Explore Zoho Reports Series: Part I – Formula Column

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In this series of posts, you will get to know the little known, yet very powerful and useful features of Zoho Reports. In this first part, let’s explore the ‘Formula Column’ feature.

Formula Column
In addition to the base columns a table has, you can add a new column with a custom formula based on one or more of the table’s other columns. For example, say you have two columns for ‘Sales’ and ‘Cost’. You can define a custom formula ‘Sales’ – ‘Cost’ and add it as a formula column called ‘Profit’. That’s a simple example with the difference function. There are a lot more functions listed based on type – Date, Numeric, String, Aggregate, Statistical and General. Let’s see examples from each of these function sets.

Date: You can manipulate values of a given date column.

Example: Let’s say you have a column that has date values like 2011-01-01
12:30:48 (or say Jan 30, 2011). And you want to have a column that lists the corresponding day of the week. You can define the formula as weekday(“Date”).


Let’s see another scenario for a date specific formula column. Say you want the number of days between a lead coming in and the sale getting closed. Or say, the number of days it takes to close a support ticket. The formula to be used would be datediff(“Date1″, “Date2″).


Numeric: Numeric formulas ranging from absolute value to mod to log to exponential to trigonometric functions like sin-cos-tan are all handled here.

Example: Let’s say you have some test data values in three columns and you want to list the greatest value of each row. You can define the formula as greatest(“Column1″,”Column2″,”Column3″)


This type of formula functions deal with text values (known as ‘string’ in programmer lingo). Knowing the length of a given string, string concatenation (joining of two textual values), finding a sub-string, upper/lower case conversions etc are all dealt with here.

Example: Here’s a scenario. In one of the Date functions above, we saw weekday(date). What if you want only the first three characters of the weekday to be displayed? You can define the formula column like left(weekday(“Date”), 3)


Aggregate & Statistical : Functions like count, sum, average, variance, standard deviation, mean, median, mode etc

Example: Suppose you want to calculate the column’s average and find the difference for each row. You can have the formula as Column1 – Avg(“Column1″). Or say you want to calculate the percentage of a sale value to overall sales. The formula will be (“Sales”/Sum(“Sales”))*100


General: If and ifnull functions.

Example: There are instances where you won’t like to have a null value. In such a case you can have a formula defined something like ifnull(null, 0). All cells with null values will get replaced by zero. Consider another scenario. Say different product categories attract different taxes. We can calculate the tax with the formula if(“Product Category”=’Stationery’, “Sales”*0.05, “Sales*0.08). This calculates the sales tax for Stationery as 5% and for other product categories as 8%. We can even have nested if conditions. Like if(“Product Category”=’Stationery’, “Sales”*0.05, if(“Product Category”=’Furniture’,”Sales”*0.10,“Sales”*0.08))


Hope you now know how to put Formula Columns to best use in Zoho Reports! Do let us know how you use or intend to use formula columns and keep your feedback comments coming.

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Cricket World Cup Tracker

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Do you follow Cricket?
If you do, you must certainly be excited about the ICC Cricket World Cup 2011 that is going on right now.

So to help you follow all the action, we’ve quickly tossed up a Zoho Sheet that gives you a full view of the tournament. You can see the schedule, teams, group standings, and of course, statistics.


For a hot spot on a particular day’s match and the Group Standings, you can embed the following snippets in your website/blog:

Today’s Match Snippet:

<iframe src=’https://sheet.zoho.com/publishrange.do?id=8d056b549340aec604ca138274ab4312′ frameborder=’0′ style=’height:102px;width:288px’ scrolling=’auto’ marginwidth=’0′ marginheight=’0′>&nbsp;</iframe>


Group Standings Snippet:

<iframe src=’https://sheet.zoho.com/publishrange.do?id=3ec08d610d7338e242d44f96071cef1e’ frameborder=’0′ style=’height:511px;width:432px’ marginwidth=’0′ marginheight=’0′ scrolling=’auto’> </iframe>



Update: Google-Zoho Cr-48 Giveaways

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We recently announced this joint promotion event with Google to give away Cr-48 Notebooks to Zoho users. The results are now out. A number of Zoho users were selected from this promotion program. UPS will be delivering Cr-48 Chrome Notebooks to select Zoho users soon. Go on, ‘Work. Online’ with the Cr-48 and let us know how it goes :)

ps: Watch the Google team give a demo of the Chrome Notebook and its features:

New Zoho CRM video tutorials, by our Customers & Partners

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It always feels good to hear from our users about their Zoho CRM experiences. This time around it’s a collection of videos created by our Customers and Partners on how Zoho CRM helps to manage their businesses.

Here’s the list:

By T3 Direct

Videos by Ryan Brown

More videos by Ryan here.

By Cazoomi

And one more, by Market Moose

Thank you RyanT3 DirectCazoomi and Market Moose for these videos. We also invite all of you to share any Zoho CRM video tutorials that you may have created. Let us know, and we will feature them in our blogs.

As always, keep your comments and suggestions coming in. And you can connect with us on Facebook or Twitter.

Zoho@Zoho: Tracking revenue with a Zoho Creator application

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We’ve been showcasing an application every week, that talks about the unique use-cases

Zoho Creator

is capable of catering to. Today, we are on the verge of completion of a hopefully successful series,

Zoho@Zoho. If this series has kindled the creator in you to create apps for unique uses, then we have succeeded.Revenue Tracker is this week’s application, and our CEO, Sridhar, intends to use it. We have not deployed it yet, which is why I say, “intends to use it”.
It all started when we happened to overhear Sridhar grumbling about
unclear data while reviewing numbers one day. His main concern was the
fact that data was accurate, but not clear enough to make future
projections from. Reports too, were not so satisfactory. It was all maintained on a spreadsheet. Well, several of them, to be precise. Each seller would create a spreadsheet with the statistics for his / her region. At the end of the month, all these spreadsheets would be consolidated. This bringing-together of  multiple spreadsheets had to be done manually, and it was a very monotonous job. The total revenue brought in by each product in all regions would be calculated, and the final report would be emailed to Sridhar. This was how they had been doing it. No wonder he grumbled.

This use-case was meant to be handled by Zoho Creator. There was a complexity, however. The data we were to handle was too valuable to play around with. So, before deploying the application, we decided that it would be better to import all the existing data first. We can always modify the application to suit real-time scenarios, and customization is child’s play with Zoho Creator.
The approval module and the business intelligence are yet to be incorporated into this application. This would enable the administrator to grant access to every reseller and sales representative, thus allowing them to enter the details directly into this application. As integration between Zoho Creator and

Zoho Invoice

strengthens, we can employ other means too, like a schedule that would automatically fetch all invoices created for the day from Zoho Invoice, into this application.

Try the application

. Never mind the data, because it is not what it looks like ;)With that, we wind up this series of Zoho Creator applications categorized under Zoho@Zoho. Thank you for all the suggestions and comments throughout the series.

Apps showcased till now:
Rebranding Management,Hall of Shame,Tweet StreamAd Tracker,Reseller Portal,Download TrackerIT Asset Management,Support Call Tracker,New Employee RecordTravel ManagementCourier ManagementCab Booking

Zoho Recruit: Applicant Tracking System with E-Mail

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Lot of customers felt that managing Candidates, Clients and Client Contacts details in an Applicant Tracking System, and their emails in a separate email system is not productively efficient.
This week, we are happy to announce a deep integration between Zoho Recruit and Zoho Mail, which helps you to manage both – candidates, clients and client contact details, and their emails all-in-one interface.
Email inside Zoho Recruit
Zoho Recruit with Zoho Mail integration now allows you to maintain seamless communication with your Candidates, Clients and Client Contacts. You can track all your email communication from within Zoho Recruit, without switching to your e-mail client or Zoho Mail. You can have multiple email accounts set-up, to send emails from within Zoho Recruit.
Send/Receive Mails
With Zoho Recruit – Zoho Mail integration you don’t need to open your Zoho Mail, Gmail, Yahoo mail, etc., as  you can send and receive mails in Zoho Recruit - Applicant Tracking System itself. You can view the entire email thread inside the respective candidates, clients and client contacts records. This helps you to quickly view the entire conversation and take decisions faster.
Email Sharing
Zoho Recruit provides Email Sharing options to share your email accounts among the members in the organization. This helps you to confidentially share emails with whoever you want. 
Four levels of Email Sharing
Keep Emails Private
Zoho Recruit lets you to keep all your email communications private. This helps you avoid from other users viewing the emails recieved from candidates, clients and client contacts
Sharing Emails with only Admin
You can share your candidates, clients and client contacts emails to Admin users only. 
Record level Sharing
You can share the emails received from specific candidates, clients and client contacts to the users. This allows the users to view only the emails for selected records.
Complete Sharing
You can also share all emails from candidates, clients and client contacts to the users in the organization. This lets all the users to view the emails.
Connect to other e-mail clients
Zoho Recruit doesn’t restrict you from emailing your candidates, clients and clients contacts from other e-mail systems. You can send/receive emails not only with Zoho Mail client, but also from other email Clients like Gmail, Yahoo, etc. All you have to do is just enable the POP in your email service, so that Zoho Mail can fetch emails from those email clients.   
Hope this integration makes your recruiting job a lot more easier and efficient. Please try it and share your feedback with us.

Zoho CRM Sync for Constant Contact

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This is a guest post by Clint Wilson, Founder of Cazoomi.

Constant Contact & Zoho CRM are used by many businesses to keep their customers up-to-date with what is happening in their businesses as well as manage their entire business processes.

At Cazoomi, we are not only Constant Contact & Zoho partners, we’re also Constant Contact & Zoho users. Zoho CRM keeps our world-wide teams from letting prospects slip through the cracks, resulting in faster customer acquisition and keeping our business units in sync.

With our recent Sync App for Zoho CRM to Constant Contact, we give salespeople, customer service reps and marketing executives the edge they always wanted – the ability to always be in sync with the prospects they are calling upon, customers’ case contact information and the email lists they are interacting with daily.

Zoho CRM Sync enables Zoho users to manage their leads and contacts while email marketing campaigns managed in Constant Contact always have the right lead, prospect and customer information in sync.  What does this mean for the users of both applications? Simply the ability to seamlessly sync contacts, leads and prospects with no exporting from your CRM and re-importing into Constant Contact or worrying about incorrect customer data.

Zoho CRM Sync users can also expand their reach with Social Media marketing with:

  • Automation | Email, Facebook, and Twitter lists synced
  • Segmentation | SUBSCRIBER from FAN from FOLLOWER
  • Synchronization | See how easy keeping ALL your marketing channels in sync can be!

Overall Benefits of Zoho CRM Sync

  • Access accurate, mission critical Zoho CRM marketing information
  • Keep tabs on unlimited customer relationships with up-to-date & correct date
  • Eliminate manual data entry for Contact Marketing lists
  • Manage emails to your customers with correct Contact Marketing information
  • Stay in Zoho CRM Sync on iPhone, Android, PC, Linux or Mac

The below slide show gives you the steps in installing Zoho CRM Sync for Constant Contact.

Do try the app. Feedback comments welcome as always :)