Zoho CRM Admin: Learn to Master Business Sales step-by-step

Create campaigns in the Zoho CRM campaigns module to plan activities, integrate social CRM, use newsletters for marketing, set dates, type, status, budgets, and expected revenue, then save.

Edit campaigns in Zoho CRM by updating fields such as budget and expected revenue, then save changes and close related tasks like a newsletter design.

Clone campaigns in Zoho CRM by duplicating fields, then rename and adjust dates to create a campaign; related lists and links do not clone, so re-enter activities and notes.

Link campaigns to the campaigns module, attach the marketing strategy document, open and close activities, and manage campaigns—plan, run meetings, and adjust based on first results.

Learn to associate existing leads or contacts to a Social CRM campaign using the add existing method by filtering Spain and adding them with status planned.

Learn to associate leads or contacts to a campaign through an import in Zoho CRM, including preparing an Excel file, mapping fields, and overwriting duplicates.

Edit a user's personal settings in social CRM, updating name, contact, and company data, then save; adjust localised information and theme, including time format, language, and country.

Learn how to add and upload a user photo to a Zoho CRM admin account by navigating to settings, selecting change, choosing a file, and cropping for fit.

Edit the signature in Zoho CRM via personal settings, customize the font, bullets, and images, and apply spellcheck so the signature appears on all outgoing emails.

Learn to manage allowed IPs in Zoho CRM, restricting user access to IP addresses via setup and security control, adding static IPs for users, and saving or removing entries.

Edit company details in Zoho CRM admin by entering the company information, including number of employees, phone and fax numbers, address, currency, time zone, administrator, and uploading the logo.

Set up your fiscal year by navigating to company details and fiscal year, choosing July as the start month, noting this setup can be done only once.

Learn to set up Zoho CRM business hours for cases and escalation rules. Define weekly hours (Monday–Friday, 9:30 a.m.–6 p.m.), select time zone, and activate the schedule for Mexico.

Set up currencies in Zoho CRM by adding currencies with exchange rates, saving to activate them, and deactivating currencies to keep ten active currencies for quotes, invoices, and purchase orders.

Learn to manage users in Zoho CRM by adding new users with name, email, function, and profile, sending invitations, and converting unconfirmed users to active while monitoring license availability.

Learn to manage Zoho CRM users by deactivating and reactivating accounts, understand active and inactive views, license implications, and when deletion prevents reactivation.

Create and clone profiles in security control, then edit module level permissions to set visibility, create, edit, delete, and share access across leads, contacts, accounts, and invoices.

Edit profile permissions using security controls to tailor access for marketing manager. Enable document, report, and dashboard permissions while disabling import and expert permissions.

Learn how to edit and manage the marketing manager profile permissions across admin, integration, and general sections in Zoho CRM, including user, role, data sharing, and web form controls.

Learn how to assign and modify user profiles in social CRM within Zoho CRM admin, including selecting the marketing manager profile and confirming updates.

Learn how to delete profiles in Zoho CRM Admin by using security control, deleting the community manager profile, and transferring to a standard profile before removal.

Learn to edit field level access permissions in Zoho CRM. Modify the marketing manager profile, set read-only for amount, collected, and type, and hide net profit and the date field.

Learn how to create roles in Zoho CRM, set up a hierarchical security structure, define access to records, enable share with peers, and manage dependencies and data sharing rules.

Apply and manage roles in Zoho CRM by assigning a marketing manager role, adjusting permissions in security control, and enabling forecasts for users with that role.

Learn to edit and delete roles in Zoho CRM Admin, toggle the share with peers option, rename roles, and manage role-based records and reporting while safely transferring users during removal.

Learn to share single records in social crm by configuring sales manager permissions for leads, contacts, and accounts with private sharing rules and read/write or read-only access, with notifications.

Create groups in Zoho CRM admin to share records such as leads, contacts, and activities, using associated roles and subordinates to enable better decision making and collaboration.

Explore data sharing settings in Zoho CRM admin, configuring private by default, peer sharing, and visibility rules by role to control record access across modules.

Create data sharing rules to control who can access contacts by roles and subordinates, set read, write, and delete permissions, and update the system to apply exceptions.

Learn how territories define access to accounts, contacts, and deals by criteria-based automatic assignment, with accounts able to belong to multiple territories and territory management taking precedence over role-based management.

Create territories in territory management, assign a territory manager, set permissions, and define criteria by annual revenue or geographic rules such as billing country Spain.

Learn to create safe territories in Zoho CRM by accessing territory management, defining parent territories such as Latin America, and adding Mexico and Argentina with appropriate permissions and criteria.

Assign accounts to territories using territory management, selecting accounts by criteria such as billing country and annual income, then verify assignments in the accounts module.

Enable deal territory rules in settings and create criteria to automatically assign accounts, contacts, and deals to defined territories. Verify reassignment by running the rules and checking the deals module.

Learn to disable territory management in Zoho CRM, review the warning on access to accounts, contacts, and deals, and choose a reason for disabling while forecasts reflect hierarchy.

Set up the home tab by choosing customize view over classic, add a pipeline by stage dashboard, and display today’s events and weekly activities via the activities module.

Organize modules through customization by selecting visible models, rearranging order, and moving unused items to unselected tabs, then save to apply a streamlined module set.

Learn how to rename modules in Zoho CRM by hovering over a module, choosing rename, and saving changes, such as changing contacts to client and accounts to companies.

Learn how to customize the leads module layout in Zoho CRM by editing sections, arranging fields with drag-and-drop, choosing column formats, and moving fields between sections.

Preview modules in Zoho CRM admin to see how module layouts and fields appear for different user profiles, such as administrator, sales manager, and marketing manager, and adjust access accordingly.

Create custom modules in Social CRM by defining module name, fields, and access, including a lookup to the contacts module and a date field, then modify layout and verify access.

Discover how to create tab groups in Zoho CRM admin, ten groups, assign modules such as emails, leads, deals, and set profile-based access for administrators, sales managers, and marketing managers.

Create and manage web tabs by adding web apps as system modules in Zoho CRM, with up to ten tabs, each having a unique name and a web address.

Create custom fields in Zoho CRM admin, including a single-line text field, an email field, and a phone field, and save the layout in the leads form.

Create custom fields in leads module using a pick list and a multi-select field, define mutually exclusive values like monthly, quarterly, biannual, and annual, and save layout to apply.

Create a multi-line field named specifications in the deals module. Add an autonumber field with a prefix, initial number, and suffix, then update existing records and save.

Create three custom fields in the deals module: a date field for order delivery date, a checkbox for amount collected, and a currency field for real income, with round-up options.

Create a lookup field in the cases module to associate cases with leads, using customization modules, drag and drop, label the field, set a related list, and save.

Learn to create a formula field in Zoho CRM, naming it net income, setting the currency type, and building a 25 percent of amount formula using functions and operators.

Learn how to map lead fields to account, contact, and deal in Zoho CRM by selecting modules, ensuring field type compatibility, and transferring only relevant data.

Map dependency fields by configuring the second field to derive its value from the first in the orders module, using pick list or multi-select fields and saving the mapping.

Map each stage to its probability in the deals module, with examples like 10% for stage 1 and 25% for stage 2, and configure forecast type and category.

Assign contact roles in the deals module to identify the right person, adding product manager, marketing manager, and operations manager to know who to address.

Customize tax rates in the products module by adding a 10 percent revenues tax and a 21 percent standard rate, then apply these rates to quotes, sales orders, and invoices.

Edit the terms and conditions field in the quotes module, set 30 days expiry after issue date, and require bank transfer; replicate steps for orders and invoices.

Create a checkbox field in the quotes module and propagate it to invoices and sales orders, labeling it 'Shipping costs discount' and verifying the field in each module.

Map fields across the quotes, sales orders, and invoices modules in Zoho CRM, using convert quote mapping to align custom fields like shipping costs and discounts for automatic data transfer.

Learn to customize the lead business card in Zoho CRM Admin by selecting up to five fields, like website and lead status, then set their display order.

Learn how to add photos to records in the contacts module by selecting a picture from your computer and attaching it to a contact’s record, enabling quick client recognition.

Organize page details in the contacts module by changing the order of related lists, selecting which lists to display (emails, campaigns, products), and saving changes to apply the integration.

Customize related lists in the accounts and deals modules by choosing which fields to show, such as deal type, closing date, probability, and vendor name, then save updates across modules.

Create and customize crm views to segment open deals by closing date within 60 days. Show fields: amount and revenue; set access to private, public, or selected users.

Edit custom views in Zoho CRM by adjusting access, adding or removing fields, and reordering columns from the deals form; set permissions and save the updated view.

Explore how to use custom views to filter deals, count records, and apply date, stage, and type filters to identify new business opportunities in Zoho CRM.

Mark views as favorites in the deals module by clicking the star to create a favorites section for quick access to views from created by me and shared with me.

Learn how to mark fields as unique in Zoho CRM to prevent duplicates and enable do not allow duplicate values across accounts, leads, contacts, and products modules.

Discover how to create links in Zoho CRM, including a Twitter link in the contacts module, to access a contact's Twitter profile with role-based permissions.

Learn to create mail templates and template folders in Zoho CRM admin, set folder visibility, and store templates for sending custom emails to contacts or leads.

Create and manage email templates in Zoho CRM by associating them with the contacts module, configuring sender and subject, enabling tracking, and using merge fields for automations and mass mail.

Master editing email templates in Zoho CRM Admin by adjusting the reply-to address, preserving the template's module association, and adding contact information for customers.

Learn to create mail merge templates in Zoho CRM, store them in the public folder, insert module-based merge fields, and verify templates with an office opening invitation example.

Send mail merge templates in Zoho CRM by loading a Word template, inserting merge fields, previewing, and sending personalized emails using the contacts’ email field.

Create an inventory template for quotes by selecting inventory templates in mail templates, then customize with merge fields from users, organizations, accounts, contacts, deals, products, and quotes.

Learn to use the Social CRM default inventory templates and create an inventory templates folder, then set privacy and access for storing offers, quotes, invoices, sales orders, or purchase orders.

Explore the reports module folders, including all reports, favorites, recent, and scheduled reports, and use drag-and-drop to reorder within social CRM modules like accounts, contacts, deals, activities, and campaigns.

Create a reports folder in the reports module, name it (for example, management reports), and set folder-level group permissions to control who can view the stored reports.

Create reports in Zoho CRM by selecting a main module and up to three related modules, choosing a tabular or summary type, configuring columns and groupings by owner and stage.

Learn to edit reports in Zoho CRM by adjusting the wrapper and deal fields, applying filters such as due date, and understanding what can and cannot be edited.

Export Zoho CRM reports to Excel, ensure export permissions for accounts and deals, and create charts like vertical stacked bars or lines using deal IDs and record counts.

Learn to schedule reports in Zoho CRM: select a pre-created report, choose Excel, set start date and monthly repetition, and specify recipients including external emails.

Create a dashboard from a previously created report by selecting the folder, naming it deals 2016, and embedding the chart in a web page for the home view.

Create dashboards from the CRM gallery by selecting a source, choosing a chart type such as a pie chart, and configuring privacy and fields to display total sales by user.

Master the key aspects before importing records in Zoho CRM, including file formats and 5 MB size limit, field mapping, duplicate handling, date formats, UTF-8 encoding, and testing first.

Import records into Zoho CRM by mapping Excel fields to CRM fields, assigning owners, and handling duplicates, while ensuring mandatory fields and optional manual lead approval; review the import summary.

Learn how import history in Zoho CRM admin reveals imports across 60 days, 30 days, and seven days, with undo options, deletions, and confirmed imports.

Learn to export records in Zoho CRM by navigating to setup and administration under enterprise edition, selecting a module, and exporting up to 3000 records with export permissions.

Learn to initiate and manage Zoho CRM backups in admin, export company data, track free and paid backups, and download data via a time-limited backup email.

Create a workflow in Zoho CRM by selecting a module and naming the rule, then define when it runs and trigger actions like send mail or updates.

Create a workflow in Zoho CRM to send email alerts when a deal reaches the closed stage; configure the rule, conditions, mail template, and recipient.

Set up automations in Zoho CRM to automatically create tasks when a lead is created, using the leads module and merging the lead name into the task subject.

Create a date-based workflow in Zoho CRM to notify deal owners seven days before the closing date at 10:30 a.m. for open deals, executing once via email alerts.

Learn to configure time-based workflow automations in the deals module in Zoho CRM: trigger an email one hour after rule execution and create a customer feedback task seven days later.

Create a workflow automation in Zoho CRM to update the deal owner field when a deal meets amount conditions, selecting the deals module and applying an instant field update.

Create web forms in Zoho CRM by dragging fields into the form, link to the leads module, set lead source questions, and enable notifications and auto responses to prevent duplicates.

Edit a web form in Zoho CRM admin by previewing changes and adding a capture field; mark email as mandatory and adjust font, color, and alignment before saving embed code.

Master auto-response rules in Zoho CRM by creating and activating web-form triggered emails for leads, contacts, and cases, with criteria like lead source and status.

Learn to set up an unsubscription form in Zoho CRM, embed the HTML code for cancel subscriptions on your site, and update the opt-out status in email templates.

Set up approval processes in Zoho CRM to govern deal creation and modification, defining criteria, timing, role-based approvals, and activation controls.

Learn how to approve a deal creation in Zoho CRM, manage approvals through notifications, and confirm the decision via email.

Reject a deal through the approval process by reviewing a notification, adding a rejection comment, and updating the deal to stage nine not approved by management, then review approvals history.

Learn to create case escalation rules in Zoho CRM by defining criteria (new stage, high priority), selecting business hours, and automating 8-hour escalations to designated assignees with notification templates.

Learn how assignment rules automatically route leads created via imports or web forms in Zoho CRM by defining criteria, selecting owners, and adding a follow-up task.

Learn to add users to the CRM by purchasing per-user social CRM licenses, then confirm the purchase to enable each user access across editions.

Learn how to upgrade to Zoho CRM Plus, select editions, create a portal, choose payment terms, enter licenses, and access Social CRM Plus applications for marketing and customer support.

Learn to send emails from a contact's record in Zoho CRM by using the sendmail button, editing with signature, attachments, and formatting, and sending the product portfolio to a contact.

Add notes to a deal in Zoho CRM via the notes related list, draft a message with a close-to-a-deal subject, and save to trigger a notification.

Learn to attach documents to a Zoho CRM record from documents, desktop, Docs account, and Google Drive, compare storage impacts, and manage attachments with download or delete options.

Learn how to use Zoho sheet view in the leads module to view, edit, and add records with mandatory fields, save changes, and avoid duplicates within a 100-row sheet.

Search and navigate records across leads, deals, accounts, contacts, tasks, events, and calls, filter by owner, view event timeframes, and access the recent items list to resume work quickly.

Identify duplicates using defined search criteria and the duplicate option. Merge chosen records into a master with related attachments, activities, and products preserved.

Learn to identify and merge duplicate leads in Zoho CRM admin by searching by the company field, selecting a master record, and preserving attachments, activities, and products.

Learn how the approval process governs creating records in Zoho CRM admin, using lead entries from a web form, approval sheets, and duplication checks in leads, contacts, and custom modules.

Mass update records in Zoho CRM by selecting all leads in the 'not contacted' view, opening the mass update option, and changing the lead status to 'contacted'.

Learn how to mass delete records in the leads module by filtering with the lead owner criteria, selecting matching records, and moving them to the recycle bin.

Learn how to mass transfer records in social CRM by changing ownership of leads, accounts, contacts, and deals in the leads module.

Learn to send mass emails to records via the contacts module, respecting the per-day limit, selecting a template and a custom view, then review the sent and blocked results.

Learn to schedule mass emails in Zoho CRM by associating schedulers to campaigns, selecting a view, and choosing a template to automatically send messages at a set start time.

Learn to create static autoresponders in Zoho CRM using lead tools, configure follow-up schedules with templates, manage limits (1000 emails/day, up to four total responders, five follow-ups), and organize.

Set up dynamic autoresponders in Zoho CRM using a custom lead view to send weekly emails with a first template and two follow-ups, plus exclusion management.

Compare macros and automations in Zoho CRM: macros run on selected records with limited actions, while automations apply across modules with triggers, conditions, and instant or time-based actions.

Learn to run macros to update lead status to contacted, either on a single lead or across multiple leads, and monitor each action's execution.

Learn to work with macros in Zoho CRM Admin by viewing leads, updating fields such as rating and email opt-out, sharing macros with other users, and deleting unused macros.

Explore storage usage and recycle bin management in Zoho CRM admin, including viewing storage by all users, 60 days of deletion recovery, and restore or empty recycle bin actions.

Configure the Zoho Mail add-on in Social CRM by selecting a mailbox, setting privacy (private, public, or per-record), and adding a CRM tag with advanced labels and folders.

Enable email tracking in Social CRM to monitor sent, delivered, and opened emails, view templates, and access analytics and template performance across contacts.

Explore mail magnet in Zoho CRM to manage incoming emails from leads and contacts, reply or reply all, add notes and follow up tasks, and track activities in your accounts.

Learn to integrate a POP3 email in Social CRM by adding a POP3 account, configuring servers, testing the connection, and setting it as default to link emails to customer records.

Set up the BCC Dropbox in Zoho CRM admin to attach emails from external clients to contact or lead records and test the mapping by selecting a search pattern.

Learn to synchronize an email account with Zoho CRM via IMAP integration by configuring account type, entering credentials, and setting server details and sharing permissions.

Deactivate the Zoho Mail add-on in email settings, note the permanent loss of emails for Social CRM leads and contacts, and learn how to reactivate or use the integration later.

Create products in social crm by clicking add, filling required fields, linking the vendor, setting a product code, classifying as TV, and configuring pricing, taxes, stock, and a brief description.

Edit products in Zoho CRM's products module by hovering a field or opening a product record; set unit price to 175 euros and level to 12 units, then save.

Clone products in Zoho CRM admin by duplicating an existing product, then modify name, code, price, stock and description before saving to register a new item.

Learn to delete or deactivate products in social crm. Deactivate products linked to quotes, sales orders, invoices, or appointees orders by changing their status instead of deleting.

Associate products to notes, price books, activities, attachments, cases, social contacts, lease deals, and accounts; learn to create a meeting and invite participants to link products to records.

Master inventory management in social crm by tracking quantity in stock, quantity in demand, and quantity ordered across sales and purchase orders, and automate reorder level alerts.

Create a price book in Zoho CRM by opening the price book module, naming it for the July 2016 campaign, and selecting a pricing model with a brief description.

Create a differential price book, set the name, select the differential pricing model, define unit ranges and discounts, and link the price to products.

Create a flat price book in the price books module, name the record, and set unit-based discount ranges that vary by unit count, averaging discounts per unit.

Learn to delete price books by selecting the check boxes and clicking the trash icon to remove inactive price books from the system.

Associate price books to products by selecting products in the price books module, entering their list prices, and using these price books for quotes, orders, and invoices.

Learn to import list prices by mapping product codes in an Excel file to a price book, update existing products, and verify imported prices in the differential standard price book.

Learn to create quotes in Zoho CRM by linking quotes to contacts and deals, configuring line items, prices from price books, taxes, discounts, and validity dates.

Learn how to convert quotes into sales orders and then into invoices, including selecting conversion paths, managing statuses like created and approved, and understanding when direct invoice conversion is possible.

Automatically convert quotes to sales orders using a quotes rule in Zoho CRM Admin, triggered when status is approved, with a follow-up task.

Use the quotes module to send quotes to customers by selecting a quote, choosing a template, and emailing a pdf attachment. The status changes from draft to sent after sending.

Access the quotes module to view a delivered quote, then log and schedule a call as an activity to capture quote feedback, with the quote automatically linked to the call.

Create sales orders from a preloaded quote in the sales orders module, with associated account, contact, and deal, including currency and due date.

Learn to automatically convert sales orders into invoices using a workflow, including creating a role, setting the status to approved, and sending invoices to customers.

Learn how to view and review sales orders in the sales orders module, confirm the dollar euro exchange rate, attach related notes or activities, and mark the task as complete.

Create invoices from sales orders in Zoho CRM by using the invoices related list; preloads data from the sales order, copies billing to shipping address, and sets 30-day due date.

Associate invoices by creating an open activities task with a 10-day due date, subject 'confirmed payment', and high priority; save to link the invoice and close the task after payment.

Register a vendor in Social CRM by entering the required vendor name and key contact details, and later enable purchase orders by linking products to the vendor.

Create a vendor contact by opening vendor record, using the related list to add a contact, enter Javier Garcia with a mandatory mobile, then save to associate with the vendor.

Learn to manually create a purchase order in Zoho CRM by selecting a vendor, entering po number, setting a thirty-day due date, and adding 120 inch ultra hd television.

Learn to manage purchase orders by acting on stock below reorder level: verify warnings, auto-generate purchase orders, select vendors, fill order details, and email the purchase order with a template.

Learn to associate purchase orders with activities in Zoho CRM by adding an outbound call to the purchase order record, linking it to contact and order, and noting delivery date.