Good CRM Requires a Standard Data Input Methodology

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Before the vacation rental management company Optimal Owner Care started using Zoho, they tried to grow their database by purchasing a bulk set of leads and dialing them through a piece of rudimentary client management software that wasn’t sustainable nor expandable, said Matthew Velez and his colleague from Optimal Owner Care.

Since switching to Zoho, business has changed dramatically. The company has grown from ten employees to sixty. To get a handle on what was happening with the sales team they had to normalize the data protocols and the 70,000 leads they’ve processed, explained Velez.

If everyone is doing their own thing when entering data into the CRM, that’s a real problem. You can’t generate reports. It’s very important that everyone follows the same protocols.

Optimal Owner Care’s most valuable reports are their sales reports. They can see how efficient sales people are being and use that information to optimize the workflow. They also utilize a dashboard so that each sales person can see the exact dollar amount they’re making based on every single action they take and that motivates them to do more, Velez said.

Without Zoho there’s no way they could have pulled this off with their growing staff.

For other organizations dealing with a mountain of growing data, they highly advise to stay organized. Create data entry protocols from the start and stick to them. If you keep constantly changing procedures you’ll create gaps and lose data. It’s the only way to create a sustainable and growable sales force.

Explore Zoho Reports Series: Part III – Form Interface using Zoho Creator

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In Zoho Reports, data is stored as database tables. Unlike in conventional databases, this tabular data can be readily edited in Zoho Reports, using its spreadsheet-like interface. When new data is to be entered, it would be possible to do so using this interface. But wouldn’t it be easier and more functional if we had a form interface? There can be situations where data entry has to happen without the user seeing the whole database.

Enter Zoho Creator, our friendly online app creator and form builder. All you have to do is follow three simple steps as below to get your form interface.

  1. Create the form using Zoho Creator’s drag-and-drop interface.

  2. When creating the form, uncheck the ‘Store data in Creator’ option

  3. Include a short Deluge script that instructs Zoho Creator to directly store data in Zoho Reports.

Once the above is done, you can start entering data in the Zoho Creator form, see it getting collected in Zoho Reports and create all the reports you need in Zoho Reports as usual. Detailed documentation of how to go about this is available here. In case of any questions/clarifications, leave your comments or email us at support@zohoreports.com.

Note: While the above is for Zoho Reports users, in the past, we have had a couple of integration points for Zoho Creator users (where the web app is built using Zoho Creator and all data gets stored in Zoho Creator itself).

  • Zoho Creator has an in-built ‘Reports’ tab (that’s powered by Zoho Reports) which provides all the necessary reporting for your data.
  • If you wanted to use the full features of Zoho Reports, you can periodically export your data from Zoho Creator to Zoho Reports, for further reporting and analysis.
More about the above two options here.

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