Executive Summary
One Firefly is a full-service digital marketing agency offering web design, content marketing, paid ads, graphic design, social media, and consultation. Their 65+ team members work remotely across the United States and Mexico.
The Challenge
Prior to working with Zenatta, our organization was relying on manual efforts to complete many of the actions that are now automated within the CRM. Zenatta has helped us utilize more capabilities within the CRM through implementation of custom functions and has expanded our understanding of how to use Zoho Flow to create our own automations that are not possible within the basic Workflow Rule capabilities of the CRM. Prior to Zenatta we were also working in a disparate IT stack that required our team to manually transfer information, seek out information, and gather data manually which severely impacted our ability to reliably scale the business. We were using Workfront for Project Management (now Zoho Projects), Exchange servers for email and calendar (now Google Workspace integrated with Zoho), and Basecamp for client communications (now running through the CRM through the Gmail integration). We have plans to incorporate more elements of the Zoho One platforms as well.
Cameron Howitt, Internal Product Manager
Implementation
Transitioning From Workfront to Zoho Projects
One Firefly first needed to replace Adobe Workfront with Zoho Projects. Zenatta supported this transition by:
- Migrating all project templates from Workfront into Zoho Projects.
- Automating project and task list creation when a Deal is marked as Closed Won.
- Using custom fields on products to determine which task lists should be generated when products are sold.
- Linking Zoho Projects with Zoho CRM data in Zoho Analytics.
- Training One Firefly’s team to manage Analytics and add third-party data sources.
This setup gave leadership visibility into service profitability by comparing revenue (based on line items) with hours logged in Projects.
Building a Referral Program
One Firefly also wanted to launch a referral program. Zenatta built an integrated process across Zoho apps:
- Potential referral partners apply through a Zoho Form.
- The form pushes records into the CRM, where they move through an approval pipeline.
- Zoho Sign generates agreements and sends them to partners.
- A custom module tracks document status and updates the partner record.
- Once signed, the partner automatically moves forward in the pipeline and can be tagged to leads or deals.
Results
The team at Zenatta continues to be an invaluable resource to me and our team to help us understand the possibilities and path to integrate more platforms and remove the many of the manual effort steps that have affected our processes for years. Zenatta not only provides great service through the consulting time we utilize with the team but also through the Club Zenatta, the CRM Zen Show, the resource library on the website and through the YouTube channel. Zenatta has quickly overtaken Zoho’s own support mechanism as our go-to for Zoho support and consultation.
Our migration from Workfront to Zoho One (Projects) alone is saving our business over 15K per year. Not to mention the added benefit of using Zoho Analytics to perform in-depth analysis on our data that was previously done through spreadsheets and manual computation.Every time we speak with a customer who is entertaining the idea of implementing a Zoho CRM I always recommend they connect with Zenatta to help through the process. The reason is simple; having experts in your corner is the right move. People who understand the full capabilities of a platform and have the know-how to implement is a great investment. It is far greater than spending a boat load of time trying to learn the solution yourself only to learn that you’ve done it wrong and the process needs to be redesigned as the business grows and constraints are met.
Cameron Howitt, Internal Product Manager