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hey everyone in this video we are going to be going over seven must-have crm automations [Music] all right so the first must-have crm automation is form integration so if you currently have forms on your site and they are simply just sending your reps emails or yourself an email every time a form is filled you are going to want to integrate that form with the crm so there's a few ways you can go about this one you can integrate the forms you already have with the crm or two you can use zoho forms and replace the forms on your site with zoho forms because they have an easy plug-and-play with the crm so let's go over um zoho forms first and then i will circle back to how you can integrate your current forms so the first thing you're going to want to do from 1.zoho.com you're going to go into forms here and you can see i have this lead discovery form um you can just go ahead and click on new form and we will do lead intake form from here you can go to integrations and obviously first you're going to want to go through the builder and make sure you have everything here in order to take in a lead and all the required information so that you can properly look at a lead and qualify that lead so um i'll just really quickly throw this together i want address website and then contact information here all right so that's everything we're going to need to get started in this example and we will head over to integration uh go ahead and you can see here in the integrations menu on the left you have zoho crm and a bunch of other products obviously you're going to want to select zoho crm once you integrate there you go to the module and i would recommend that for any kind of leads your you're typically going to have that port over to for any form bill that's typically gonna port over to leads that's where you can filter opportunities that's what leads is meant for so go ahead and click on leads standard layout and you can begin mapping all the fields from the crm to or all the fields from zoho form to the field and zoho crm so this is where you're going to do field mapping pretty simple you are just going to match up everything that's on your form to what's in the crm so first name last name we'll make these mandatory and what else do we have address we don't have address fields in the crm it looks like um oh apologies we we do street let me just add that street zip state country perfect yeah so obviously here's the zoho form fields and here's ocrm fields um there's a couple action automations here you can and you'll want to select this this essentially says okay once a lead is submitted do we want to trigger ing workflow rules blueprints command center and any other automations within the crm you are going to want to select this or else any additional configurations and automation that you built in the crm will not be triggered let's go ahead and select that attachment signature send attachments and signatures to zoho crm if you have like a signature field within the crm that will port over and you will also not only will this create a lead and fill those fields within the lead record in the crm you also get an attachment of the form bill if you'd like to select that you definitely can approval send entries to approval list in zoe crm basically this is just a way not to muddy up your data within leads you can set up an approval process first then you have gclid gcld is the google click id so if you want to pass that over to the crm i recommend highly that you select that the next option here is upsert record essentially if there's already a record that exists with that same email or phone number or whatever unique identifier you'd like to use then and obviously right here you can select the unique identifier that you would like to upsert if there's a match essentially upstairs update i wouldn't recommend selecting this obviously you can have one person reach out to you and that would equal multiple opportunities or deals so don't worry too much about selecting this for assignment rules assignment rules is the next automation that you must have in your crm and we'll be discussing that later you will definitely want to select this as you would like to trigger those assignment rules so and you can select specific lead assignment rules for yourself that way the leads are going exactly where they need to go as you can add multiple assignment rules within your system so make sure you select that and lastly you can tag records out of the box so you can say okay we are going to tag this record with a field from the form bill that's something you can do as well and the last thing you're going to do is just click integrate so now that this integration is set up you're going to want to embed this onto your site so you can head over to share go to embed i highly recommend you use this javascript snippet here and this will basically make the form responsive that way if someone is changing the size of the window that they're on um the frame of the form will change along with that as opposed to staying stagnant and then um having a messy ui there so go ahead and copy this code and give it to your webmaster or your web developer and then go ahead and throw this into your site alrighty so the second must have crm automation is that of lead assignment rules so i'm here inside of lead assignment rules i'm just going to back out to the crm home page to get started on this show you the navigation so from the home page you'll go to the setup gear icon top right and from there under automation you can go to assignment rules so go ahead and add an assignment rule let's choose the leads module here and we will do leads general round robin you can add a description if you'd like we'll go ahead and go to the next section here and the first thing that we can do is we can apply this rule to all records or records of a certain kind for the purposes of this demonstration i'm just going to do this i'm going to set up this rule to just apply to all records in the system the second part of lead assignment rule setup is we can assign records to a certain amount of users or we can set up this lead assignment rule to send a lead to a user matching specific conditions so let's start with certain users well if i go here i can either toggle between users or roles if you haven't set up user roles make sure to go ahead and do that you can go to setup users or security control and then users and you can configure the roles and permissions from there cool so if i click on users i can go ahead and select on all the users in my account this is a multi-select pick list field so anyone that you select here will be assigned in a round robin pattern so from here i could also select users matching a certain condition so let's say i had a member of our team and they were really really good at closing a certain type of deal maybe it was a lead source that they're really comfortable um a lead source that they just have higher closing rates with any kind of condition like that well you go ahead and say okay this user has um x profile or if this user has a certain kind of condition like let's say it was skills well skills isn't going to come out of the box within the crm but if you wanted to add it you could just close out of here you could go to [Music] where could you go then you'd go to users and controls users click on the edit here and manage fields so let's say i wanted to select a skill here i could add that you can put skills and say uh closing off organic youtube let's just use this as an example or other so all your youtube leads you wanted to go to a certain rep right then you could close out of here you could go back to automation assignment rules to our round robin and we go to users users matching certain conditions we go to skills and we can say contains youtube cool so from here uh would you like to check user available availability before assigning essentially if you have shipped timing set up in your system or there's an online status such as active or inactive then this rule will only be applied if they are in their shift time or if their online status is on so go ahead and select that if that is uh important to you or you find that helpful if not i'll just go ahead and select no and we can save our rule entry so um when you can also on top the rule you can say okay when none of the above criteria is met then let's select a logged in user to receive that lead then you go ahead and select on any that you would like and save all right so that's how you can set up a lead assignment rule you should be good to go and we will see you in our next video hey everyone the third must-have crm automation is that of lead conversion mapping this actually comes out of the box within the crm but i will be showing you how to wield this appropriately so if we are to jump into the crm go to leads this is one way to navigate over to lead conversion mapping there's a few ways um i don't know why this is my favorite way to do it this is what i always do i'll jump into a lead and looks like we can access that one for whatever reason and looks like we can't oh well i'm in my converted leads so go ahead and go to all leads and click into a lead and go to convert and you're not actually going to convert this lead you are just going to hit this quick link lead conversion mapping now i go that way because the force of habit but let me show you the uh another way to get there so from the home page you can go to settings go to modules and fields and leads these three dots here and then you can go to lead conversion mapping so what is lead conversion mapping well i have a video on should you be using the leeds modules so you can go check that out for further information on this but essentially the gist of lead conversion mapping is instead of creating an account contact and deal and making those associations every time you have any sort of opportunity come in the door for your business you will first start them off as a lead and once they meet the lead conversion criteria or you qualify the lead then they will become an account contact or deal so essentially zoho is offering to do the heavy lifting for you they're saying okay so put all the leads from account contact and deal that you need initially into one form being the lead now when the lead is converted we will create three records for you and make those associations so that it's a click of a button instead of you going through three different forms and then adding those lookups yourself so if you look from left to right here you have the lead fields on the left then you have the account fields contact fields and deal fields so now it's up to you so obviously we are going to look at the company field if we have it here which looks like it may have been changed um so like the website would obviously you'd want that to go to the account you really don't need that on the contact or deal or maybe you want to maybe you want that so make sure that first you've added that field to the account you can see that it's already added here um so we ended that they're both url fields right so uh they were set up properly in the first place to pass the information over street you can do the street can pass over both to the account and to the contact if you would like but the point is and the important takeaway here is it is now up to you to choose what a lead will become after it's converted so make sure that you set this up and that you have it configured appropriately without any configurations and integrations in the crm there's not enough workflow leveraged just by using one and typically user adoption is really difficult unless you put up the necessary upfront effort in configurations so this is a must have crm automation highly recommend that you configure this and we will see you in the next video okay so the third must have crm automation here is your lead outreach cadence automation so what is lead outreach cadence essentially it is how do you work your leads when they get into your system so we've already answered the question um of where are the leads going to go someone fills out the form of my site um who is like what queue is that going to fall under whose queue is he going to fonder what user is in charge of making outreach attempts to that individual that filled out the lead who's going to capitalize on that opportunity right so we've already covered that this is the next step so a lead should have a set of statuses that it runs through before it's converted to a deal and these are the statuses i highly recommend that you implement into your system and they have explanations as well so rejected not a real lead recycled returning to nurture slash marketing mql this is the leads default status it stands for marketing qualified lead and it's just shorthand for it's ready to be worked by a representative of your company so working you are making outreach attempts which means it starts as a mql right and then as a user of your system sees the mql they can market is working which means it's mine i don't want the switch i don't want anyone's taking this i am currently making the outreach attempts so don't rip it away from me and then reached means we've had one plus conversations and we're getting ready to convert this uh convert this lead to an opportunity slash deal so lead outreach cadence has everything to do with working so how do you work your leads is the biggest question to answer throughout this video and we have prepared a document here it's very simple but this template is going to walk you through creating your cadence and your cadence is how you work your leads so for example let's say i had ring central integrated with my crm well i could define my cadence as day one we are going to call that individual that filled out the lead and then day four we're going to call and then day eight obviously if we connect on day four we're not gonna go to day eight right and that's why this will only happen while you are in the lead status working which means you're making outreach attempts if you were to change to reached then none of these automations would trigger so important thing to note there right okay so moving forward you need to fill this out and say what calls are we going to make on what days the next thing that you need to do is you'll need to go into leads and you can see in this system go to all leads here real quickly you'll see they've added a field called next action date so what would next action date do well next action date would auto populate via automation based on your cadence so yes this is this part's a little more tricky you you would need to know deluge and have a pretty sound understanding of workflow rules to implement this this video is more for the purpose of getting the general concept out there because it takes a little time to understand and then understand how it would work in the system how to visualize that process so once this is set up you can hard code the cadence to every time a call is made you can trigger to reference how many calls have been made already while this has been in the lead status working so if there had been two calls you can you can set up like a hidden field and it will tally every time a call is made right so there's two calls made and that's tallied out then the system knows that it needs to add one two three four more days to the next action date and it will auto populate every time a call is made while the lead is in the status working so that's the first part is you need lead next action date automation the second part here is you'll head to leads and uh the leads list view and you'll go to the section here these are custom views and you'll need to need to set up something like this custom view here called my follow-ups you can name this whatever you like lead outreach cadence anything you want um but you need to edit this and you need to do a couple things so this system doesn't have the lead as i had mentioned it's yet to be implemented but you would definitely go through lead status and you would make sure it is working so if the lead status is working and and you'll want to make sure the lead owner is logged in user and you'll want to share this with everyone that way everyone has their own call queue they know what they need to follow up they know the next day really key piece here the next action date needs to be till yesterday or till today so keep that in mind i wish this system would do a till today that would just make this so much easier right because then you can see the calls you need to make for today but you can just adjust your cadence ingly to this tiny limitation so once this is set up as the action date is updated you will have your call queue fill up and you will just see all the calls that you know you need to make today and any of the calls that you missed prior that way you're not just seeing a window for the calls you need to make today you can see any that you've missed so and then you can sort that view based on any criteria within the lead as well so this gives you a really easy way to work your leads if you have a lot if you have members of your team that are doing a lot of lead outreach this is going to be very crucial for you and it will be a must have crm automation to make everyone's lives easier thanks for watching if you like this kind of content make sure to like our video and subscribe to our youtube channel and we will see you in the next video everyone the fifth must-have crm automation here is deal name standardization now what on earth is deal name standardization essentially you pick fields within the deals record that as they are selected it will create the deal name for you i highly recommend you do this it's just a nice quality of life automation to have in your system and as you gain more system users you're really going to want to have this in place because deal names can get really messy really quick so from here i'm going to add a deal and you can see here there is a client script little tab here so if i click this you can see that i have gone in on the back end and i have created a few client scripts you can just go ahead and skip this tour essentially the client script is a block of code and basically what it's saying here is after a field is filled take this data and throw in the deal name in a certain place so you will need to add that block of code to every single field that you want to concatenate within the deal name and that's how you standardize a deal name so um i'm going to close out of this and here i have standardize my name my deal names with three different fields the account the contact and the amount field so you can see here as i fill out the account field here you're going to see company 13 now pops up in the deal name and if i go down to contact name and i select the uh contact name here you can see it will now pop up in the deal name and then you can see i will also select the [Music] the amount field and i'll just put 12. uh 12 000 here took me a sec and uh now that is also a part of the concatenation here so now if i save this record i didn't even have to put in the deal name and it is created for me so highly recommend that you add this to your crm i will leave a snippet of code in the description below so that you can use that to configure your system and you should be good to go from there hey everyone welcome to the sixth must have crm automation this is concerning proposal generation automation essentially we're doing two things here we are merging records with templates giving you time to preview those templates and then we are automating the send out for signature so this is super helpful throughout the lifetime of your deals you are probably sending out proposals for signature and we want to minimize the amount of time it takes you to create those and to send them out so let's get started in the system and the first step is we need to upload your template to the crm mail merge section so from here we'll go to setup and then you will jump into templates templates under customization and you'll go to mail merge and you can do one of two things here you can create a template here from a file that you already have you can see the supported formats here zdoc doc and docx so go ahead and you can upload your file there if you do not have a file and you just want to create that template in system then you can go from this mail merge to create new template name the template we'll just call this demo create this blank and you can see we are redirected to writer.zoho.com what is this this is like google google docs uh but for zoho um so if you go down here you are already taken to template configuration the source is zoho crm and you you can see here that from the mail merge i am in all modules um you can choose what fields from what module are going to merge into the document here so go ahead and from here create your template and we will move on to the next step um and actually you know before i do that i'm just going to show you what this actually looks like so if uh you know i had a template here and um you know i had my title my proposal title and i had my from rap and i have my first name last name and i had like proposed hourly rate then i could and these are not going to match up perfectly but you will get the idea so essentially i could just go through here first name last name i could do user my role obviously these don't match up you kind of get the point proposal title so you you can go through here and obviously the proposal title here is going to be static the proposed hourly rate if that's on the deal then you could find your hourly rate i don't have that field therefore it's not there but you get the idea so go ahead create your template or upload your template and the next step here will be to the zoho workdrive extension so let's hop back in the system close out of this go to the marketplace in zoho sorry actually you'll go to all i always forget that work drive is not a part of the zoho section here uh i feel like it should be so you go to all and you go to work drive and what is a work drive it is like google work drive or google drive but it is um with zoho uh you get two terabytes out of the box with zoho workdrive if you have zoho one so i highly recommend you this extension even if you're not gonna do proposal automation it is super cool i'm gonna show you why so if i go ahead and this it's going to prop me and say okay yep by installing this app i agree with the terms of service i'm going to go ahead and i'm going to agree continue you can for admins only for all users or you can choose which users so i'm going to just for all users in this system even though this is a demo all right so from here you can see the installation is in progress well let's talk about what the zoho work drive for crm extension is going to do so for your core modules leads contacts deals and accounts this is going to create a work drive folder for each of those records and modules it's also going to add a number of fields to each of the modules there and i'm going to show you what that looks like right now so if we head over to deals and we can hop into this demo deal that i used to show the deal name standardization you can see maybe it has populated perfect work drive folder url work type folder id so these aren't populated yet the extension is still running and installing but essentially what you can see is at the bottom now we have this zoho workdrive window i'm going to go ahead and i'm going to throw this to the top organize deal details these are all the related lists right that are within the module it's going to pull this up at the top and you can replace attaching directly to records with zoho work drive you also want to consider avoiding this because you have a cap in the amount that uh zoho crm has its own storage engine and if you cap out on the amount of storage there then you'll have to pay extra for storage as a whole just don't even worry about that get this as a whole work drive extension if you have zoho one and you should be good to go it's much more robust anyways okay so now you can see zoho work drive is up here at the top and there's no associated folder with this record so what we are going to do is i'm just going to refresh this and let's just hope that the extension is done installing here that has taken its time to run through the system and it is not but that is totally okay we are going to um we have already done this step essentially all we need to do is the zoho work drive extension make sure that you've done that and the next thing you need to do and this is the trickiest part of this whole process is the scripting so we have already developed a script for this um it's very it's a very lightweight script which means we've cut down on the lines of code within it because we do it so often um so we will provide the script for you down below go ahead and take a whack at it if you need help configuring the script go ahead and let us know we can point you in the right direction um but essentially here what the script is doing is really cool so the script is going to take the fields in your record and the merge tags in the template and it's going to merge them all together and then it's going to find the zoho workdrive folder that we've just created here which it's still waiting to load as we know it's going to take that merged document place it in the work drive folder and from there we can hop into the document preview the merge make sure it looks right in the way that we want and then we can send it out for signature so configuring the script as i said is the most difficult part of this we will provide it down below so once you configure the script the second thing you need to do is you need to decide on a trigger when do you want to trigger all of this to happen you can trigger this on deal creation so that you just have all those documents lined up right off the bat or you can trigger this on a custom button press which you can add to your system alrighty so the last video in the series and the last must-have crm automation here will actually be taking place in analytics but is the automation of crm reporting you will probably notice yourself creating lots of reports inside of crm reports that's a great place to go for a quick report however zoho one offers useaho analytics which is a robust bi tool that i highly recommend that you take advantage of so you can see here in front of me i have two of my favorite reports that i like to add to a sales reporting dashboard you can configure this quite extensively that's why i like to use it also you can automate the reporting functionality so let's say you have to report on certain metrics uh within your pipeline every two weeks to and you have a distribution list of those that you need to send the report out to well this um zoho analytics can do all that so it's super robust now for purposes of this video i'm just going to show you two of these reports that i recommend that you build and kind of give you a feel for the automation and and why this can take so much weight off your back within the crm so with that the first thing that you need to do to really get started here is jump into data sources so you need to set up the zoho crm data source if you haven't already this is just you hop into zone analytics go to data source and then upload all of your crm information once you do that you can start creating charts and reports and you can see this report one that i really really like and honestly it's like a must-have for everybody is a pipeline report by stage so there's a lot of different pipeline reports that you can do this one is obviously by stage as mentioned so you can see here is my sales process here qualification needs analysis these are just the stages that are within my um within my these are just the stages within my pipeline so you can see qualification we got a few things going on here so we got the amount and then the expected amount or expected revenue so what does that mean well if you go within the c into the crm and then you go to configure your deals you're going to see something on the right hand side so i'll just jump over there with you very quickly and we'll take a look so we go into modules and fields and i go to stages you can go to stage probability mapping so these probabilities here are generating what is the expected amount so for example if i set my probability in creating contract to 50 which means i know that from running deals in my system i close about half the deals that pass through that stage then i would set this to 50 right these are just obviously you're initially going to set these up as very rough percentages and then over time you can cue in on uh what the more accurate percentage would be so if it was fifty percent and um then i would report the expected revenue for that deal to be fifty uh to be let's say i set the amount it was like a ten thousand dollar deal obviously then it would be five thousand dollars so the point is you don't want to report on every single deal equally because not all deals have an equal chance of closing right so let me just jump back into analytics here and i will show you these reports all right so um the first is the pipeline report by stage so you can see i have one deal in qualification and then one deal and needs analysis and i have four deals that have been closed and one so this gives me a great view of how many deals i have sitting in the pipeline and then on the flip side i can also see the expected revenue from these deals expected revenue is just what we went over it is the deal amount times the decimal of the percentage that you set for uh probability of closing so just gives you better estimates right and then from there you also can see i have the amount which is the amount unweighted not weighted down by the probability so this is a great report it's a must-have highly recommend it the problem with the crm is it doesn't give you very good visual reports that you can make super robust with all the filters that you want so there's three way to three ways to make reports in the crm um well there's three ways to make reports regarding the crm one is zoho crm reports two is zoho crm analytics and then three is a completely separate app which is what we are in right now and that's zoho analytics i recommend you get familiar with zoho analytics but for quick reports you can just go to zoho and then reports it shows up like as a module so um anyways so you've got this report here uh i highly recommend that you you save this and um that you create one of these and that you use it and reference it often uh the second report that i'd recommend that you create or one of my favorites that i like to have in sales dashboards is the pipeline source report so you work hard to gather all of these sources from all these leads you know how are you knowing which lead sources generally lead to or how much revenue you're getting from all these lead sources how do you know you would know from a pipeline source report so essentially you can see down here this is pipeline revenue by lead source you can filter and slice and dice as many different ways you could just display what's been closed one or you could display what's currently in the pipeline and what sourced it and then obviously you can do what we had just mentioned you could do amount weighted and unweighted by the probability of closing so lots of stuff you can do here but it is a very good report from left to right you can see for collins we have one lead or one deal that was a call-in this deal is worth 20 000 but it is in the beginning stages and therefore we are expecting about 200 um to close in revenue there so you can see this is across cold call google ads all of my lead sources there and this is the pipeline source report now for stringing this all together and putting it back in the crm we are going to create a dashboard and we are going to throw together the pipeline report and we are going to throw the pipeline source report so a dashboard is essentially a combination of reports that you build um so you can just throw those together there's a lot you can do here there's so much i am just going to cover kind of the basics here of what this would look like to add we will call this the sales dashboard and i'm going to save this then i'm going to [Music] go to view mode share get a permalink i highly recommend that you do this this is going to be very helpful essentially what we're going to do is add this as a web tab in the crm that way you'd have to jump in analytics and view each report individually you can see from one dashboard you can even put dashboard wide filters on here it is super cool and super helpful um we're gonna do access with login um and i'm going to copy this i'm going to head back to the crm and we are going to go to modules and fields web tabs create sales dashboard links save okay so you can see here now at the very bottom i have my sales dashboard and now i can see my pipeline report by stage and pipeline source report so at a glance it's in my crm ease of access super powerful reporting highly recommend that you automate your reporting process here you can even get this to send in a pdf format to distribution list and let me touch on that real quickly since i've just mentioned that you go to the report and you can export html layout is in dashboard pdf so i'll show you with so i'm not going to show you that you can go ahead and play around with that feature and functionality um but what you can do here is you can go to share and you can email and you can edit email schedules or sorry you're going to go to share email and then you're going to go to the email schedules this is where it was here that you'd do this ah okay so if you want to send this report out to distribution list at a certain um on a certain schedule then this is how you'll do that you'll go to share email layout as in dashboard pdf what are the difference between these two each report here would be its own pdf as opposed to a dashboard wide pdf in the view that you're currently seeing it so let's select that one um that way whoever we send this report to they're not having to jump through a bunch of pdfs to look at everything they can just jump into one and you can start picking users within your own system or you can start selecting random emails that you would like to send out to they don't have to be within your organization but if they are then you can go to pick users and groups and you can see all your contacts here all of your users it's just super super uh powerful uh that you can reach all this information uh very easily and then select whoever you want in your distribution list um so you can configure the subject the message and then schedule email you can say every week configure the schedule that you'd like and then advanced options you can apply the corresponding share filter criteria and this stuff's a little more advanced i'm not going to dive too much into it but the important takeaway here is that you can schedule the email to send out on any interval that you choose and that you can send it out in a pdf copy as well as you can just share the permalink and include that right here in the message for um distribution of this dashboard thanks for watching guys if you like this kind of content please like the video and subscribe to our youtube channel and we will see you next time