Configuring Zoho

There are <span onClick='toggleSecurityInfo()'><a href='javascript:'>security restrictions</a></span> on this page

Basic Configurations

Adding/Editing Fields

  • Click on Setup (On the top)
  • Customization
  • Click on Fields Tab
  • Select the Module from the Module List
  • For New ,Click on New Custom Field button
  • Select Field Type
  • Enter Field Name with appropriate values
  • Click on Save or Save & New
  • For Edit,Click on the Edit link the showing front of the fields
  • Enter values you want to change
  • Click on Save or Save & New

1.jpg

  • Click on Setup (On the top)
  • Organisation settings
  • Click on Company Details Tab
  • Click Edit button
  • At the bottom please choose company logo and upload that

2.jpg

Rename Potentials as Opportunity

  • Click on Setup (On the top)
  • Customization
  • Click on Modules Tab
  • Click on Settings Icon for Potentials

3.jpg

  • Click on Edit Potentials
  • Rename Potentials as Opportunity

4.jpg

  • Click Save

Changing Layout

  • Click on Setup (On the top)
  • Customization
  • Click on Layouts Tab
  • Select the Module from the Module List
  • You can change the Layout now by just Drag and Drop the fields in any place you want, reorder the fields, and can remove the fields from Layout
  • For adding new Section Click on Create Section
  • Enter Section Name
  • Select Columns
  • Save

5.jpg

Modify Lead status to include the early stages of the Buyers' Journey

  • Go to Setup
  • Customization
  • Fields
  • Select Lead
  • Click on Edit link of "Lead Status"
  • Review which existing stages align to the Buyers Journey already, and which are missing or are superfluous. Negotiate any changes and apply. Ideally:
  1. New name found (make this default)
  2. Positioned in category
  3. Interest established
  4. Gap acknowledged
  5. Marketing Qualified Lead
  6. Leaked

Modify Lead Source

  • Go to Setup
  • Customization
  • Fields
  • Select Lead
  • Click on Edit link of "Lead Source"
  • Values and there Order should be :
  1. AdWords
  2. Automated nurturing
  3. Event - 3rd party
  4. Event – ours
  5. Inbound via phone
  6. Inbound via web
  7. List building
  8. Other
  9. Outbound VBR call
  10. Public Relations
  11. Referral from 3rd party
  12. Referral from employee

Modify sales stages to follow the Buyers' Journey

  • Go to Setup
  • Customization
  • Fields
  • Select Opportunity (Potentials)
  • Click on Edit link of "Stage"
  1. Positioned in category
  2. Interest established
  3. Gap Acknowledged
  4. Need Agreed
  5. Offer Understood
  6. Preference Formed
  7. Decision Made
  8. Revenue

Modify Opportunity(Potentials) Contact Roles

  • Go to Setup
  • Customization
  • Fields
  • Select Opportunity (Potentials)
  • Click on "Contact Roles" button
  • Add these Contact Roles according to the order
  1. User buyer – those who will use the solution or its outcomes
  2. Technical buyer – recommenders or decision makers on fit, form or functionality
  3. Economic – the final decision maker. Others may be able to say “no”, but only this buyer can say “yes”
  4. Coach – they are respected by the other buying influences, and they want you to win

6.jpg

Setup new custom fields

Lead Fields

Steps:

  • Go to Setup
  • Customization
  • Fields
  • Select Leads
BDM
  • This is a way of assigning opportunities to a sales person without purchasing separate license. If you are allocating a license to every sales person, skip this field. In this case, anywhere where 'BDM' is referred to throughout these procedures, substitute with 'Opportunity Owner Alias'
  • Click New Custom Field button
  • Select Field Type: Picklist
  • Enter Name: BDM
  • Enter Picklist values
  • Check also creates for Checkbox for Contact and Opportunity.
  • Click Save
Ad Headline
  • Click New Custom Field button
  • Enter Name: Ad Headline
  • Enter Length: 50
  • Check also creates for Checkbox for Contact and Opportunity.
  • Click Save
Ad Keyword
  • Click New Custom Field button
  • Enter Name: Ad Keyword
  • Enter Length: 50
  • Check also creates for Checkbox for Contact and Opportunity.
  • Click Save
Ad Line 1
  • Click New Custom Field button
  • Enter Name: Ad Line 1
  • Enter Length: 50
  • Check also creates for Checkbox for Contact and Opportunity.
  • Click Save
Ad Line 2
  • Click New Custom Field button
  • Enter Name: Ad Line 2
  • Enter Length: 50
  • Check also creates for Checkbox for Contact and Opportunity.
  • Click Save
Ad Page Variant
  • Click New Custom Field button
  • Enter Name: Ad Page Variant
  • Enter Length: 50
  • Check also creates for Checkbox for Contact and Opportunity.
  • Click Save
Research Notes
  • Click New Custom Field button
  • Select Field Type: TextArea
  • Enter Name: Research Notes
  • Select char limit: Small
  • Check also creates for Checkbox for Account, Contact and Opportunity.
  • Click Save
Secondary phone
  • Click New Custom Field button
  • Enter Name: Secondary phone
  • Enter Length: 20
  • Check also creates for Checkbox for Account, Contact and Opportunity.
  • Click Save
Type of entity
  • Click New Custom Field button
  • Enter Name: Type of entity
  • Enter Length: 20
  • Check also creates for Checkbox for Account, Contact and Opportunity.
  • Click Save

Account Fields

Steps

  • Go to Setup
  • Customization
  • Fields
  • Select Accounts
Entity type
  • Click New Custom Field button
  • Enter Name: Entity type
  • Enter Length: 50
  • Click Save
Research Notes
  • Click New Custom Field button
  • Select Field Type: TextArea
  • Enter Name: Research Notes
  • Select char limit: Small
  • Click Save
Type of entity
  • Click New Custom Field button
  • Enter Name: Type of entity
  • Enter Length: 20
  • Click Save

Contact Fields

Steps

  • Go to Setup
  • Customization
  • Fields
  • Select Contacts
BDM
  • Click New Custom Field button
  • Select Field Type: Picklist
  • Enter Name: BDM
  • Enter Picklist values
  • Click Save
Entity type
  • Click New Custom Field button
  • Enter Name: Entity type
  • Enter Length: 50
  • Click Save
Research Notes
  • Click New Custom Field button
  • Select Field Type: TextArea
  • Enter Name: Research Notes
  • Select char limit: Small
  • Click Save
No. of employees
  • Click New Custom Field button
  • Enter Name: No. of employees
  • Enter Length: 50
  • Click Save
Type of entity
  • Click New Custom Field button
  • Enter Name: Type of entity
  • Enter Length: 20
  • Click Save
Website
  • Click New Custom Field button
  • Enter Name: Website
  • Enter Length: 50
  • Click Save


Opportunities Fields

Steps

  • Go to Setup
  • Customization
  • Fields
  • Select Opportunities
BDM
  • Click New Custom Field button
  • Select Field Type: Picklist
  • Enter Name: BDM
  • Enter Picklist values
  • Click Save
Ad Headline
  • Click New Custom Field button
  • Enter Name: Ad Headline
  • Enter Length: 50
  • Click Save
Ad Keyword
  • Click New Custom Field button
  • Enter Name: Ad Keyword
  • Enter Length: 50
  • Click Save
Ad Line 1
  • Click New Custom Field button
  • Enter Name: Ad Line 1
  • Enter Length: 50
  • Click Save
Ad Line 2
  • Click New Custom Field button
  • Enter Name: Ad Line
  • Enter Length: 50
  • Click Save
Ad Page Variant
  • Click New Custom Field button
  • Enter Name: Ad Page Variant
  • Enter Length: 50
  • Click Save
Reason Lost
  • Click New Custom Field button
  • Select Field Type: Picklist
  • Enter Name: Reason Lost
  • Fill values
  1. None
  2. Failed to align Buyer's concept of need to one we can win
  3. Failed to trouble buyer adequately
  4. Competitor outsold us against a winnable need
  5. Competitor's solution met need better than ours
  6. Failed to manage all buying influences
  7. No project / cancelled project
  • Check first value as Default
  • Click Save
Type of entity
  • Click New Custom Field button
  • Enter Name: Type of entity
  • Enter Length: 20
  • Click Save
Weighted Amount
  • Click New Custom Field button
  • Select Field Type: Formula
  • Enter Name: Weighted Amount
  • Select Formula Return Type: Currency
  • Enter Decimal Places : 0
  • Enter Formula Expression: ${Potentials.Probability}*${Potentials.Expected Revenue}
  • Click Save

Create Tasks

  • Click Setup
  • Click Workflow
  • Click on Create Task button
  • Module: Leads
  • Subject : Update Zoho with your contact result
  • Due Date : Select WF Rule Trigger Date : plus : 1 days
  • Status : Not Started
  • Priority : High
  • Assigned To: Blank
  • Notify Assignee: Check this checkbox
  • Remind Assignee: Check this checkbox
  • Select Same day as Due Date at 09:00 AM
  • Alert Mode : Email
  • Click on Save button

Create Reports

  • Click Report Tab
  • Click on Create Report button

7.jpg

Create Lag report

  • Select Module : Opportunities
  • Select Related Module: Stage History
  • Click on Continue button
  • Select Report Type: Summary Report
  • Select Available columns: Opportunity Name, Stage(Stage History), Stage Duration
  • Select Grouping: Summarize information by: Select Lead Source and then by: Stage(Stage History)

8.jpg

  • Select Columns to Total

9.jpg

  • Select Criteria

10.jpg

  • Click on Save
  • Enter the report name ”Lag”
  • Select report folder “Sales Metrics Reports”
  • Save Report

Create Funnel Velocity report

  • Select Module : Opportunities
  • Select Related Module: Stage History
  • Click on Continue button
  • Select Report Type : Matrix Report
  • Select Grouping:
  1. Specify your Row Headings: Select Subtotal By: Stage(Stage History)
  2. Specify your Column Headings: Select Subtotal By: Opportunity Modified Time: Month & Year
  • Select Columns to Total tab
  • Select radio - Record Count
  • Select Criteria tab
  • Set criteria Opportunity Created Time
  • Custom
  • 01/12/2014

Create Win rate report by lead source

  • Select Module : Opportunities
  • Select Related Module: Stage History
  • Click on Continue button
  • Select Report Type : Matrix Report
  • Select Grouping:
  1. Specify your Row Headings: Select Subtotal By: Lead Source
  2. Specify your Column Headings: Select Subtotal By: Stage
  • Select Columns to Total tab
  • Select radio - Stage Record Count
  • Select Criteria tab
  • Set criteria Opportunity Closing Date
  • Custom
  • 01/12/2014

Create Leakage report

  • Select Module : Opportunities
  • Select Related Module: Stage History
  • Click on Continue button
  • Select Report Type : Matrix Report
  • Select Grouping:
  1. Specify your Row Headings: Select Subtotal By: Stage
  2. Specify your Column Headings: Select Subtotal By: Stage(Stage History)-> Select Columns to Total tab
  • Select radio - Stage History - Stage Duration for Average
  • Select Criteria tab
  • Set criteria Opportunity Closing Date
  • Custom
  • 01/12/2014

Create Email Templates

  • Click on Setup
  • Click on Email templates tab
  • Click on New Template button

Gap Acknowledged

  • Record Type : Contacts
  • Template Name : Gap Acknowledged
  • Store under: Public Email Templates
  • From : Current User’s Email
  • Subject : Some of the reasons why your telephony costs are so high
  • Reply to : blank
  • Copy paste this as a Template body

[Hi ${Contacts.First Name}

Thanks for explaining why getting control of your total telephony costs is a priority for ${Accounts.Account Name}. Here is what I have learned so far: • You are a [describe the company] • You have [describe their use of telephony including volume and nature of of calls} • Anything else that describes their situation • You spend approximately [insert] on core telephony every month • Your current [describe their phone system] are [insert] years old, and [describe something bad about them] You are trying to:

• [describe everything you know about where they are trying to take their business - not the phones. Consider the following]: • Grow 50% year on year, with a 25% increase in staff – hence increased productivity • Increase flexibility for staff to relocate within the office • Better support work-from-home for your growing staff • Focus staff time on delivering great sales and marketing outcomes, not on managing phones But that these objectives are somewhat impeded in a few ways [describe all the reasons telephony is holding them back]:

• Staff working from home are not able to make or receive calls other than on mobiles • Staff IDs are not rapidly-enough changed on phone handsets • Manually managing extension numbers • Unable to make certain calls from your boardrooms • Unable to easily transfer calls without reference to these printed extension lists • Dialling inefficiently and making use of Skype to enable the use of better headsets • Tied to your co-tenant’s phone system, which could be arbitrarily removed without notice • Spending too much executive time managing and worry about the above As we discussed, I believe that This Solution has the capacity to drastically reduce your total telephony costs, while meeting the other needs. I’d like to meet again to agree what it is that you need - whether form us nor not - to address these gaps / impediments.

Is there anyone else that I should speak with at ${Accounts.Account Name}, that may be facing different challenges to you, or would need to be included in the conversation about what is needed?

Once I hear from you on my requests above, our next step will be for me to meet you (and relevant team members) to agree what is needed.


Cheers, ${User.First Name}

${User.First Name} ${User.Last Name} ${Organization.Organization Name} ${Organization.Street} ${Organization.City} ${Organization.State} ${Organization.Zip Code}]


  • Click Save

Leak with intent – contacts

  • Record Type : Contacts
  • Template Name : Leak with intent - contacts
  • Store under: Public Email Templates
  • From : Current User’s Email
  • Subject : Some We'll stand down
  • Reply to : blank
  • Copy paste this as a Template body

[ Hi ${Contacts.First Name}

It seems this is no longer a priority for ${Accounts.Account Name}, so we'll stand down. Firstly, thanks for considering how we could help, and for being candid in our discussions.

Whilst this might have slipped off your A list, I have no doubt that the total cost of telephony will continue to percolate away in the background as an issue for you. When it rises to your A list again, I'd welcome a call.

In the mean time, to help you to learn a little from what other companies are doing to manage their total costs of telephony (remember, this is lines + usage + equipment + maintenance + admin time +++), I'll occasionally send you a snippet of something we have learned from other companies like yours.

When total cost of telephony gets back on your radar, let's talk. Until then...

My best regards, ${User.First Name}

${User.First Name} ${User.Last Name} ${Organization.Organization Name} ${Organization.Street} ${Organization.City} ${Organization.State} ${Organization.Zip Code}]

  • Click Save

Leak with intent – leads

  • Record Type : Leads
  • Template Name : Leak with intent - Leads
  • Store under: Public Email Templates
  • From : Current User’s Email
  • Subject : We'll stand down
  • Reply to : blank
  • Copy paste this as a Template body

[Hi ${Contacts.First Name}

It seems this is no longer a priority for ${Accounts.Account Name}, so we'll stand down. Firstly, thanks for considering how we could help, and for being candid in our discussions.

Whilst this might have slipped off your A list, I have no doubt that the total cost of telephony will continue to percolate away in the background as an issue for you. When it rises to your A list again, I'd welcome a call.

In the mean time, to help you to learn a little from what other companies are doing to manage their total costs of telephony (remember, this is lines + usage + equipment + maintenance + admin time +++), I'll occasionally send you a snippet of something we have learned from other companies like yours.

When total cost of telephony gets back on your radar, let's talk. Until then...

My best regards, ${User.First Name}

${User.First Name} ${User.Last Name} ${Organization.Organization Name} ${Organization.Street} ${Organization.City} ${Organization.State} ${Organization.Zip Code}]

  • Click Save

Need Agreed

  • Record Type : Contacts
  • Template Name : Need Agreed
  • Store under: Public Email Templates
  • From : Current User’s Email
  • Subject : Agreed need for ${Accounts.Account Name}
  • Reply to : blank
  • Copy paste this as a Template body

[Hi ${Contacts.First Name}

Thanks for explaining why getting control of your total telephony costs is a priority for ${Accounts.Account Name}. Here is what I have learned so far: • You are a [describe the company] • You have [describe their use of telephony including volume and nature of of calls} • Anything else that describes their situation • You spend approximately [insert] on core telephony every month • Your current [describe their phone system] are [insert] years old, and [describe something bad about them] You are trying to:

• [describe everything you know about where they are trying to take their business - not the phones. Consider the following]: • Grow 50% year on year, with a 25% increase in staff – hence increased productivity • Increase flexibility for staff to relocate within the office • Better support work-from-home for your growing staff • Focus staff time on delivering great sales and marketing outcomes, not on managing phones But that these objectives are somewhat impeded in a few ways [describe all the reasons telephony is holding them back]:

• Staff working from home are not able to make or receive calls other than on mobiles • Staff IDs are not rapidly-enough changed on phone handsets • Manually managing extension numbers • Unable to make certain calls from your boardrooms • Unable to easily transfer calls without reference to these printed extension lists • Dialing inefficiently and making use of Skype to enable the use of better headsets • Tied to your co-tenant’s phone system, which could be arbitrarily removed without notice • Spending too much executive time managing and worry about the above As we discussed, I believe that This Solution has the capacity to drastically reduce your total telephony costs, while meeting the other needs. I’d like to meet again to agree what it is that you need - whether form us nor not - to address these gaps / impediments.

Is there anyone else that I should speak with at ${Accounts.Account Name}, that may be facing different challenges to you, or would need to be included in the conversation about what is needed?

Once I hear from you on my requests above, our next step will be for me to meet you (and relevant team members) to agree what is needed.


Cheers, ${User.First Name}

${User.First Name} ${User.Last Name} ${Organization.Organization Name} ${Organization.Street} ${Organization.City} ${Organization.State} ${Organization.Zip Code}]


  • Click Save

Thanks for your enquiry

  • Record Type : Leads
  • Template Name : Thanks for your enquiry
  • Store under: Public Email Templates
  • From : Select specific user email
  • Subject : Thanks for making contact
  • Reply to : blank
  • Copy paste this as a Template body

[Hi ${Leads.First Name}

Thanks for enquiring about how we can help ${Leads.Company}. I will be in touch with you ASAP to make a time for an initial discussion.

If you can't wait and want to talk now, please call 1300 02 03 04 and ask for me.

Cheers, ${User.First Name}

${User.First Name} ${User.Last Name} ${Organization.Organization Name} ${Organization.Street} ${Organization.City} ${Organization.State} ${Organization.Zip Code}]

  • Click Save

Create Web Forms

Contact us

  • Click on Setup
  • Website Integration
  • Select Forms Tab
  • Select Module : Leads
  • Click Create Web Forms
  • Drag and drop FirstName, Lastname, Company, Phone, Email, Lead source, Lead Status fields on the form.
  • Click on the setting icon and make FirstName, Lastname, Company, Phone, Email fields mandatory.
  • Click on the setting icon and make Lead source and Lead Status fields as hidden.
  • Select default value for Lead Source as “Inbound via Web”
  • Select default value for Lead Status as “Interest Established”
  • Click Next Step button
  • Enter form name : Contact us
  • Enter Landing page URL : http://thissolution.com/blog/
  • Enter Location URL : http://thissolution.com/contact-us/
  • Assign Owner* : Select Choose a Lead Assignment rule
  • Drop down select Contact us
  • Enable Notify Leads Owner
  • Choose System generate alert
  • Enable Acknowledge visitor
  • Select Choose a default response for all visitors radio button
  • Select Thank for your enquiry email template.
  • Click on Save
  • Click on Done