Tuesday, May 24, 2016

ZOHO CRM - Options for scheduled calls

You can easily reschedule, cancel or mark as complete, a scheduled call, right in your Open Activities related list!

Simple hover over the More link to the left of the call, and click on the desired action in the pop-up menu.

ZOHO CRM - More Custom Fields and Modules!

Ever find yourself constrained by Zoho CRM's customization field and module limits?  Well good news... these limits just got increased!

Custom Modules were previously limited to 5, but are now limited to a minimum of 10 (Enterprise Edition), with one additional available for every 10 users up to a total of 30!!  Opens large new vistas for what you can do with CRM!

Likewise limits on custom fields have been raised... in the Enterprise Edition, the total number of custom fields went from 300 to 500, with individual limitations being increased accordingly.  For example, checkboxes went from 50 to 80.  For the full list of new limitations check out the capability matrix.

ZOHO CRM - Trigger workflow when an event is cancelled!

A relatively new CRM feature is to be able to trigger workflow actions when events are cancelled.  Setup->automation->workflow->New Rule

  • Select Event as the module, name your rule and provide a description
  • Select 'A Record Action' as the Trigger Type:

Sunday, May 1, 2016

Salesforce.com - Adding Topics to Chatter

Much like records, you can add topics to chatter posts to quickly pull up and identify all chatter posts with the same topic.

On the right hand side of the chatter post, click the down arrow to select "add topic".

Create your topic here, or if you've already created some start typing and choose from the list.

Once posted, you can later click on the topic and find all chatter posts with the same topic.

Written by Prabha Krishnamurthy

Salesforce.com - Using Topics

Topics in Salesforce are much like tags.  However, slightly different:

  • Topics are words to associate or group records on a common theme.
  • They can be used to create views lists (tags definitely cannot).

Issue for most users is that once you enable topics, public tags disappear from the main screen as expected (personal tags are still available though).  Personally, just recently I had a hard time figuring out where my public tags were with a client, -- yup, they had topics enabled.

To enable topics, to go setup, then search for "topics".  You will find the link to “Enable and configure topics for objects”.

This next screen allows you to choose which objects you want to enable topics for.  You can then choose which fields are available for suggestion.

Once on a record, click the link at the top of the record to add a topic to the record.  Here we've added a "test topic".

Written by Prabha Krishnamurthy and Corey Babka

SalesForce.com - Using Quotes

For this tip, there's a lot for this one so we'll just start with enabling quotes and getting started.  Quotes are an excellent way of expanding the opportunity module in Salesforce, much like the opportunity products.

To enable quotes, go to Setup, then do a search for "quotes" (remember, don't hit enter when searching -- it's just easier).  Find and click "Quote Settings".  Note: on the image below, you'll notice a lot of other options for quotes.  These are only available if enabled.

On the next screen, enable the quotes and save it.

Once enabled, you'll notice that quotes are now an option on the opportunity, working much like opportunity products.  These quotes allow for printing (through templates) and allow for the revenue to be calculated based on the products added to the quote.

We'll explore more of quoting such as template creation in future tips (but may expand on this on our monthly webinar where we demonstrate our tips.

Tuesday, April 26, 2016

Crystal Reports : Date Math

One of the many things you will want to do with a bona-fide date field is calculate age.
Crystal makes it easy for us here; as long as we're comparing two date type fields, we can perform simple math.
Let us suppose that the date field in question is {CONTACTS.SOURCEDATE}, which represents when a particular prospect was imported into our database.

1. We can see how many records were imported in the last seven days

{CONTACTS.SOURCEDATE} <= CurrentDate() - 7

2. Or how "old" any particular record is, expressed in days


3. To calculate the age in years, we must use the Crystal DateDiff function:

DateDiff("yyyy", {CONTACTS.SOURCEDATE}, CurrentDate())

The "yyyy" specifies we want the answer in years; "m" and "d" are also options (months and days, correspondingly)

Crystal Reports : Multi-Element Parameters

When using a parameter that accepts multiple values, you will notice that you can't just drag it onto the report. We must pass it to the "Join" Crystal Function to "split" the values out.

Our parameter field is called {?UserID}, and accepts multiple values.

Create a formula with the following code:

Join({?UserID}, ", ")

This will return all UserID values within the {?UserID} parameter, separated by commas.

Crystal Reports : Decimal Precision

In the case of "calculated" fields, especially where division is involved, the result can sometimes be a number like "10.25" or "13.53".
Crystal will default the formatting of such a result to include the decimal places as the calculation requires.
If you only wish to see the "integer" portion of the field in question, you need only to change the field formatting.

1. Right-click on the field in question
2. Select "Format Field"
3. On the "Common" tab, click "Customize"
4. Drop down the "Decimals" list to select your desired precision.
5. "Ok" your way back out.

Note : These Field Formatting options are only available on numeric fields. If your formula is returning a string, try using the ToNumber() Crystal function to convert it.

GoldMine : Quickest Ways to Schedule

A client recently asked: It seems like a lot of steps to create an activity in Goldmine. Is there a quicker way?

There are several shortcuts to create an activity in Goldmine. My favorite method is below:

* Look up the contact that you would like to schedule
* Highlight the contact > Press F7 to open the calendar
* Pick a date > Click the Schedule drop-down > pick Activity type
* The Schedule Activity window opens with the contact filled in

Enter the remaining information about the activity and click Save. You're done.

GoldMine : Increasing the Recently Viewed Contact List

A client asked: Under the Contact sidebar, can I expand the number of contacts recently viewed?

Yes, you can set them to show up to 99 contacts:

* Select Tools > Options > System tab
* Under Navigation > increase Recent items shown
* Logout and log back into Goldmine
* Open the Contact Search > select/open Contacts

You will see the Recently Viewed items list increase as you open new contacts.

GoldMine : Changing the Default Search Field

A client recently asked: When I click the Search button, it opens the Contact Search to automatically search by Contact. Is there a way to set this default to something other than Company or Contact?

Yes, you can "memorize" a field so that it appears by default:

* Select Tools > Options > Lookup tab
* Modify Default lookup by field > select Remember Lookup By
* Open the Contact Search Ceenter > select Email as the lookup
* Lookup by email > logout of Goldmine

When you log bck in, click the Search button. Email should appear as the default Lookup By field.

Monday, April 25, 2016

MSCRM - Where did my template go?

Have you ever uploaded a personal template to CRM and then wondered how to delete it? I did this recently for a client where I wanted to upload a system template but accidentally created a personal template. To delete the personal template, you can use advanced find. Look for "Personal Document Templates" and you should see yours listed.

MSCRM - Viewing Dialog Comments

As explained in another blog post, dialog comments can not be retrieved and used from the process without writing a plugin. If you just want to see what people are adding to the comments area, you can use advanced find. The comments are stored in the process sessions for the dialog.

When you open a specific process session, you can scroll down to the comments section and see what the user entered.

You can also set up a simple advanced find to see your comments and export them to a spreadsheet.

MSCRM - Dialog Comments

Dialogs are a type of process in CRM where you can guide a user through a specific set of steps in order to gather information from them. They are similar to workflows in that you can build if-then statements and create/update CRM records. Learn more here.

If you've ever worked with dialogs, you may know that there is a comments section on the form by default. There is no way to remove it (that I know of). Anything added to this box can not be retrieved and used later without writing a plugin so as an administrator, we don't want users to enter anything in this box. 

And as a user, this might be very confusing.. They see "Click to add comments" and naturally assume that this is where they can add additional information about the record they're working on. Unfortunately, that's not the case so I would suggest including a note to inform the user.

Sunday, April 24, 2016

ZOHO CRM - New location for customization tools

If you have done any customization in your Zoho CRM account, you know that to reach the customization tool menu, you would just click the Setup link in the upper right hand corner, then click customization, or click right to one of the customization submenus right there.  The user interface has just changed recently, where the only sub-menus available now are Modules, Tab Groups and Web Tabs.  All of the other module-related sub-menus can now be found at the Module level, once you select a module:

ZOHO CRM - Creating Templates just got better...

When saving a template, Zoho will now warn you if a merge field you specified in the template is not currently defined for the module! Before, if you were typing in the merge fields and happened to mistype a field name, the merge field wouldn't work and you would have to manually trouble-shoot to determine why a particular field wasn't populating properly.

ZOHO CRM - Mobile App - Find Contacts near me feature...

We all know that the Zoho CRM Mobile App is great for salespeople on the go, but I wanted to point out what I think is the BEST feature the mobile app has to offer... "Contacts near me".

When you Tap on Contacts, the default view is your list of contacts, but if you tap again on the View title at the top you are presented with a list of alternative views:

Choosing Contacts Near Me results in this Map display:

All the contacts in your database within a defined* radius to your location are represented by a clickable pushpin.  Tap once on the push pin to identify the contact, tap again to get to the phone number and tap a third time to dial.

*Radius is configured under settings -> Search Settings - slide bar sets the radius in either miles or km.

This view is also available for Leads!

NOTE - finding this view in the new mobile app - Click on the "map" icon:

Sunday, April 3, 2016

Salesforce.com - Global Picklists

As of today it's only available in developer and sandbox editions, but we wanted to review something that's coming soon.  Global picklists are the ability to add the same values across objects.  You can edit one list of values, which will take effect and change all values such as leads, accounts, or opportunities (this really helps with mapping between leads and accounts).

They are also very secure, locked down and only editable by admins.

Go to setup -> Create, then "Picklists.

Click "New"

At this point it looks and feels like your normal picklist area where you add the values, order them, etc.

Written by Prahba Krishnamurthy

Salesforce.com - Using Relative Data Values

This is something that I bring up with clients a lot as it's a great tip to know.  I want to put this list here to be honest so I have a quick reference to get here -- otherwise I end up Googling something like "date values in views and reports salesforce" to get the same list.

Essentially, I use things like this a lot for views.  Let's say I want to create a view for contacts not touched in "the last 90 days".  To do so, some folks create a view and do a "greater than or equal to" putting in a specific date - no need to do that at all.  Relative date values will help.

Here's the full list: https://help.salesforce.com/apex/HTViewHelpDoc?id=custom_dates.htm

However, a snippet of that is here:

Here I can do things like this in a view and it keeps a "rolling 90 days" instead of a fixed 90 days.  Hope this helps!

Salesforce.com - Using Global Picklists

In this example, we'll explore how to add that global picklist to the account object.

As expected, you need to add it from the account fields area.  So we'll go to Setup and search for "accounts".  Click the "fields" item from the list.

Click New for a new field at the bottom of the screen where you can add custom fields.

On the first screen, select "picklist" like you normally would.

On the next screen (picklist definition), this is where it will change and we'll select the global picklist option.

Add in your field and label names as you normally would add a field.  Click Next.

On the next screen, choose which global picklist you'll use on this object.  Remember, global picklists will have the same choices on all objects which is very useful when mapping picklists (such as lead to account mappings).

Now, when we add it to the form, you'll have that picklist availble (add it to the form like any other form through the page layout editor).

Written by Prahba Krishnamurthy

Tuesday, March 29, 2016

Crystal Reports : Providing a Checkbox

Let us assume we want to display a checkbox on a report. In our example, we are looking to visually identify if a Crystal Formula is returning TRUE or FALSE.

The way this works is by selecting the "wing-dings" font for a formula and then programmatically changing what character is displayed.

1. Right-click on your formula and select "Format Field"
2. Click on the Font tab
3. Select "Wing-Dings" from the Font dropdown list
4. Click on the Common tab
5. Click on the "X-2" button to the right of "Display String"
6. Paste in the following formula, substituting your {@FUNCTION}


This will automatically produce an unchecked box or a checked box, depending on the value of {@FORMULA}

Crystal Reports : Combining Text and Data

You can actually insert data fields into text fields onto your report. This helps make text fields look "cleaner". We'll use a Starting Date and Ending Date as an example:

You'd like to have the text "From {Starting Date} to {Ending Date}" on the report header.

Step #1 : Create an empty text field and insert it onto the report.
Step #2 : Insert both the Starting Date and Ending Date fields onto the report.
Step #3 : Click into the text field and type in "From ". Make sure you type a space at the end.
Step #4 : Now drag the Starting Date field directly onto the text field. You should see a text cursor appear (a vertical line) within the text field. This is where the data field will be placed.
Step #5 : Click into the text field again and type " to ". Again, make sure to provide a beginning space and ending space.
Step #6 : Now drag the Ending Date field directly onto the text field. Position it using your text curaor as a guide.
Step #7 : Resize the text field to assure that the whole string can be displayed properly.

The result : Your text field will now read "From 12/01/2008 to 12/31/2008". Combining text and data this way assures the spacing between "From" and "to" is always accurate.

Crystal Reports : Using the Print Date and Other Special Fields

When printing the same report frequently, it helps to have the Print Date somewhere on the report. That way, you can always be confident of which report version you are looking at.
Within your Field Explorer, find the Special Fields group. Within that group, find and insert the Print Date field into your report. This field is automatically updated every time you refresh the report. Another popular Special Field is Page N of M, which can be inserted into the report footer to easily provide a page count.

GoldMine : Logging History Changes

A GoldMine user asked: Someone is changing our database! How can I track who it is?

It can be frustrating trying to figure out who changed the information in a field and trying to remember what the previous value was. A name changed, a company misspelled, addresses changed incorrectly can all be a problem.

Fortunately, there is a quick and easy solution.

Right-Click on the field in question and select Properties on the field label. Then select the Security tab and check Log changes in history. This setting is universal (affects all users and all contacts).

Now, whenever changes are made to that field, the user making the change, the date, the old value, and the new value will be logged on the History tab.

GoldMine : Using Comments in Lookups

A GoldMine user asked: I’ve customized my Lookup Lists, but is there an easy way to keep track of what the codes and initials mean?

Within a lookup list, a double forward slash (//) will separate your actual data from comments you want in the lookup list. Nothing to the right of the slashes will apppear in the data field.

* Pull up the Lookup List you want to add comments to
* Choose the field entry to modify, and click Edit
* After the data in the Enter the F2 Value box, add a space
* Add // and another space, and then a comment about the data.

It might look something like this:

IEM // Internet Email Function

Click OK to save. In the example above, while the comment ‘Internet Email Function’ would show when the user brings up the Lookup List, only the field data ‘IEM’ would go into the actual field on the contact record.

GoldMine : Creating a Group

A Gold Mine customer asked: How do I use a SQL Query to create a group?

First, run your SQL Query so the results are on the screen: Tools > Filters and Groups > SQL Query tab.

Switch to the Groups tab > Click on New Group.

Enter a Group Name.

The Code field can be used for anything you'd like. Since Groups are static, i.e. they do not automatically update, it’s a good idea to put in the date they're created so you know at a glance when the group was created.

Be sure the Build Group box is checked, click OK.

In the Group Building Wizard, click the SQL Query Records radio button. (If this is grayed out it means there is nothing appearing in the SQL Query tab.)

Click Next.

Choose whether and how to sort your group, if you want any fields brought over into the Reference field, and if you need to limit the size of the group.

Click Next > Finish.

ZOHO.CAMPAIGNS - Going from Draft to Send...

When using ZOHO.CAMPAIGNS to format and send email blasts to your CRM Leads/Contacts, you'll notice that you are required to submit all campaigns for approval before you can send them out.  This is Zoho's way of making sure the content is appropriate. Before you are granted approval, your campaign is considered a Draft, and you are unable to send it anywhere.

Once you request and receive approval your email campaign is ready to go and you should see a Send button.  If you don't, the most likely cause is that you clicked the Edit button AFTER you submitted the template for approval.  Doing this negates the approval.  Just submit it again and you should be good to go!

ZOHO CRM - Automate Lead and Quote Conversion!

Zoho has now made it possible to automate lead and quote conversion by adding Conversion as an available action in workflow!

The only trick.... auto conversion is only available as an action, when Field Update is chosen as the Trigger.

Example:  Lead Conversion.  An Account and Contact record is automatically created from the Lead record, and you have the option to auto-create the potential record:

For the potential record, you can choose to populate the amount field with the value from a field in the lead record as shown above.

ZOHO CRM - Signatures Explained

There are two types of signatures in Zoho CRM - one is your User Signature and the other is a Mail signature...


Set your User Signature:

  • Setup->Personal Settings
  • Scroll down to Signature Area
  • Click Edit (on the right)
This opens an html editor for you to use to create a signature.  It can include, images, lines, etc... have fun and create something really unique!

Use the User Signature - when creating Email templates, you have the option to attach a User Signature when the Email template is used for in Worklfow.  It is this User Signature that is attached to the email.


Set Mail Signatures:
  • Email Tab
  • Click Settings (upper right in gray)
  • Click Signatures in left hand menu
  • Click Add Signature button and choose associated email account (if you have more than one)
This too opens the html editor for creative signature making!  

The email signatures are used by the email client when sending an email directly with the email client (similar to outlook, and other email clients).

Friday, March 18, 2016

MSCRM - Recurring Tasks

Do you have specific tasks that you do on a regular basis and would like to automate their creation? MSCRM doesn't have the capability to do this out-of-the-box but with a few new fields and a simple workflow, you can do it yourself.

The only field that you need to create is an option set for the recurrence frequency. I called the field "Recurrence" and the options available are None, Weekly, Monthly, Quarterly. I'll review the workflow April's Tips & Tricks Google Hangout so make sure you join us!

MSCRM - Using Announcements

Did you know that there is a way to broadcast announcements and news to users in CRM? The Announcements feature can be handy if you need to alert users of specific events or if email isn't always effective. It can easily be added to a dashboard so that it's seen as soon as someone logs into CRM.

1. Create a new web resource for the announcements. The type will be Webpage (HTML).

2. In the text editor, on the Source tab add the following HTML. Be sure to save and publish your web resource changes.
     <body style="word-wrap: break-word;">
          <script type="text/javascript">window.location.href="/home/homepage/home_news.aspx?pagemode=iframe";</script>

3. Create a new dashboard or edit an existing one. Add a new Web Resource component and find the one you created via the lookup.

4. That's it! When you add new announcements under Settings > Administration, they will appear on the dashboard that you created.

MSCRM - Searching Explained

I was recently asked about the results that appear when you search from a specific view so I thought it would be a good topic to write about. I'm going to discuss Global Search, View Search, and Associated View Search.

Global & View Search
Using the search box in the blue bar at the top of the CRM window, will return results across all entities that are search enabled via System Settings. Using the smaller box when looking at an entity view will return results for just that entity. The results that are returned will depend on the Quick Find view settings. For example, if the Opportunity Quick Find view is filtered to show only open opportunities, then your search will return only the open opportunities that meet your criteria.

Global Search

View Search

Associated View Search
If you're looking at an associated view and use the search box from here, it will only return results within this view. This could be helpful if there are several associated records that you need to search through.

Thursday, March 3, 2016

Salesforce.com - How to add Library Content for Viewing within SalesForce

Go to Library tab and click on create new. You may have to enable the Libraries area if not visible on your tab bar.  To do so, click the + and customize your tabs.

I have created a “powerpoint sample” library in here.  Now to add content to library, click on contribute.

Choose a file, in our example, it will be a powerpoint and set sharing level.

I have saved as publish to shared library.  Once uploaded and saved, you can click on View content on the dialog that appears after save.

You can view the content as in-screen window document as below once uploaded and in the library.

Written by Prabha Krishnamurthy

Salesforce.com - Searching for Content within Libraries

Not only can you search tags and titles but also meta data of the document.  While tags and other data points can be created upon document upload, the text within the document can also be indexed for searching.

For example, if a document has a word “Java” in the content of the document, the content search will help retrieve the document.
To use Content Search, go to library tab and you will find the search on top left as shown below:

Written by Prabha Krishnamurthy

Salesforce.com - How to Enable Content & Understanding Permissions

To enable to use embedded content within Salesforce, go to setup -> Salesforce CRM Content.  Click the link to edit, then click the checkbox to enable.

Upon enabling, under Setup->Salesforce files you will see something like below, content permissions, etc.

Once enabled, search again for content and find the header "Content Permissions".  

This area helps set up permission for a user to view/edit/add/delete a library content like document/files.

Written by Prabha Krishnamurthy