Thursday, September 3, 2015

QB Tips: Apps That Work With QuickBooks








QB Tips: Memorizing Reports

Is there a report that you're constantly using?  Did you customize a report and would like to repeatedly generate it without having to customize it over and over again?  Well, you can!  Memorize the report and all you need to do is click on it ... with minor adjustments.  Here's how!


  1. Generate a report:

      2.  Click on the "Memorize" button  


     3.  Give the report whatever name you wish   
 


     4.  Save your report in a specific group  


You have now saved your report and can access it, easily, whenever you need it.  When you generate the report, make sure to change the dates for the time frame desired.





Wednesday, September 2, 2015

Crystal Reports : Crosstab Summaries

I often find is helpful to display both a SUM and a COUNT within the rows of a Crosstab object. A recent client needed to see both the SUM of {INVOICES.AMOUNT} and the COUNT of invoices based on {INVOICES.DATE}.

After adding your Crosstab as normal, go into the "Crosstab" tab under "Format Crosstab"

1. Add a row to the crosstab for a SUM of {INVOICES.AMOUNT}
2. Add a row to the crosstab for a COUNT of {INVOICES.INVOICENUM}
a. What we want to count here is the uniqueID field in the INVOICES table
3. Hit OK
4. In order to make the values stand apart in the Crosstab cells, I like to change the text alignment (left and right) of each summarized field.

Crystal Reports : Dealing with Notes Fields

When inserting "notes" fields into a Crystal Report, some things must be considered:

- After inserting the field, you may specify whether or not it "can grow" (meaning vertically) by going to the fields' Formatting page and selecting "Can Grow". You may also specify how many lines it "can grow" by.

- Certain databases keep their notes in HTML format, in which case the output will look garbled. You may, again, go to the fields' Formatting page and go to the Paragraph Formatting tab, then select a "Text Interpretation". Choices include HTML and RTF (Rich Text Format).

Crystal Reports : The Specified Sort Order

When selecting sort options for your Group, select Specified Order. Notice that a Specified Order tab appears when you do so. Simply choose in which order you’d like your Group printed. This is helpful in situations (for example) when the Group named "Thirty Days" must come before "Sixty Days", yet "Ninety Days" must be the last. Note that neither Ascending nor Descending order will solve this problem.

Monday, August 31, 2015

Salesforce.com - Duplicate Management, which objects are supported?

For Salesforce.com's newest duplicate detection management, only certain objects are supported.  They are:

  • Account
  • Contact
  • Lead
  • All Custom Objects.

All other standard objects including opportunities is not supported.

Written by Prabha Krishnamurthy

Salesforce.com - How to use Partner Object in Salesforce.com?

This in-built object Salesforce.com object will help to define mutual many-many relationship between account and opportunity object. Partner roles can be customized and a reverse role should also be defined for every partner role.


Steps to customize Partner role:

Click on Setup – Customize – Account – Partner Roles –

Click on New



Define the partner role and reverse role and we are all set to use it.



Written by Prabha Krishnamurthy

Salesforce.com - How to Add Additional Custom Fields to Salesforce Partner Object

The Partner Object itself does not have the ability to have custom fields added. However, if the field can be populated as part of Account and/or Opportunity, it can be added as a field to be displayed in related lists.  Here's how to select additional fields from account/opportunity object to show in Partner related lists:

Click on Setup – Customize – Account Layout – Related Lists

Go to Partner Related List –


Click on Settings icon. Select fields that needs to be displayed on Partner list and save changes.  

Written by Prabha Krishnamurthy

ZOHO CRM - TRANSFERRING OWNERSHIP OF RECORDS

Say you have 10 Zoho CRM User licenses... one employee is leaving the company and another is joining, and you want to transfer Accounts/Contacts (records) ownership from the old employee to the new employee.  You have to delete the old employee first to make room for the new employee, right? And you think that that action will somehow mess with the old employee's record ownership, but it doesn't!  The system maintains knowledge of the old employee, they are just considered a deleted employee.

to make the transfer:


  • Click the Accounts Tab in the top nav bar
  • Click the Account Tools Drop down (upper right) and select Mass Transfer Accounts
  • Click the spy glass next to the Transfer From field to display the list of users
  • By default active users are displayed
  • Change the display to Deleted users by using the drop down in the upper right hand corner (as shown).
  • Repeat the same for the Transfer To selection, selecting your new active user.
  • You also have the option of defining criteria for the transfer 
NOTE - by transferring accounts, all related contacts, potentials and activities are also transferred.

ZOHO - Navigating to other Zoho Applications from Zoho CRM

When you sign up for a Zoho CRM account, you are really signing up for a Suite of Zoho Applications.  Many of these additional applications integrate very nicely and enhance the functionality of your CRM.

If you go to home.zoho.com and sign-in you'll see a nice display of icons, each representing a difference application.

If you go to accounts.zoho.com you USED to see the list of applications down the right hand side and other "Settings" type links in the main view to managing your account.  Now when you go to accounts.zoho.com, you'll see the Settings-related features in tiles on the main screen, but what happened to the list of applications??

They are hiding right here: (upper left)

Simply click the Grid icon to display a list of all the Zoho Applications organized by function:

ZOHO CRM - Calendar Integration Trick

To add Events created in Zoho CRM to your "other" calendar you use, simply invite yourself to the event as a participant!

  • Create the Event as you normally would
  • Under the Participants area click the Add link
  • Add you email address (either in the top part under Users, or in the "Invite by Email Address")
  • When you save the event, choose Send Invites.
  • You'll get an email with an .ics file you can double click to add to your calendar!

Thursday, August 27, 2015

GoldMine : Requiring Input

When customizing your GoldMine record layout, you can make any field "required". This means that the user will not be able to navigate away from the Contact Record until the field has been filled.

To do this;

1. Enter Customization Mode by right-clicking on the Contact Record and selecting "Screen Design".
2. Find and right-click on the field you'd like to make Required.
3. Select "Properties".
4. Go to the "Security" Tab.
5. Check the box which says "Required Data Entry".

"Ok" your way back out. Users may need to restart their GoldMine to get the new changes.

GoldMine : Using Duration for Whatever you Want

I've had a few calls over the last couple weeks with folks who'd like to use their histories in GoldMine to generate billing for clients. I actually do this myself every week. Where the challenge lies is in the fact that the "Duration" field on a History item reads like this: "00:30:00" (30 minutes).
This makes any totaling of these durations (say, on a report or within a query) difficult to say the least.

I find it much easier to enter in "Decimal" times for my histories. So, instead of using "00:30:00" for a half hour, I use ".5" Note that the Duration field is a simple text field, and will accept almost any input you give it. So my 01:45:00 becomes 1.75 and so on.

This way, any totaling you want to do becomes easy. It is possible to "parse" out the HH:MM:SS duration value, but you'll spend more time doing  that than working on the report itself...
This also brings up a good concept; whenever possible, structure your data entry model to make reporting easier.

Try it, and have fun!

GoldMine : To Code or Not to Code

We're going to wax philosophical here for a minute. I've done a lot of service this week for clients that like to use "codes". That is, a lot of Activity Codes and Result Codes. I've seen a bazillion of these over the years and two camps emerge; those with too many and those with not enough. Too many and a system is needlessly complex; too few and the system is literally useless. But where do you draw the line?

It's all about segmentation. 
 
Whenever we use the word "code", we really mean "category". And when we say "category", what we REALLY mean is "segmentation identifier". It's how we know a thing is a thing. We know a Contact Record is a Prospect or Customer because we fill in the "Customer Type" field. We know that something happened in the past because it's in the History Tab, etc.

This may sound trivial, but it is fundamental to any data model design. Segmentation drives list management. Think of how many times you sort by a column in a list. How many times you filter a list based on an identifier!

So, if we're going to use the Activity or Result Code fields on GoldMine calls, we should think about the following;

1. Do I need to sort on it? If I'm looking at a list of Calls, would it help if I could sort it a different way? A good idea might be to use Activity Code to track a "pseudo-stage", like "1ST" for First Introductory Call and "2ND" for Second Followup Call. Those two identifiers could be used to sort a list to see where sales or management should direct their attention.

2. Is it information I can get somewhere else? I see a lot of folks think they need to code calls as "PRO" for Prospect and "CUS" for Customer. Which is handy to have on a Call Report, but it's information already being tracked in Customer Type on the Contact Record. If we need to see that in a list, we can always grab it from there.

3. Don't feel obligated. You wouldn't believe how many "COM"s (for Completed Call) I see in Result Code. The fact that the Call is being Completed into History already segments it as a Completed Call. I almost think this is mostly because when folks start using the Activity Code field, an empty Result Code field looks, well, bare. Like it lacks symmetry. But remember, every code you force an end-user to plug in, the closer they get to overwhelmed.

4. Don't overwhelm end-users. Most of you out there are thinking to yourselves "these codes would be a nice problem to have because I can't get anyone to complete anything". Which may illustrate my point. End users can be resistant, especially to changes which don't obviously benefit them. For example, management forcing salespeople to track Product Model in Result Code for every new business call works better after you show them how to run and sort a list of calls. I see too many data models fail over this deceptively simple-to-address issue.

And, of course, start simple. Think about it, and have fun!

Wednesday, August 26, 2015

MSCRM 2015: JS to Disable Custom Quote Number

In my previous two posts, I discussed how to create a custom quote number and use it with revisions. Now I'm going to provide a bit of JavaScript that you can use to lock the field. You'll want to do this so that users can't modify the field themselves.

1. Edit the Quote form and go to Form Properties.
2. On the Events tab, add a Form library or create new one. Then add the following script to the library. The part in quotes will be the name of your custom quote number.

function disableCustomQuoteNum(){
  var quoteNum = Xrm.Page.getAttribute("new_customquoteid").getValue();
  if (quoteNum != null) {
    Xrm.Page.ui.controls.get("new_customquoteid").setDisabled(true);
  }
}


3. Then add the function name, which is disableCustomQuoteNum, as an Event Handler.

4. Click OK then Save & Publish the changes to your form.

Now when we look at the quote, we can see that the Custom Quote ID field is locked.

BEFORE:

AFTER:



MSCRM 2015: Using Revisions with a Custom Quote Number

In my previous blog post, I provided instructions on creating a custom quote number. Now I'm going to go into more detail about using it on your forms and with the revision ID that MSCRM provides.

In my case, the client wanted to use a custom quote number along with the revision functionality that Microsoft provides. In order to do this, I had to make sure that the custom quote number stayed the same if a quote was revised. I needed it to behave in the same way as the OOTB quote ID.

1. The first thing I did was hide the OOTB quote ID on my quote form. Edit the form then open the field properties to uncheck the box that says "Visible by default."

2. Next I modified my original workflow that creates and sets the custom quote number. I added a "Check Condition" clause that checks if the revision ID is 0 or blank.

3. Then the steps from my original workflow are executed within the clause. Here is what the workflow looks like now:
4. Now when I revise a quote, my custom quote number will stay the same but my revision ID will increase as intended.

MSCRM 2015: Creating a Custom Quote Number


I recently had a client request where they did not want to use the out-of-the-box quote numbers provided by MSCRM. Instead, they wanted to use a custom ID that would be a combination of letters and numbers. This may make sense for users if the quote number includes something meaningful like the date or a product line code.

In order to achieve this, I used the Auto Numbering feature of the Adxstudio Productivity Pack. (The Marks Group is not affiliated with this company.) Once you've imported the solution, you can use it in your workflows.

1. Create a new field for your custom quote number.
2. Create a new auto numbering definition by going to Settings > Auto Numbering Definitions. Give it a name and specify the format. My format is "Demo-{0}" where {0} will be the auto-generated number. In the digits field, specify the number of digits for your numbers.
3. Create a workflow that will set your custom quote number
4. In your workflow, set it to run after the record is created.
5. Add a step to your workflow that will create a record and choose Auto Numbering Request from the option set. Then fill in the name of your definition.

6. Next, add a step to the workflow to update the quote with your new quote number.

7. Activate your quote and test it out! You'll probably want to hide the OOTB quote ID but I'm going to talk about this and revisions in my next blog post. Stay tuned!


Monday, July 27, 2015

Crystal Reports : Run Time Grouping

This is neat: Let us suppose we want a report to be Grouped on either Users.UserID or Users.UserTerritory, depending on a Parameter field.

So, provide a simple parameter, {?Group} and let the user set it to "UserID" or "Territory".

Now, within your report, create a formula field called {@Group1} and paste in the following code:

IF {?Group} = "UserID" THEN {USERS.USERID} ELSE
IF {?Group} = "Territory" THEN {USERS.USERTERRITORY}

Now, create your Group in crystal, and use {@Group1} as your Group Field.

This way, the user can select how the report should group itself, affecting all summaries, etc.

Try it!

Crystal Reports : Using Custom Parameter Values

Parameters need not only drive selection criteria;

We will create a parameter that will control whether or not taxes are added to each Invoice.

Create a parameter called {?Tax} and give the users two options, "Tax" or "No Tax".

So,. based upon what user chooses, the formula will calculate itself differently. Here is how it might look;

{@frmTotal} :

IF {?Tax} = "Tax" THEN ({INVOICES.TOTAL} * .08) + {INVOICES.TOTAL}
ELSE {INVOICES.TOTAL}

So, you can see that if "Tax" is selected, the Invoice total adds eight percent to itself. We need not test for "No Tax" explicitly as there are only two choices.

You could also do it this way:

IF {?Tax} = "No Tax" THEN {INVOICES.TOTAL}
ELSE ({INVOICES.TOTAL} * .08) + {INVOICES.TOTAL}

Giving the end user the ability to change the way the report is calculating (rather that just modifying the Selection Criteria) is an extremely powerful way to create some longevity for your reports.

Crystal Reports : Converting Text and Numbers

When using the Format options in Crystal, it can only be as smart as the underlying field. That is, a number must be a "Number" and text must be "Text". If you aren't seeing the expected formatting options, you may need to convert the data type of the underlying database column.

There are many functions available in Crystal to make this happen, but for now we'll keep it simple.

1. To convert from Text to Numeric, simply use the ToNumber() function within a formula, like this;

ToNumber(Table.Column)

The resulting formula will "behave" like a number.

2. To convert from Numeric to Text, use the ToText() function;

ToText(Table.Column)

Try it. Every Crystal Reporter should be comfortable with type conversion; it's our bread and butter!

GoldMine : Identifying NO SERVICE Contacts

Ah, the joys of commerce! When a customer leaves a bill unpaid, attacks service personnel with a garden hose, or needs to be "cut off" for any other reason, we need to remark that fact in GoldMine. There are a few different ways to make this happen, but of course, the most important thing is to educate the users as to how the system works.

The explanation would go something like this;

"When you see NO SERVICE in (location), provide no service to the customer."

But where is an appropriate location?

1. The Notes tab. One of the very few legitimate uses of the Notes Tab. Simply add a note of NO SERVICE and be on your way.

2. Use a field. The Notes Tab may not be visible enough to satisfy some users. Why not put this value right on the contact record? So, mark their Customer Type as NO SERVICE, or something like that. This ensures the user will probably see it as they are already looking at the top half of the Contact Record.

3. Use Record Alerts. An ultra-mega answer to this age old question. You define these via Edit | Record  Properties  | Alerts Tab. Once an alert is enabled for a record, it requires the end user to actually acknowledge the Alert.

Pro Tip : Use option #2. 

GoldMine : Out with the Useless

Useless Contact Records. They are a blight upon a fine GoldMine system!

You know exactly what I'm talking about; records with no History, records that haven't been touched in years. Records with no phone, no address, no email. How do they get in there? No, seriously. Why would you do this?

Here are a few different methods for identifying Garbage Records.

1.  Search for missing data. Simply, within the Search Center, use the "Is Empty" operator. Then just start searching for Contact, Lastname, Address, etc. The results may astonish you.

2. Search by LastContOn. This is the date of the most recent call to any Contact Record. It's available in the Search Center (way down that list next to "Search By"). Of course, you'll want to use the "Greater Than" and "Less Than" operators. So, if you search for LastContOn <= 01/01/2010, you get everyone that HASN'T had a call since 2010.

3. Search for missing history. This is done with an SQL query. Go to Tools | SQL Query and paste the following into the Query textbox.

This shows all records that have NO history whatsoever.

SELECT * FROM CONTACT1 WHERE ACCOUNTNO NOT IN
(SELECT ACCOUNTNO FROM CONTHIST)

This shows all records with no history since 2005.

SELECT * FROM CONTACT1 WHERE ACCOUNTNO NOT IN
(SELECT ACCOUNTNO FROM CONTHIST WHERE ONDDATE >= '01/01/2005')

Pro Tip : All these methods can be used to add records to a Group, which can then be used by the Delete Records Wizard.

GoldMine : The Search for Spock

Yes, I've been binging Netflix all weekend. And, as my fellow nerds will be quick to point out; this is arguably the worst film in the franchise. But, seriously, if Spock was in our GoldMine database, how would we find him? More importantly, how would we find him if someone screwed up his record?

1. Set your default Search Field.

Go to Tools | Options | Lookup. You can select "Contact" or "Company" to be the default lookup field. By far and away, people like to use "Contact" here. This way, every time you hit "Search" from the toolbar, it will bring up the Search Center in Contact search mode.

So you hit "Search" and type in "Spock", but nothing comes up. You begin to wonder; was Spock a first or last name?

2. Try searching on Last Name.

From the Search Center drop down list, find and select "Last". A quicker way to get there is to actually double-click on the Lastname field right on the Contact Record. (Not IN the field, just double-click the field label)  

ProTip : If you ever get lost in the "Search By" list (like I do sometimes), just close and re-open the Search Center.

Still can't find him?

3. Try using Contains.

From the Search Center, select "Contains" from the center drop down list. This controls which operator is used for the search. Using "Contains" on just the Lastname field isn't particularly useful, however. Switch your Search back to Contact and try now.

Lo and behold, the search is over. But I think at some point there was a confusion of Spocks.






4. Always ensure good data is originally entered.

In this case, someone made a little note about him in the Contact field. But the Lastname field is not too bright; it simply uses the last word in the Contact field. Also note the "Doctor" is present, which should actually be put into the Prefix (Dear) field.

The real danger is that a duplicate Spock could be added to the database. Keep in mind that most searching is happening during phone conversations, so if a user can't immediately find what they're looking for, they'll add it as a new record.

Pro Tip : In times of utter desperation, try searching for an e-mail address; by design, this is unique for everyone.



Sunday, July 26, 2015

ZOHO CRM - setting up default terms and conditions for your Quotes

There are two main ways to set up default terms and conditions in Zoho CRM.  The first is to set up a default for the Terms and Conditions field in the Quotes record, the second is to add the text to an Inventory Template.

SET UP DEFAULT VALUE FOR TERMS AND CONDITIONS FIELD:

  • login to your CRM
  • click Setup (upper right hand corner)
  • click Customization->Fields
  • Choose "Quotes" from drop down menu
  • scroll down to Terms and Conditions field in list and click the Edit link (left side)
  • Enter the default terms and conditions in the text box and click save
All Future Quotes will have this default terms and conditions automatically populated when the quote is created.

ADD TEXT TO INVENTORY TEMPLATE
Formatted Quotes can be sent to customers using 'Inventory Templates', which is very similar to an Email template.  You can use the default or create your own. For creating your own I recommend starting with a copy of the standard Quote template (see next tip)
  • Replace the merge field ${Quotes.Terms and Conditions} with text by deleting the merge field and using the text tool to type and format static text.
  • Click Save

ZOHO CRM - Insert a Page Break in your Inventory Template!

Sometimes our Inventory Templates can span multiple pages.  Wouldn't it be nice to be able to decide where the page break goes?  Now you can, and here's how...
  • Open the Template for editing
  • click the HTML button (towards the right in the tool bar)
  • find the text in the html code where you want to insert the break and paste this code in where the break should occur:

<div style="page-break-after:always;"><br></div>
  • Click Insert
  • Click Save

ZOHO CRM - Trick to Cloning Inventory Templates

Notice in Zoho CRM how when you click on the title of an Email template there's a Clone Button to create a copy of the template at the bottom of the screen, but no such option for Inventory Templates?

Here's a simple trick for cloning an Inventory Template ... copy and paste!
  • Setup->Templates->Inventory Templates
  • Click on the Edit link next to the Standard Quote Template
  • select and copy the body of the template.
  • Cancel the Edit
  • Click New Template, select Quotes and click Next
  • Drop your cursor in the body and paste in the copied code
...sometimes the best tips are the simplest!

Wednesday, July 22, 2015

QB Tips: Get Paid On The Run!

Don't miss the opportunity of getting paid, no matter where you are!  Download Intuit's mobile credit card processing app.

 Apple. Download GoPayment from the Apple Store


The next step is to create a login using your email address.  Once approved, you will receive an email from Intuit's Business Services email account. Click on the link and follow the directions.

You will receive a card reader:

Plug the card reader into your phone & open the GoPayment app.  Sign in with your user ID & password you initially set up.  You will need to select the card reader type, tap on the pic that matches your card reader.

Congratulations!!  You can now receive payments on the go!




Tuesday, June 30, 2015

SalesForce.com: Which is better – Formula Fields or Triggers?

Many of us are so inclined to use formula fields for data manipulation as it is simpler to build and is an a built-in functionality. But from a performance stand point, because formula fields are evaluated at read time, reading records from database can often be slower. In earlier tips we've given a brief view into triggers, but please watch our next month tips for more details on this topic.

To be continued....

SalesForce.com: How to add custom fields to Tasks or Events?

To insert a custom field on Task object or Event Object, you cannot directly add the fields on to these respective objects. Instead, you will have to define the custom field on the master Activity object and add the element to desired task or event layout as shown below:


Select which activities receive the custom field and save the object changes.

Written by Prabha Krishnamurthy

SalesForce.com: How to upload multi-select picklist values using data loader?

For inserting or updating multi select pick list fields using Dataloader, append the values for the field with semicolon (;).  The tendency is to use a comma, but in this case a semi-colon is the right choice.

For example, for a multi select field "Type", containing the values “A” and “B”,  the csv spreadsheet column for inserting the data would be entered as: A;B.

Written by Prabha Krishnamurthy

Monday, June 29, 2015

Crystal Reports : Currency Formatting

Any numeric field can be formatted as "currency" by:

1. Right-click on the field itself
2. Select "Format Field"
3. Go to the "Common" tab
4. Select your Style (i.e. thousands seperator, etc)
5. Click the checkbox labeled "Display Currency Symbol"


Crystal Reports : Day of the Week

A client asked: I would like to display the day of the week on the detail line along with the date. How do I do this?

Using the example of CREATEON in Goldmine Contact1, you would do the following:

Create a formula using the DayOfWeek function called DayPosition as follows. This will create the numerical position of the date (e.g. 1=Sun, 2=Mon, etc)

DayOfWeek ({Contact1.CREATEON})

Then create a formula called DayName. This will add the name to the report (Mon, Tue, Wed). Use the function WeekDayName and add the DayPosition as the function detail.

WeekdayName ({@DatePosition})

Drag the DayName formula to the detail row next to the CREATEON date. It will list the weekday name of the CREATEON date.

Crystal Reports : Getting the Selection Criteria

When the Selection Criteria becomes very complex for any given report, I often find it helpful to display the whole Selection Criteria right on the report.
To do this, you need to insert a "Special Field" from the Field Explorer.
Select Insert | Special Field.
Drop down the Special Fields list.
The field we want to insert is Record Selection Formula.
You will also notice that the Group Selection Formula is also available here.

GoldMine : Querying Duplicate Records

Here is an easy way to determine how many potential Duplicate Records you might have in your database.

Open the SQL Query window by selecting Tools | SQL Query from the top level menu.

If you want to see duplicates based on, for example, Contact and Phone1, paste in the following Query text and run it:

select count(*), contact, phone1
from contact1
group by contact, phone1
having count(*) > 1

If you'd like to include the Company field in the query as a duplicate check, use this:

select count(*), contact, phone1, company
from contact1
group by contact, phone1, company
having count(*) > 1

Try it! You might be surprised at how many duplicates there might be in your database.

GoldMine : Increasing the Number of Recently Viewed Contacts

One of the nicest things about the new GoldMine is the list of recently viewed contacts on the upper left hand side. However, by default, it only tracks five. To increase this number (99 is the max);

1. Select Tools | Options | System tab

2. Under Navigation | increase Recent items shown

3. Logout and log back into Goldmine

4. Open the Contact Search | select/open Contacts

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

GoldMine : Filtering in the 21st Century

Okay, so the idea was to talk about how cool and easy it is to use Filters within the Search Center. And as cool as that is, your average user doesn't particularly care; when using the Search Center they're after one Contact. 

So, instead of seeing the Search Center as a place when we can SEE Filters, let us think of it as a way to BUILD Filters. Anyone who has used the Filter Builder (which is still available under Tools | Filters) will know the pain involved with this.

To do this;

1. Open up your Search Center by clicking on "Search" from the top Toolbar.

2. Use the "+" (plus) and "-" (minus) buttons in the upper right hand corner to add or remove levels to your Search.

3. To save this as a Filter, click the Save button in the upper left hand corner, then select Save As Filter.

4. You'll be prompted to give the Filter a name. You'll also notice that when you Save this Filter, it's saved "for you", that is; under your Username. Hit Ok.


Now the Filter is available and can be used anywhere Filters are applicable.


*Pro Tip: When adding levels to your Search, you can change the connectors between them from AND to OR by using the drop down provided to the left of each level.

Thursday, June 25, 2015

ZOHO CRM - Following records using the Feeds Module...

You can quickly track and review the activity on records in Zoho CRM using the Feeds module.  Simply "Follow" the records of interest by opening the record and clicking the Follow button (top right).
To quickly view activity on your records of interest...

  • Open Feeds Module, by clicking on "Feeds" in the top navigation bar (if its not showing, you may need to ask your adminstrator to add the module to the list of active modules - Setup-> Customization-> Modules-> Manage Modules (then click Feeds on Left side and click Right pointing arrow).


  • Click "Followed by Me" down the left side and you'll see the list of records you are following.
  • Choose a Record and click the arrow on the right to reveal the information. (Note clicking the record name will open the record)
  • Three Tabs of information are available
    • Info (general information)
    • Timeline (record history displayed in timeline format)
    • Conversations (social and email).
You can also use Feeds for Group Chats.  Simply Create a Group and start posting!  You can even attach documents to your posts.

ZOHO CRM - Easily add contacts to your CRM from any text with the CONTACT EXTRACTOR!

Zoho's suite of products just keeps getting better!  They just added the FREE CONTACT EXTRACTOR application which allows you to quickly add leads or contacts to your CRM by just highlighting the text that contains their contact information!

Example - receive an email from a new contact at an existing company...

  • Open the email in your CRM using the Chrome Browser
  • Highlight the contact information 
  • Click the Contact Extractor Icon

  • Review the data

  • Click Add Contact

And the contact is added to your CRM!!!

You can install a copy of Contact Extractor from the Google Chrome Web Store - its FREE!


ZOHO CAMPAIGNS - how to easily reach all those recipients that didn't open your email...

Hopefully, as a Zoho CRM user, you are aware of the advantage of integrating Zoho Campaigns with your CRM account.  (If not, please see our earlier post!)

Campaigns is a nice little tool for email marketing, providing valuable feedback from each recipient - did they open the email, did they click any links in the email, or did it bounce?

Chain Campaign is a handy, built-in feature that allows you to target only those recipients that didn't open your first email.

To create a Chain Campaign...
  • Open the original Campaign
  • Click the 'chain' icon

You can then update the content of the email to try to improve your open rate.

Use the 'Send mail to' button to target a follow-up email to those recipients that did open your first email.

Use Social Share to share your email campaign on your Facebook, Twitter or LinkedIn accounts.