization. This feature allows users to duplicate the custom settings of one CRM account into another account.
Automating your day to day activities will help you save a lot of time and manual efforts. You can create workflow rules and associate workflow alerts, tasks and field updates to them. Additionally, you can set up case escalation rules and also assignment rules for leads, contacts and cases generated via web forms. You can also write custom functions to automate your sales processes.
Workflow management helps you to automate your sales, marketing and support. You can automatically assign tasks to users, based on the criteria defined in the rules and update certain fields. Workflow automation consists of the following components:
Assignment rules help you automatically assign the records to users in Zoho CRM. The assignment rule is applicable only for the leads, contacts, cases and records in custom modules that are imported or the ones that are captured through web forms. Based on the organization-wide record distribution process or round-robin process, you can automatically assign owner to the records.
It may so happen that sometimes, a case is not attended by the person to whom it is assigned. The Case Escalation feature allows you to configure a rule by which the case can be escalated to other members in the operational hierarchy. You can use Case Escalation Rules, to set the criteria, depending on the distribution rules of an organization.
There may be several instances in your business when certain actions need an approval from one or more senior decision-makers. For instance, sales reps offering product discounts to customers need the approval of their manager before they do so. Marketers planning a campaign may need the approval of the Marketing head as well as the Finance head to go ahead with the campaign.
In your CRM database when there are loads of decisions to be approved, it becomes a tiresome task to sort through records and send them for someone’s approval. Zoho CRM’s workflow approval process makes this easier by automating the entire approval process.
Integrating your Zoho CRM with other services will improve the value of your Zoho CRM. This category helps you to integrate your Zoho CRM account with your website (for visitor tracking and other purposes), with other Zoho Services or any other third party services like Google Contacts, Microsoft Office etc. You can also integrate with other social accounts like Twitter, Facebook and Google+ . These integrations can be done using APIs.
In the Web Forms section, you can create web forms, auto response rules for leads/contacts/cases generated through web forms and also create unsubscription forms.
While social media platforms offer you the opportunity to connect with several people, you need a CRM to tell you whom to connect with.
Enter Social CRM - which lets you integrate your Facebook, Google+ and Twitter accounts with Zoho CRM. Not only does this integration help you monitor and participate in social media activities from one place, it also provides sufficient clarity about the significance of a particular customer to your business.
Zoho CRM for Google Apps makes it easier for your business to collaborate, communicate and share information, all in a single, centralized place. If your business is using Google Apps, you can now synchronize Google Mail and access other information from within Zoho CRM.
Go beyond a CRM by integrating Zoho CRM with other Zoho Apps. For example, managing the customer support requirements of your CRM contacts becomes easier with Zoho Support integration. Manage your customers' projects easily with Zoho Projects integration. Note that the availabilty of certain Zoho Apps depends on your Zoho CRM Edition.
You can also integrate Zoho CRM with third party apps such as Microsoft Outlook, Microsoft Office, PhoneBridge and Mobile Apps. For example, integration with Microsoft Outlook will enable you to sync your Outlook contacts with CRM contacts.
Developers or users with programming skills can integrate with any other third party apps using APIs and custom functions. Generate Zoho Services Communication key, PhoneBridge Token for third party integrations and build Custom Apps under the Developer Space.
This category consists of all the settings that will help you to manage the database of your CRM account. It helps you in creating, verifying and ensuring data integrity by maintaining relationships and implementing access controls throughout the databases. Under Data administration you can Migrate data from other CRM, Export your CRM data, manage the storage limit of your CRM and set up Audit Logs.
When you migrate data from another CRM system into Zoho you can import data using the Data Migration Wizard. Please note that this is different from the regular imports done for a specific module. For example, importing a set of leads from the Leads module and importing leads using the Data Migration Wizard are NOT the same. If you have difficulties migrating data, you can always contact our experts by submitting a Migration Request from the Data Migration page.
You can export module wise data from the Export page. A maximum of 3000 records can be exported at one shot. For further analysis, you can also request data backup. You get 2 free backups per month. Every additional backup costs $10.
This page displays the total storage space used by the organization as well as by the individual users.Total used space will also include the attachments present in the Recycle bin.
Go to the Recycle Bin to see the list of records deleted from Zoho CRM. The records are displayed for 60 days from the date of deletion, after which they are permanently deleted.
Audit log provides you chronological sequence of actions performed by the Users in Zoho CRM. You have the option to filter the data displayed in the Audit Log by Entity, Users, Action and Time. You can also export the Audit Log.