Make sure you put the data in the right place.ģ. Emails to leads will have a different tone and objective to customers. Remember, marketing is about getting the right message to the right person at the right time. The lead might already be a customer or a current prospect in your sales pipeline. You must also have a qualification process so that the new enquires go through the Leads module and then into Accounts, Contacts, and Deals correctly.ĭon’t add a lead record if there’s an existing account. If you’ve imported your data into Accounts and Contacts, but it should have gone into the Leads, or you’ve out it into Leads, but it should have gone into Accounts and Contacts, you can easily move it to the correct location.īefore you do this, you may want to check your CRM structure is correct, and you have the right fields in place. Create a Deal instead against the existing Account or Contact. This means you shouldn’t create a Lead if you already have an existing Account or Contact.
This is because they don’t know what a Lead really is in Zoho CRM.Ī Lead is an unqualified prospect. However, users don’t often understand whether to create a Lead or an Account. There’s a simple rule in Zoho CRM – if you can’t find a record, then create it. The user simply didn’t search before creating a record. But let’s focus on the most common cause of duplicate records. Duplicate Leads can also be created via webforms, roles, and territories. Creating a Lead when you already have an existing Account and ContactĪ common result of not using the Leads, Accounts, and Contacts modules correctly is having duplicate records. This leads me to the next thing you might be doing wrong.Ģ. With local searches, looking in one module may not show any results, but the data could be in another module. One other reason you should use the global search and not just the local search is that it helps prevent you from creating a duplicate record.
Again this risks bringing back too many results if you’re not specific. You can use wildcard searches to search the system using part of a word. Remember, if the word you’re searching for is in more than one module, it will show up in that section too. Surnames tend to be better search terms, as are company names, postcodes, and reference numbers. You can use the filter on the top left to reduce the modules to search within, but the simple way is to search for something unique. The system searches all records for the information you enter. If you’ve searched for something generic like “John”, you may get too many results. Just hit to get a list of records that match your search term. If the result you’re looking for doesn’t appear in the auto-complete list, don’t worry. Autocomplete can be risky if you’re on a slow internet connection because it won’t keep up with what you’re typing – but don’t let that put you off. It’s an autocomplete field like Google search. The search field is in the top right of your Zoho CRM and is visible almost all of the time. There’s another global search within Zoho One, but I’m not talking about that one here.
The search field is vital for using your system efficiently, and it’s a global search for your CRM records. I still see users with thousands of records in their system scrolling through looking for a specific record by eye. Many people who use Zoho CRM forget the basics of navigating around it. You won’t understand how you ever managed without it 🙂 Get it right, and Zoho CRM is like an efficient personal assistant nudging you with timely alerts and reminders to win more business. These are just a few mistakes people make when using Zoho CRM, but it’s really easy to get from “frustrating” to “flying”.
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