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all right good afternoon everyone welcome to our webinar today we're going to be taking a look at how to grow your business through effective contact management my name is lara i'm going to be your host for today's webinar i am a product marketing manager here at zoho and i currently work out of our office in austin texas so just a few housekeeping items before we move on to our webinar throughout the webinar feel free to ask questions you can type them there in the comment box on your screen we'll have several folks on board today who will be responding to all your questions throughout the webinar so go ahead and ask away as we go through the webinar alright so before we jump into our product demonstration i want to give you a quick background on zoho we've been a bootstrapped and profitable company for over 19 years we continue to grow and add employees to our company we have over 2500 employees currently and we're constantly developing new business applications we have over 25 business applications that allow you to run your entire business on zoho products alright so let's take a look at where zoho contact manager fits into the zoho picture most offices have a front and a back office your front office are going to include your marketing your sales and your support teams also known as your people facing teams they'll be the folks who are interacting with your customers on a daily basis so contact manager falls under the sales sales area and it's designed to help you manage your contacts your engagements with those contacts track your emails as well as track your leads from open to close and deals associated with them your crm system is going to be a more advanced customer relationship management system and this system will have advanced features such as mass email feature as well as workflow automation and integrations with other specific marketing products like sales iq which is your website traffic website visitor tracking tool zoho campaigns which is your email marketing tool and zoho support for your customer support teams all right so let's keep moving forward and let's talk about the importance of managing your contacts so in this day and age your customer base is not just limited to the people in your town or the people on your street or the people that you come into contact with every day but there's opportunities everywhere across the world so if you can connect with them and make new contacts they eventually can become your customers but tracking those contacts and following up with them and managing your engagement with them that's the difficult part right a lot of times things will fall through the crack you meet someone you grab a business card you enter them into your system or you lose their card and you never follow up with that person again so contact management tool like zoho contact manager would come in handy for managing those relationships that of people that you just need on the street you never know when they can become a potential customer all right so let's go ahead and look at how contact manager can help you and let's try and understand by using some basic scenarios so first off contact manager is going to help you organize and collaborate so let's take the example of a strategic consulting startup to illustrate sharing the team collaboration aspect so as its startup everyone does pretty much everything if you've been a part of one in any shape or form you've probably won many hats and there's no one specific person who single-handedly handles sales or marketing for example everyone jumps on board and pitches in and does what they can so in situations like that team collaboration is going to play a very important role so using contact manager you'll be able to organize your business contacts in a common place and of course you can control the access privileges is to so different people can see different contacts you don't have to share all of them but you can share the ones that you need to share and you can also share crucial emails to different team members so if there's an email that comes in you can make that email available or viewable to other people on your team if it's important for them to see that email you can also use the feeds feature in contact manager to share instant updates about ongoing tasks or deals you can also use it as a collaboration tool to generate ideas and collaborate on different projects so it's a great tool for brainstorming you can attach documents and we'll take a look at that all these aspects here in a second when i jump into our demo alright so now let's go ahead and take a look at how contact manager can simplify your day-to-day business activities those are going to be the activities that no one likes to do but that are essential in getting your job done so let's take an example of a creative print studio so as you can imagine there's going to be a lot of awesome creative activity going on around the office but then there's always those mundane tasks which are going to be essential for making sure projects get done on time or completed correctly so with contact manager we've created what we call task templates which are going to be able to handle stuff like this so basically let's take say for example you have a set of posters that need to be made so even though the design is going to be different on each set of posters the underlying operations are going to be the same so each time you print that set of a set of posters the operational side is going to be the same so once you've created a set of tasks for printing these posters you can set it as a template so then each time a new set of posters that match the size of poster that you've created the task template for comes through your door all you have to do click on the task template it creates all the tasks for that specific job so that way you don't have to manually go in and do those mundane tasks which nobody wants to do and that way you can concentrate more on the important things or the creative aspect and not spend so much time on those repetitive tasks also if you're in sales you know that deals are not usually closed and a single day or two days it usually takes time and a good amount of follow-up and effort on your part in order to close a deal so with contact manager you're able to track every deal closely by using the deals feature and make sure that they're not slipping through the cracks or that you forgot to send an email or you forgot to follow up also by using the deals feature you're able to see any overdue tasks and which team members are involved in getting those tasks completed all right so let's go ahead and move on and talk about smart tags so what are smart tags it's just basically a way to classify information inside your contact manager most everybody has a way of categorizing information so in contact manager we enabled the tagging features so that you can tag different deals or contacts or companies with different tags so you can have a set of tags for each individual module that's in your contact system management system so for example if you're working on in deals and you have all your projects they're listed going back to our print studio example we were talking about earlier you might have different size posters different types of flyers that are going out and you by using tags you can tag what type of paper what color of paper what type of project it is so that way anyone that who's working on that deal can go in and see okay these posters are going to be marketing posters they are a3 and they need to be blue so this is a way to categorize your information and attach criteria to a specific project so lastly we're going to talk about assigning tasks to your team so with tasks you can assign tasks to a specific team member or multiple team members and you can also have like we were talking about earlier tags a set of tags associated with specific tasks so that way when you click on a task you can see if it's overdue the due or the due date the priority and which users or which team members are involved you will also be able to see who the account that task is associated with and we'll have the contact information there so you can contact the client quickly if needed all right so one last feature i want to mention before we move on is our smart search feature it allows you to search for anything quickly you can set specific details of what you're looking for so say for example you want to search for deals that belong to a specific company that are greater than a thousand dollars and that are due at after the last of the month so if you set the criteria to those specific values then it will pull in all the results based on those values in your search so it allows you to find anything quickly and easily in your contact management system so our next point and our last point before we move to our demo we're going to talk about staying close to your customers let's face it customers today are pretty demanding they expect a lot from you and with social media channels whether it's facebook twitter instagram snapchat bundled with email and phone there's always a way to get a hold of your customer and for your customer to get a hold of you so you need to develop great customer relationships and which is going to take your business to the next level so contact manager is designed to help you do that so no matter where you are you always be just a stone's throw away from being in touch with your customer so you'll always be able to stay connected with our contact manager phone apps they're available for iphone and android also like i mentioned earlier social connections those go really a long way in building your customer relationships customers love you to interact with them on their social media channels if it's appropriate so once you configure your twitter or your facebook account with contact manager you can regularly stay in touch and interact with your contacts via social media right from your contact management system so there's really nothing like a personal touch or a personal visit or face-to-face conversation so with the contact manager phone apps you're able to pull up all your nearby contacts see who's near you get driving directions to their office that way you can go in stop by surprise them take them for lunch bring them a coffee your customers will love it and it will go a long ways in building amazing customer relationships so that brings us to our demo portion so let me jump over to our demo here all right so now that we're in our contact manager system you'll notice that here on the left hand side is going to be our list of different modules that we can use to navigate to our different pieces of data inside our contact manager and here on the right hand side it's a snapshot view starting with any active deals that we have in our pipeline expected revenue this month of deals that we've already won or ones that have yet to be closed and then any pending tasks or open tasks that are assigned to myself would show up in this list as well as any of the top deals for the month or just a snapshot view of kind of what's been sold already we're going to spend some time under our settings and set up some new users so if you click on the right hand corner the little picture you'll get a drop down you'll notice that settings is one of the options i'm going to go ahead and click on settings from here you're going to see your list of users so keep in mind these are all the users that have access currently to your contact manager system you can manage your users here you can inactivate them if they leave your company or you can make sure that they're activated you can also see if they have not accepted your invitation like this person has not accepted it just says that they've still been invited so i'm going to go ahead and add a new user if i click on the little blue box in the top right hand corner you'll see that when i add a new user it requires me to enter an email address as well as assign a role so the email address is going to be the email address associated to the user that i'm inviting this will be used as their login they'll receive an invitation to join my contact manager system at this email address also i have to assign them a role within my company so i can choose a role that i've already created from my role list or if you're asking what is a role what are they good for let's jump down here to roles on our left hand side and let's look at roles for a second so rules are basically a way that it's like a the way your team can share data between each other so think of it as a tree anybody at the top of the tree would be able to see any of the data or information all the way down anybody at the bottom of the tree would not be able to see the information at the top so it's a hierarchy of data accessibility when you add a new role or a new user let's go ahead and add a new role for now we'll add a sub role under managing director we'll call it assistant director when i add a new role name i have to choose who that reports to in the hierarchy that i've set up i'm going to go ahead and leave it as managing director now but i can also choose any of my other roles and then you'll notice here shared data with peers the little check box there if i check that that's going to allow any user that i assign to this specific role to be able to share data with each other on a horizontal level so anybody else that has assistant director role will be able to share data with their peers if i don't want them to be able to share their data i'd make sure i just uncheck that box and leave it unchecked when i click on save for our purposes today i'm going to leave it checked and we'll click on save so now i've created my new role assistant director and you'll notice over here it says who they report to and then if i have allowed them to share data with their peers it'll say yes or no here in this column so now when i go back and add my new user i can assign them my new role alright so let's go back to our home screen alright so now let's look at how to add a new contact so i'm going to click on contacts here on the left hand side and when i click on contacts you'll notice you'll get a whole list of all your contacts to add contacts you can click on add contact here in the top right hand corner when you add a contact you'll be required to enter their name we'll go ahead and enter a name patty you can enter the title company and you can do a description you want to enter as much information as you have and then you can click on save but before i click on save you might notice this field called tags tags is just another way of filtering and categorizing your data so within contact your contacts module you can have a set of tags to identify your different contacts that way when you click on one of the tags that you've assigned to a contact then it would filter out all those contacts with that same tag so you can have multiple tags for each contact so for patty she's a realtor so i've already have a realtor tag so i might tag her that and then we'll tag small business so once i have the tags then i'm going to click on save and now paddy's been added to my contact list under her contact record you'll notice the tags here show up if i click on any of these tags it's going to act as a filter and pull in all of my contacts that are associated with that tag all right so we're still in our contact module let's go ahead and look at how to add custom fields so here on the top right hand corner you'll notice a little box with three little lines if you click on that box there will be a couple of options you can import your contacts so if you don't want to manually import your contacts one by one you can import your contacts via a spreadsheet or a csv sheet by clicking on this for now we're going to look at adding custom fields so we're going to click on customize contact details so when i click on customize contact details i'm going to get my list of custom fields so custom fields are going to be information that you want to gather about your contact that are not already included in contact manager as a field so for example you want to assign a specific industry to your contact you could create a pick list and have a list of different industries so when you add a new contact you can assign them to an industry and then you could sort your contacts based on industry so we'll click on the add custom field in the top right hand corner and i want to choose my field type there are several different field types you want to make sure that you choose the correct one for example if you're choosing a website if you're adding a url and you want it to be clickable you want to make sure that you choose the correct field type so that would be clickable if you're adding like an industry pick list like i was mentioning just a minute ago then you would you would want to choose pick list and you would be able to list all of your values here under add list value so for now we're going to choose number field and let's say that for each of our contacts that we add we need to know the number of children that each of my contacts has so i can add it and then i will show up here on my list of custom fields number of children so when i go back to my contacts list and i add my new contact then i will be able to click on additional information and i'd be able to fill in this information these are where my custom fields are going to show up so here we are number of children so then i can fill it in and then click on save okay so from here let's look at how to remove duplicate contact records so for my contacts again i am going to choose any one of my contacts and when you click on the contact here in the top right hand corner if you click on the more drop down you'll notice the option find and merge duplicates if i click on find and merge duplicates it's going to automatically fill in the field names and criteria to find contacts related to exactly this same contact so if i want to make sure and check if there are any duplicates of amy garcia then i would make sure that the field name is name contains amy garcia as well as the email contains her email address if i click on search it will only pull in one amy garcia because there's only one so i know there's no duplicates however if i want to find and merge duplicates that are let's say the company name is zillum publishers and i want to match any of the following so anyone named amy or any duplicates and zillion publishers and i click on search it will pull in anyone who is a part of zone publishers so then i can choose i can check the list of items that i want i can delete them i can tag them with a specific tag so if i want to tag them as duplicates i can tag them and then go back and later delete all of the contacts that have been tagged duplicate or i can export them into x spread an x spreadsheet i can also merge them together by checking the ones i want to merge clicking on merge and they would merge the two contact records so let's click on both amy garcia's we'll click on merge and then we'll choose which fields to merge which ones do i want to keep go through and make sure it looks good and which tags do i want to keep and then i can click on merge and i'll verify that i want to make sure that and merge these two records and i click on ok it'll merge those records for me so now i just have one contact record for amy garcia all right so let's move on to talk about deals okay so now that we're in deals you'll see a whole a list an entire list of all your outstanding deals everybody's deals that are you have access to view you can use the drop down filter view to filter out deals if they're based if they're on if they're won or if they're pending or lost any deals that have been entered today this week etc also over here on the right hand side you can filter out deals based on user so any specific deal that's assigned to a user if you have access to view it then you can filter out those deals there you can also add a new deal from the screen by clicking on add deal in the top right corner so we'll go ahead and do that and let's go ahead and create a new deal these are going to be sponsorship posters and we can associate it with a specific contact or a company so let's go i would be able to see the deal that's associated with our contact and we've made it easy in contact manager to assign a status to a specific deal there's only three ways to categorize a deal or actually five if it's cold warm or hot and then once it's hot it becomes one if you closed it or you lose it so you can choose what status your deal is in based on when you are entering it you can enter an expected closing date and the value we'll just do 500 go ahead and just give a description to the deal if you want to and then like in contacts we had the tag feature also in deals you have the tag feature it's a way to categorize your information and sort and filter your deals so for example if i am i want to tag this poster poster printing because that's what it is you can add multiple tags to a specific deal and we'll click on save okay so now that deal has been added remember earlier we were talking about task templates so when i add a new deal into my system it's going to pop up if i have if i have created task templates it's going to pop up and ask me if i want to assign a task template to this new deal so depending on what task templates you've added you can assign the correct template so since we added a3 posters for sponsorship we'll just click on the check list for a3 posters and then i can view all the tasks that are associated with this template so that way when i say click on add it adds all these tasks automatically to that deal i don't have to manually go in and enter each task so these are operational items that happen every time a poster is printed and they don't have to be customized each time i enter this project so just saves you time and it makes your makes you more productive and efficient so i'm going to go ahead and click on add this task list so now i've associated that task list with this specific deal okay so now i can go and look at recent updates and look at comments so one thing um if i'm working on a specific project and i make a comment you can do a couple things when you add comments to a a task so let's say that i talked to her and she needs these by the end of april and so if she sent me a file to upload then i can upload this file from the cloud so see this cloud here on the right hand side if i click on that cloud these are going to be the different tools you can upload files from so if you're using zoho docs you can attach documents that you've created in zoho documents to a specific deal if you've integrated your google drive or box or onedrive account you can also upload information from these sources as well as well as dropbox and evernote one nice thing to note about evernote is that as your sales team or as you're out and about and you're making meeting notes and taking pictures and you have one specific file you can just upload those meeting notes from your evernote account to your contact manager account that way you don't lose track of your notes and you can always know the status or remember when you last spoke to your contact so once you've chosen your file you can click on attach and then click on a document and it would attach that document here you can also drag and drop files from your desktop to this area as well and save them okay so now let's see what we're going to move on to what am i missing here let's move on to tasks so my task module is going to pull in a list of my tasks much like much very similar to my deals and my contacts modules and here in the top right hand side i can click on add a task when you add a task you can name the task you can associate it with a specific contact a company or a specific deal and you can set the due date the priority and the the task owner so you can assign it to a teammate you can also tag a task with a different set of tags so if you have a marketing team for example or a your sales team and you tag a specific tasks follow-up then they can just search for follow-up in their task list and would pull in all their tasks that have been tagged with follow-up so it's quick and easy way to assign tasks to a team member okay so before i jump over to show you how to set up email templates and task templates as well as configuring your email i want to go back to our home screen and talk about the feeds feature so on your home screen you'll notice a list of activities that are happening this is just a snapshot view of all the activities that are performed or that have been performed recently you can add comments to [Music] um the items on a feed in your feed you can also attach documents like you did when we were adding comments to our task these comments will be added to the specific task record and under the history section let's look at reports quickly reports are very basic you have a couple types of reports your mailing list report deals reports [Music] if you click on the drop down it filters out the information and you can see a snapshot view of what's been won what's still pending and what you've lost in regards to deals you can also do that for your task report and get a snapshot view of what tasks have been started what are on hold or in progress or what have been completed very simple reports nothing extremely fancy but it's all meant to give you a quick snapshot view of activities that are happening in your company okay so from here let's go back to our settings here in the top right hand corner remember we clicked on settings we'll go back here and we'll spend some time under the email and the template section so in order to set up your email account inside your contact manager click on the email button here on the left hand side and if you haven't set up an email then you will set up an email account for the first time if you've already set up one then you can add a new mailbox when i click on add new bell box i will be able to add a pop3 account information i can have up to five accounts inside my contact manager account so if i click on ad pop3 i would fill in the account name email id incoming server username password test the account and then [Music] it would show up in my system and i can use it to email out our email system is very simple and it's basic to use and configure your email inside contact manager um let's look at move on to templates so if i click on templates on the left hand side i have two options here at the top my task templates which we talked about earlier and we'll look at those as well as email templates so email templates are going to be emails that go out that are pretty generic that anybody in your company has access to to be able to customize and use so if you have instead of writing the same thing multiple times over and over maybe you say the same thing your order's on its way each time you ship a order to a customer you might want to create a template email template and have a canned message that's easy to send out so it saves you time to create a new template you click on the plus sign here on the right hand side you'd fill in the name the record type and the subject of the email what are your recipients going to see when they receive your email and the reply to address if it's different than the user account the email on the user account and then you can use a couple merge fields and type in your message click on save and then you'd be able to use that email template message in your email system to set up task templates click on task templates remember these are sets of tasks that are going to be the same for different processes that you do so we talked about our poster printing checklist earlier so this is the checklist for that list if i need to edit one of these tasks i can come over here to the right hand side and hover over the specific row and click on edit i can edit the task if i need to change the due date and then click on save if i need to add a new task to this list i can click on the plus sign i can add a new task create a due date click on save and it would add that task to this task list that way whenever i created a new deal then i would be able to assign a task list to that deal if i need to create a new task list i can click on the blue button here in the top right hand corner and create a new task list for another set of items that i need to print for example continuing with our example alright so we're just about to wrap up but before we wrap up i wanted to show you one feature we call it our smart search feature and you can go ahead and search for anything inside the search bar or you can click on the drop down here and when you click on the drop down you'll see advanced search so i'm going to go ahead and click on advanced search and remember we were talking about earlier about setting specific criteria to look for specific things quickly in our contact management system well this is where you're going to do it and you can search in any specific module in your contact manager by clicking on the drop down here you can search in companies contacts deals or tasks i'm going to go ahead and stick with our example we were talking about earlier and we'll look for a specific deal size so here's where you specify your criteria you choose the field name so let's say that the owner of our deal is a specific user in our contact manager so we'll say that it's patricia and then if i want to add more criteria to the search i can click the little green plus sign here on the right hand side and i'll add another set of criteria and i can search that it's associated with um a specific company we'll just say patty billings that's the one we created earlier and then i want to add one more set of criteria and say the deal value is between five dollars and one thousand dollars so this way i'm going to search for any deals that are associated that are owned by patricia that are associated with this account so i'll go ahead and click on search and it will pull up any uh it'll pull up my results here in my results screen so that is our smart search feature so let's go ahead and wrap up for today i believe that brings us to the end of our presentation so let's jump back over to our slides so one of the benefits of today's webinar is that you're you'll receive a free product upgrade of your choice please in order to take advantage of the free product upgrade please send us an email at support zohocontactmanager.com choose which plan you want and we'll have one of our team members upgrade your account for free so go ahead and take advantage of that free product upgrade today also if you have any questions that we didn't get covered today or you think of something later feel free to shoot us an email at support zohocontactmanager.com and we'll have one of our team members answer your question and get a response back to you as well thank you all for joining me today and i look forward to seeing you on another webinar here thank you so much