There’s A Better Way To Share Sales Documents: Introducing the Zoho CRM Document Library

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One of the most common requests I get from the Zoho sales team goes like this: ”I am working with a hot prospect who is evaluating our product and X & Y competitors – can you email me all the UPDATED documents asap?”.

Does this sound familiar?

This is really common across any sales & marketing organization. So over time we’ve started using solutions like Zoho Docs, Google Docs, Dropbox or SharePoint, which work really well for general sharing, but they’re missing a critical thing: they don’t talk to your CRM system.

That makes it hard to make sure everyone is using the latest version of the document they need – and also important is the fact that you can’t control who has access to what according to their role and access permissions. Plus, rather than searching for existing documents in computers, mailbox and other places, wouldn’t it be great if our salespeople spent their valuable time on developing a strong sales pipeline?

That’s why today we’re excited to announce the Zoho CRM Document Library, which makes it easy to manage your library of sales collateral, materials, proposals and more, right within Zoho CRM.

Folders & sharing
You have a broad product portfolio and large sales organization spanning across different regions. It’d be a nightmare to try to replicate this structure, with the right permissions anywhere else other than your CRM. The Zoho CRM Document Library uses the same role-based security you’ve defined for your accounts & leads, CRM administrators can easily update the access control permissions.

You can also of course create multiple sub-folders, for collateral, training, legal, etc. to keep all your files organized.

Email documents to prospects
When you send an email to a prospect, you can easily search and attach the required files from the document library to email and save time. You can also link the documents to keep a record of what you’ve sent.

Reviews & Versioning
You can not only maintain collateral up-to-date, but also periodically receive feedback from colleagues and improve the quality of documents. Additionally, you can refer the previous versions and compare the changes.

More Storage Space!
Now that you have this, you’ll be using a lot more space in Zoho CRM. Well, we have good news for all our existing Professional and Enterprise Edition users. From today, you will get 250 MB per user (or 500 MB/user in Enterprise Edition) storage space instead of 250 MB storage space for the whole organization in Professional Edition. So, for example, if your company has subscribed to 20-user license, you will get total 5GB common storage space for all users. We’ve also increased the file storage for free users. I hope that this additional storage helps you centralize your sales collateral.

Gopal