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AZAAZ – Volume 2, Issue No. 2

Questions Answered

(1:36) 1. Hey Greg, simple question here, but how do I get the console in the Deluge editor to show horizontally along the bottom like in your video here? Mine is showing vertically on the right side.

(6:03) 2. Super helpful video! At one point, it looked like you copied and pasted a whole string of cards onto another response thread/string (not sure what the proper terminology is). I reached out to Zoho about this and they claim that it cannot be done, and that only the entire chatbot can be cloned. Is that what you did?

(6:59) 3. Hello, and happy 2024 to team Zenatta. I want your take on the following scenario: We ask our sales reps always to keep an open task in their opportunities. Ideally, we want them to add a note every step of the way, but I’ve found that sometimes when a task is due, the users simply edit their task, move the due date, and never add any notes. Is there a way I can keep them from doing that? I looked into workflows or blueprints to no avail. I guess I can trigger a notification when a due date is edited and I could double-check, but was hoping for some Zoho automation magic to do that job for me. Any ideas?

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(12:55) 4. Hi Tyler, Thanks for the excellent video. We’re a startup IT Services company. As you know, the IT industry has THOUSANDS of variations of hardware, software, services and skills. Do you know if Zoho FSM has the ability to import a master list of ~2,000 “Skills” for the company, as well as an individual list of ~500 “Skills” for each field tech? In a perfect world, each field tech could login to Zoho FSM and EASILY select the ~500 Skills that apply to them, but I don’t believe that is possible (so I’m guessing that importing each list would be the best approach). Also, I’m wondering if Zoho FSM has the ability to send TEXT notifications to the field techs for new jobs (to see if they’re interested) – but FILTERED based on their Skills? If not, then maybe Zoho CRM has that ability (and I know that Zoho CRM can be integrated with Zoho FSM). Thanks Tyler!

(21:55) 5. Can we use Zoho Campaigns to create a newsletter from information held in a custom module in Zoho CRM – for example a list of news stories or web links. Could we loop through these via Deluge and add the content to a newsletter?

(25:41) 6. Hi, I have a question about sending samples. I. use Zoho for my fabric company and often I send to my leads and customers some hangers or a couple of mt. of fabrics for free. How / in which module I can save all free samples? And I would like to see at the end of the year how many samples/meters I have sent.

(27:28) 7. Thanks Greg. Very useful. I couldn’t find where in Zoho Books you can create a Standalone Function. Is there such a thing? I want to call a common function from both a Bill workflow and an Invoice workflow.

(34:07) 8. I’d like to automate the creation/qualification of CRM leads from any visitors to our ZoHo Site that request access to information (free reports, white papers etc). My question is what are the correct App(s) in ZoHo One to use for these workflows? I’d appreciate feedback on alternate/ best practice ways to achieve the end outcome …. ie new leads in the CRM that qualify and progress themselves (lead source, lead stage, tags, etc) via automations when they complete simple, progressive steps. Here is my current thinking which is probably overcomplicated or tedious user experience … Please help me refine and thanks in advance! (1) download “Free Report” button on Site (2) ZoHo Form w/ CRM integration captures lead details and creates new lead (lead source, lead stage) in CRM (3) ZH form notification emails the new lead a thank you note on submission which contains the link (smart URL?) to the requested PDF RATHER than a downloadable PDF attachment. (4) Customer must click the ZH Workdrive link and perhaps also submit identifying info to access and download the Free Report PDF. 5) The step 4 link click and/or completion of data entry updates the CRM lead stage/score, sets a tag and even a task to sales to follow up with the now qualified, engaged lead. The first three steps are easy, having trouble understanding which app (CRM) and workflow are best to capture the final pieces …. which is capturing in the CRM which leads fully engaged and accessed the requested material?

(38:00) 9. How do you handle suffixes for names in CRM Contact records? We need to address many letters with suffix honorifics like MD, MBA, RN, FRCPC, etc. Our previous CRM could parse names into a prefix, name and suffix … but I’m not seeing whether this can be done automatically in Zoho CRM or whether we manually need to edit a suffix (custom) field. Thanks in advance for insight/advice.

(42:48) 10. Does anyone know of a plugin or add-in that can automatically make a PDF copy of every email we receive/send from/to a client and place it into their folder in workdrive? Actually asking this for a friend who is considering switching his firm to CRM & Zoho Mail – but is ideally looking for a system that can do this audit trail of emails outside of itself for him. Apparently he manually prints everything as a PDF now…he’s an auditor that works with external people and they need to be able to access it that way. Sounds like an absolute time suck, but I know people in my industry would probably be interested in it too so though there might be a plugin or something out there already.

Billy Bates

Senior Web Developer

Billy is a Wordpress Developer with an eye for design. His knowledge will help our company website and client sites meet their goals. Billy and his young family have just moved to Ashland Oregon, and are looking forward to exploring the area’s amazing beer, wine, and food. He also has a passion for synthesizers and drum machines.

Lucas Sant'Anna


With a background in Operations Research and Data Analysis, Lucas is a Brazilian programmer that likes to get stuff done quickly and reliably. In previous jobs, he implemented industrial job scheduling, fleet management and detailed long-haul route optimization – among other data-driven processes – to reach objectives of increased profit and reduced wasted resources. His goal is to make Zoho fully automated and with more meaningful data for spot-on decisions.