The Challenge

“We have been on a 1-year quest to find the perfect software to organize and manage our business processes. That has never happened, But Zoho One is by far the closest we have come!” – Ben Hirsh, Owner

Implementation

Once Hirsh Real Estate selected Zoho One, the next step was molding the Zoho ecosystem to match their real-world business processes—especially around listings, transactions, file organization, marketing segmentation, and performance reporting.

Zoho CRM: Territories, Sharing, and Record Separation

• Configured CRM beyond the “standard setup” to support a new division onboarding individual agents.
• Implemented territory logic, user roles, and permissions so records stayed properly segmented while still being visible to the right stakeholders.
• Supported operational maintenance, including record updates via import when clients supplied spreadsheets of corrections.

Automated Folder Structure: Listings → Transactions

A key requirement was reliable file automation: every CRM record needed a folder automatically created, and every listing needed nested subfolders for each associated transaction.

• Built automation to auto-create, name, and maintain folder structures tied to CRM listings and transactions.
• Supported two possible implementation paths: Zoho Flow and/or direct WorkDrive/Drive APIs.
• As operations evolved, Zenatta rebuilt the folder system to support Google Drive: created/renamed folders, wrote folder IDs + share links back to CRM, and improved reliability by generating share URLs from folder IDs.
• Added safeguards and error handling so missing listing associations wouldn’t break the entire automation flow.

Zoho Analytics: YoY Sales KPIs + Dashboards

• Built and refined KPI dashboards to track sales volume and units, including year-to-date comparisons.
• Improved reporting accuracy by updating formulas and SQL references (e.g., transaction type handling and removing decimals where needed).
• Created map-based reporting of closed transactions by adding latitude/longitude for accurate geocoding and visualization.
• Reduced Analytics row usage where necessary to stay within platform limits while keeping reporting intact.

Zoho Campaigns: Segments + Syncs by Territory

• Set up syncs and segmentation tied to territories so marketing lists and outreach could reflect how the business was structured.

Zoho Mail/Calendar + Operational Platform Shifts

• Supported the transition from Google Apps → Zoho Mail/Calendar, and later a migration back to Google for email/drive depending on operational needs.
• Helped stabilize integrations during migration periods (folder ID mismatches, reconnects, and backfills).

Zoho Creator (Scoped)

• Scoped potential address validation tooling using Zoho Creator (not fully implemented).

Results

The final system combined flexibility with structure: CRM controls for agent divisions, automation for folders and transactions, and dashboards that kept leadership aligned on performance without manual reporting overhead.

“With power and flexibility comes complexity and the Zenatta team has been completely essential to keep us running smoothly. They seem to work at super-human speed!

We use analytics to track sales volume and units. We switched from Google Apps to Zoho Mail/Calendar. Zoho flow connects our crm transactions to WorkDrive to auto-create, name, and update folders for every deal!

We would recommend Zenatta, because if you need it, they have it. The value is great and the tools are comprehensive. Zenatta provides great objective opinions about which apps are worth using and that is very valuable.

Love the support we get from the Zenatta team!”

– Ben Hirsh, Owner