Shift+6 Blog

5 Reasons to Upgrade Your Business to E-signatures with Zoho Sign.

Rick — Tue, 31 Jan 2023 15:19:00 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/unsplash-image-C3rK5toz0qA.jpg'

(Originally published on Rocket Surgery)

An e-signature is a digital signature that can be used in various business transactions. E-signatures are already the standard in the tech industry, but they are increasingly the norm outside the digital world, and for the same reason that email took over from physical mail

If you’re not currently using e-signatures, you may be surprised to learn just how easy it is to upgrade

Here are the top five ways e-signatures can benefit your company.

1. E-signatures Save Money

E-signatures reduce costs by cutting down on the time and expense of printing and mailing or faxing. Outside of the direct costs of the paper, envelopes, postage, printer toner, notary public, etc., there’s also the staff time it takes to bring all of those together, track the document in transit—be it three floors up or across the country—and verify delivery and authenticity.

There are also numerous ancillary costs. Someone has to stock envelopes, for example, and printer ink. Printers and postage meters have to be purchased and maintained. And then there’s the space needed to store all that paper and the staff time necessary to index it for retrieval, or to find it and file it again at tax time.

And we haven’t even mentioned the cost of overnight delivery.

2. E-signatures Save Time & Reduce Paperwork

You had me at “reduce paperwork.”

One of the biggest challenges of handling paper documents is change management. Legal agreements in particular typically go through numerous rounds of edits. Most business people simply take it as a given that, during negotiations, every edit takes weeks to resolve, significantly slowing your time to market.

With e-signature, customers can sign and submit documents with a click or tap, wherever they are, on nearly any device. Since there are no physical documents to handle, you’re always certain that everyone is literally on the same page.

3. E-signatures Reduce Errors

One study found that a single error increased the cost of document management by a factor of four. Eliminating such errors not only eliminates the time necessary to resolve them, it reduces employee frustration and improves overall customer satisfaction.

With an e-signature platform, all the parties are working from the same central repository. Version control is a breeze. Changes can be viewed and approved in real time, eliminating the biggest source of error. And because the e-signature platform walks each signer through the document, there is much less chance for confusion or misinterpretation.

4. E-signatures are More Secure

A good e-signature platform will provide an auditable account of every step of the document execution process. Not only is there no question of whether a document was delivered, you know exactly when. You also when it was read.

Because information is encrypted, there’s little to no chance of your document being intercepted or viewed by unauthorized parties, which is definitely not true of paper. And with routing rules, you can also ensure that your document is read by the right parties in the right order.

Finally, because signatories have to prove their identity—such as by providing a password or other key—it’s actually much harder to forge an electronic signature than a “wet” one.

5. E-signatures Look Professional

It’s simply a fact that people judge based on appearances. That’s also true of your customers, suppliers, and partners. Moving off of paper and ink makes your business appear that much more savvy and professional.

If all of that is true, then why haven’t more companies switched? Many have. Those that remain are probably under the mistaken assumption that converting is hard. Call it inertia. On any given day, it seems more difficult to change, even to a process they know will be simpler in the long run.

Change doesn’t have to be hard.

It only takes two ingredients: the right solution and the right partner. Contact us today and let us show you just how easy it is to move your document management onto Zoho Sign.

A Brief Introduction to Zoho One.

Rick — Tue, 12 Jan 2021 22:57:00 GMT

Zoho One is a broad but integrated suite of applications that work collectively to run your entire business from the cloud. With more than 35 web applications (and an equal number of mobile apps), Zoho One can be accessed from a single sign-on. And with its centralized administration and provisioning, it really is an “operating system for business.”

Zoho One has been more than ten years in the making and now includes all of the applications a company needs to acquire and service its customers, run its operations, and collaborate effectively whether its workforce is inside or outside the office.

When you add Zoho Creator, the drag-and-drop app builder, and Deluge, Zoho’s simple and effective coding language, Zoho One can be completely customized to any need.

Connect your marketing, sales, and customer service teams. Let information flow automatically from customer-facing apps to order fulfillment, invoicing, and accounting.

Preserve your choice and flexibility with custom third-party integrations with your favorite apps or legacy systems. Zoho truly can be customized to your needs, even if that includes non-Zoho apps!

Zoho One is available under a single, simple contract with one service agreement that covers the entire suite. You buy it directly and customize it through a single administrative console for all account management and administration. Policies and permissions can be flexibly set—at the service level, the organizational level, any department levels, or even at the individual level.

What’s the catch?

By now you’re wondering how much it costs. A suite that comprehensive and flexible must be expensive, right?

Wrong. Zoho One starts at $37 a month per user. Stop worrying about sharing logins and passing data and credentials. There are no catches, no forced multi-year contracts, no fine print. You get everything you need to run your business for one low price.

Contact us today to learn more or start your trial today. Caret Growth Strategies can customize your architecture and show you how much you could be saving over what you pay today for a costly and non-integrated mix of applications.

Case Study: Initiative Tracking Dashboard

Mike Simpson — Thu, 14 Dec 2023 15:27:18 GMT

import { Image } from 'astro:assets' import image1 from '../../assets/blog/initiative+dashboard.png'

See how Caret Growth Strategies partnered with Kramden Institute to produce a powerful survey and reporting mechanism to monitor their class effectiveness.

Initiative Tracking Dashboard Case Study for Kramden Institute

Link To Case Study

Case Study: TAT Creator Portal

Mike Simpson — Sat, 31 Dec 2022 16:36:00 GMT

import { Image } from 'astro:assets' import image1 from '../../assets/blog/tat+dashboard+screenshot.png'

Check out how TrainerTainment wowed their clients with a sophisticated goal tracking portal using Zoho Creator.

TAT Creator Portal Case Study for TrainerTainment

Link To Case Study

Five Ways to Upgrade Your Financial Operations.

Mike Simpson — Fri, 16 Apr 2021 19:58:00 GMT

There have been a lot of changes in the world of financial technology (“fintech”) this last decade, much of it very positive. For example, it’s easier to collect money from customers now than it ever has been. But there’s still room for improvement.

When your business is running well, you might consider an upgrade to your existing processes to ensure a positive customer experience. If you are looking to improve your payment options, we have five quick tips.

1. Manage all your financial activities from one platform

It seems so simple, but the truth is many businesses often use multiple applications to manage their financial workflow: Quickbooks for accounting, DocuSign for contracts, and multiple payment processors for collecting money.

Efficient finance professionals unify their processes in a single platform, which isn’t simply for convenience. Managing accounting, disbursals, contracts, and vendors from one system can save on hundreds of hours of labor and reduce human error.

Consider that Zoho Books and Zoho Sign integrate natively with Zoho CRM.

2. Keep your partners coming back

After you’ve joined the experts in unifying your financial processes, you’ll want to make sure you are expertly servicing your customers and suppliers and not leaving them waiting to hear back. Share real-time updates, such as the success or failure of payment, so that they can feel confident in your organization without wasting precious staff time. Customer (or vendor) portals work to give your clients peace of mind 24 hours a day. Just because you’re closed for business doesn’t mean everyone else in your value chain is!

3. Offer a plethora of options

Over many years in business, we’ve realized there is no “one-size-fits-all” process or system and what matters most is trust. The reason customers keep coming back and suppliers keep giving worry-free service is that they trust you to solve their problem and meet them where they want to be. Make sure you don’t define your systems and process too narrowly. Of course, it’s much easier to do that when you aren’t juggling multiple applications per transaction or sales channel.

4. Be flexible

With the basics in place, the next step is to leverage them to drive your service to the next level. For example, offering 24/7 support or installment plans might seem like costly add-ons, but technology can often make them a reality for less investment than you might expect. When it comes to cash, you’ll find that everyone is very sensitive. Anything you can do to distinguish yourself from your competitors could give you the edge.

5. Make sure your system has your back

This last one may seem like a no-brainer, but it has to be said. Not everything will go according to plan. Make sure the system you choose offers the same stellar service you offer to your own customers—bonus if there is also a large and thriving user community. Just because there is no “one-size-fits-all” process doesn’t mean someone else hasn’t encountered your same problem before. Find solutions easily and on your own time by connecting with fellow users.

Ask us whether Zoho Books integrated with Zoho CRM is right for you.

How Zoho Can Simplify Contract Management.

Rick — Mon, 27 Sep 2021 20:32:00 GMT

In the modern world, contracts are a necessity. Not only do they protect the parties to a transaction, they clarify roles and expectations and—if they are good—help to prevent unnecessary conflict between partners.

Regardless of your industry, you probably have to deal with contracts at some point in your value chain. The good news is that improvements in technology have streamlined the contracting process such that, in many cases, there is little need for lawyers. And who doesn’t like that? (Other than lawyers.)

1. Creation

When it comes time to draft a new contract, software makes it easy with templates and clause libraries. While some details will vary by transaction, most legal necessities, like severability and nondisclosure or non-compete clauses, will stay the same from document to document.

Good software will include a creation wizard that can generate contracts in an instant based on responses to a handful of questions. Customize the text within the software, without switching to a word processor. You can even track changes and comments and share with as many parties as you need.

Nor is it even necessary to start with a phone call. Contract management software can be initiated by an external request and terms proposed or declined from within the editor. There should even be a library of standard clauses to choose from.

With dozens of templates, there’s usually a good starting place already available regardless of your industry. If not, any contract drafted by legal staff can easily be turned into a template for future use.

2. Approval & Signature

Once negotiations are complete and both parties agree on terms, it’s time for approval. Contract management software makes routing for approval as easy as a few clicks. If rejected, edits can be made swiftly based on internal notes left within the editor, saving you effort and reducing your time to sale.

Once it’s time to sign, signatories can receive emails with a secure link where they can sign the contract electronically, upload their signature, even use cameras or video for extra verification and protection. Signed contracts are delivered to all parties and copies are stored on a secure server.

3. Compliance

Contracts often include precisely defined obligations which must be met, typically within a certain period of time. There may also be certain regulatory hurdles that must be documented or overcome. Tracking those obligations is essential to maintaining a positive working relationship between partners.

Good contract management software should integrate with project management tools, letting you track and fulfill obligations by delegating them to specific owners. Create action items as one-time or recurring tasks and set up automated reminders and alerts so that your team never misses a contractual obligation.

4. Extensions & Renewals

A successful transaction will often be renewed or extended. Once a contract nears expiration or all obligations have been met, renegotiation may begin. Whether the scope of work is different, costs have changed, or new roles have to be defined, it’s easy to make the necessary updates and complete the renewal in minutes! With just a few clicks, business can continue without interruption.

Ask us how easy it is to manage contracts in the Zoho suite.

The Importance of the Integration User License.

Mike Simpson — Mon, 30 Nov 2020 17:25:00 GMT

Your organization has spent a lot of time and more than a little money implementing your new CRM. Make sure you keep it running smoothly by reserving a license for a dedicated integration user.

An integration user is a licensed CRM account not tied to a specific employee. It is used specifically to manage integrations between applications, such as the connection between your CRM and your accounting software or your email marketing platform. Routine data transfers take place under this account, including any custom API work you paid to develop during your CRM implementation.

Many companies will assign the integration function to a system admin account or to a power user, but this can be costly, both in terms and risk and expense.

Of course, the downside of maintaining a dedicated integration user license is easy to recognize: You have to pay for it. It’s easy to write off another license as a “nice to have,” when in fact it’s key to eliminating risk and saving your employees’ time and your company money.

Here are the true costs of not maintaining a dedicated integration user license:

1. Eliminate a Single Critical Point of Failure

The only constant is change, and that definitely applies to staff. Employees not only leave for other opportunities, or to spend more time with family, they also change roles or responsibilities, are promoted, or develop unexpected health problems that may keep them out of the office for an extended period—or permanently!

If you do not maintain a dedicated integration user license, anytime a key staff member changes for any reason—or simply updates their password—your business processes may be brought to a halt and an expensive emergency development effort may be required.

Data sources must be established for your key reports. If the user account that established those connections is ended for any reason, or if their password or data permissions otherwise change, those reports will break. What’s worse, that breakage may not be immediately obvious, leading you to share bad or outdated data with clients or senior management.

Similarly, some kinds of automated workflows will also be invalidated if the account that established them changes permissions or goes away. If that is years after your implementation, there may be no one left who remembers how to rebuild them, leaving you with the time and expense of a duplicate development effort that could’ve easily been avoided.

2. Reduce Your Risk of Catastrophic Loss

To get around the above issues, some companies will tie their integration efforts to an admin account. After all, there’s always an admin, right?

While that’s true, by necessity, admin accounts have access to your entire system, including all your sensitive customer data. By giving an integration full admin access, you're giving that tool the ability to log in as any user, including the business owner. You’re giving it the ability to create or delete users, to delete records, and to reset passwords, which can lock everyone out of the system.

We live in a world where threats from malicious actors are not a fantasy. If any of the third-party applications integrated with your system were ever compromised for any reason, or if those applications simply broke, then tying your integration to your admin account would open up your entire business to fault or attack.

No one wants to send an email to their clients saying “We’re sorry. We didn’t take the necessary precautions to protect your data.” For the modest expense of one additional license, you maintain an extra layer of security between your data and the online threat vectors that are an all-too-real part of doing business in the 21st century.

3. Save Time

Data is constantly changed and updated. That’s part of the value of a CRM—real-time access to the latest information.

In the absence of a dedicated integration user account, it can be very difficult to determine how or why a record was updated. Users often perform batch updates on records as a part of regular cleaning and maintenance. Those updates often trigger integrations with other applications, such as project management software, reporting, or marketing tools.

If an error occurs, or if a record ever requires additional scrutiny (on behalf of an unhappy customer, for example, or as part of an audit), it is almost impossible to identify root cause without a dedicated integration user account. Was the update user- or system-generated? Was it triggered by the integration or by an internal process? If the record was handled improperly, why? It may take hours of additional analysis to uncover, if an answer can ever be found.

It’s Easy

Perhaps the best reason to dedicate one license to an integration user account is that it’s easy to set up and maintain. You simply create a group email address, such as {“<zoho@mycompany.com>”}, and add internal and external users as necessary. If staff changes, simply remove them from the group and update the password. Simple!

As you can see, the modest cost of maintaining a license for a dedicated integration user account is dwarfed by the cost of not doing it, which is why we strongly recommend integration user licenses to all of our clients.

The Power of the Project Management Triangle.

Rick — Mon, 05 Jul 2021 19:39:00 GMT

(Originally posted on Rocket Surgery)

Also called the “iron triangle” or “triple constraint,” the project management triangle is a core principle of general project management that particularly applies to software engineering. While its origins are not clear, it has been in use at least since the 1950s, when it was used to describe the constraints in manufacturing projects.

The project management triangle asserts that the quality of any product is constrained by the budget, deadlines, and scope (features) and that the project manager can only trade between these constraints. Changes in one constraint necessitate compensatory changes in at least one other such that, at most, only two of the three can be maximized at any one time.

In other words, if the project is completed quickly and under budget, then it will be shipped with too many defects. If the defect rate is low and the product is shipped on time, then it will be generally more expensive than the market rate.

In practice, of course, project managers seek to balance all three constraints to deliver a final product that meets basic requirements, including for functionality and cost, within a specified delivery window, and discussions should be had with the client at all phases of the project to ensure that proper expectations are set and met.

Limitations of the Triangle

One of the implications of the triangle is that any of the three constraints can be changed “on the fly” in order to affect one or both of the other two. If a project is at risk of being late—due to late changes in scope, for example, or unanticipated technical hurdles—the project manager may be tempted to ask for more money to compensate.

Sometimes, this can work, and it may be worth it to try, but software development projects are not perfectly malleable, and it is often the case that no amount of money can make the process finish faster.

This unfortunate reality was first described in a 1975 book called “The Mythical Man-Month” by Frederick Brooks. During his time as a software engineer at IBM, Brooks repeatedly observed that throwing more programmers at a project did not make it go faster. In fact, if anything, it tended to have the opposite effect!

This is because complex engineering projects cannot be perfectly partitioned into discrete tasks that can be worked in silos without communication between the developers. Therefore, throwing more programmers at a project tends to make it lag rather than accelerate because “ the time required for the new programmers to learn about the project and the increased communication overhead will consume an ever-increasing quantity of time.”

This is not to suggest that there are no opportunities for parsing work differently (or cutting scope) in order to accelerate a project. Often, options are available. But it’s important to note that the iron triangle speaks to the general case and that specifics will vary based on the project in question.

Facing Risk

One of the ways clients and project managers mitigate against delays is by increasing the allotted schedule at the beginning to leave room for unforeseen issues. Another way is by assuming higher levels of risk.

Risk is a wager. It’s a gamble on the future. In the case of the stock market, this is clear. An investor buys a stock on the expectation that it will increase in value, but nothing guarantees it will. In fact, the higher the potential rewards, the riskier the stock tends to be, and vice versa.

That same logic applies to project management. If a client chooses not to approve extra time in the schedule, they are betting that nothing unanticipated will happen. (While that is technically possible, we have never seen it.)

This is why the Project Management Institute, in their trademarked Project Management Body of Knowledge, will sometimes adapt the triple constraint into a mitigation star, which recognizes that additional tradeoffs can sometimes be made.

Communication is the answer

When it comes to risk, schedule, and quality, communication between the client and the project manager is key. Make sure you have a clear understanding of the scope of your project—what is included and what is left out—and talk to your project manager about risks and mitigations.

The Simple Do’s and Don’ts of Email Marketing.

Rick — Wed, 06 Jul 2022 14:53:01 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/spam+by+year.jpg' import image2 from '@assets/blog/zoho-campaigns-new-interface.jpg'

(Originally posted on Rocket Surgery )

You probably don’t realize it, but the world is inundated with spam, most of which you never see.

A colleague of ours who runs the mail server for a private university in California estimated several years ago that over 90% of the email that reached his servers was spam. That meant all the messages sent and received by the students, faculty, staff, and affiliates of the university accounted for less than 10% of the total mail exchanged.

The situation globally is a little more positive. As a percentage, the volume of spam has been steadily decreasing since the late 2000s, probably due to the coordinated efforts to control it.

Spam as a Percent of All Email

Email delivery today is entirely reputation-based. Senders are scored by email servers based on configuration and practice. Commit too many infractions, and you’ll find yourself blacklisted, meaning all your well-crafted marketing emails will end up in spam folders—if they’re delivered at all.

Adhering to best practices is relatively easy. While larger marketers with mailing lists in the millions will often hire specialists to squeeze a few more tenths of a percent out of their email deliverability rate, most small to medium-sized businesses should be able to meet their objectives—and avoid the spam folder—by following a few simple guidelines.

Don’t

Don’t use the CC or BCC lines
Don’t send attachments
Don’t use shortened or bad URLs
Don’t include images over 1 MB
Don’t send to bad addresses
Don’t send without consent
Don’t send too many emails

Do

Do authenticate your domain
Do include more text than images
Do include alt text for images
Do scrub bounces immediately
Do engage with segments & topics
Do include an unsubscribe link
Do test all your emails first

It may seem like a lot at first, but it really is very simple, especially if you have someone who can walk you through it—or better yet, who can configure an email marketing application like Zoho Campaigns that does most of the work for you.

Zoho Campaigns will:

Automatically scrub bad email BEFORE sending
Remove bounces
Configure a proper header and footer, including unsubscribe link
Warn you if your images are too large
Schedule campaigns
Limit the number of emails any one contact receives
Automate follow-ups and responses
Increase engagement with topics and segments
Automate complex customer journeys
Integrate with your CRM
And more!

Three Ways to Save on Development.

Mike Simpson — Tue, 11 Aug 2020 23:06:00 GMT

Building a quality, commercial-grade CRM doesn’t have to be expensive. Whether you’re looking to improve your company workflow, increase your client-side automation, or just get organized, there are a few keys to keeping costs in check without compromising quality.

1) Don’t Reinvent the Wheel

It seems so obvious, right? Don’t duplicate work by recreating what is already available. But you may be surprised at what’s now available. Business automation tools are expanding rapidly, and machines can now complete some tasks that only a human could just a few years ago.

Of course, it’s also easy to overdo automation, which typically requires some degree of up-front customization. To save time, only tasks that are repeated often should be automated, and nothing mission-critical should pass without human oversight or considerable testing. In all other cases, it’s probably better to have a person do it, or to use a judicious mix of human and machine labor.

If you’re not sure what tasks can be automated, don’t worry. We can help match solutions to your needs.

2) Create Single Points of Contact

Time is money, and in software development, the biggest drag is typically in the decision-making process. Don’t worry. We get it. You and your team are busy, and relevant stakeholders aren’t always available.

We’re here to help. The best way to facilitate your project is to assign a single project champion who can coordinate decisions and help collect materials and information from subject-matter experts.

It also helps to create a single repository. There’s less of a burden on your organization if everyone can bulk-upload documents to a single project directory, which also provides additional transparency over something like email, which may get deleted or lost as spam. And don’t worry about overdoing it. It’s our job to go through everything and find the nuggets that will make the project a win.

3) Write It Down

Whether it’s the processes, the project schedule, or the decisions made meetings, everything should be captured and circulated.

It seems like more work, right? We’re all busy. Why can’t we just make the decision and move on?

The answer is simple. Every decision that’s not captured will have to be decided again in the future (typically at yet another meeting). Memories fade, and the point of capturing action items and key decisions is not to create extra work but to eliminate rework. It’s important, for example, to record not just that a decision was made, but briefly why. If conditions change, the decision may need to be revisited. But if they haven’t, there’s no need to keep discussing it.

It’s okay if your team is in the habit of shooting first and asking questions later. We can help train them in best practices without adding additional burden.

Ready to get started? Caret Growth Strategies can help.

What to Look For in a CRM.

Mike Simpson — Fri, 14 Feb 2020 16:12:00 GMT

Short for Customer Relationship Management, a CRM system is the key to managing and synchronizing your business communication and information. While CRM has been around for decades, it has gone through massive development in recent years. CRM systems are no longer considered trendy but rather a standard requirement for doing business in the 21st century.

Although there are a bewildering number of CRM systems available, the major players tend not to change very often. We recommend choosing a system with a solid history of sales and development, preferably one with a thriving user community. You don’t want to entrust your business to a tool without a proven track record, and you want to make sure you can get the help and support you need once you make the switch.

But even accounting for these basic considerations, the CRM market is robust enough that several products qualify. How do you know which is right for your business?

Here are the most important factors to consider:

1. Is it easy to learn?

Some CRM systems are more difficult than others. More expensive systems may have technical features that are unnecessary for some organizations, such as the ability to perform billions of transactions a second. Small and medium businesses in particular may not want to invest in a highly complex system that no one has time to learn, regardless of the depth of features. In fact, internal resistance to learning a new system is the number one reason CRM implementations fail. It’s simply not possible to reap the benefits of your new CRM if no one uses it.

2. Does it play well with others?

For any CRM system to work, it needs data. A lot of that data lives inside products you already own, or that your customers or suppliers already own. To get the most from your CRM, you need robust integration. Ideally, your CRM would also be modular, allowing you to customize which apps and features are most relevant to your business and to only pay for the ones you need. Of course, bringing your entire operation under one software suite is the most elegant and easy-to-maintain solution to the integration problem!

3. Does it connect all your customer-facing departments?

In any business where customer retention is key, collaboration between sales, marketing, and customer service is absolutely vital to success. All your customer-facing employees need access to the same up-to-date customer data at every interaction, which means you need a CRM that connects everyone through one platform.

4. How much does it cost?

As with software generally these days, most CRM applications are cloud-based, meaning users connect to them via the internet and pay a monthly fee for access. Some simpler CRM products offer an on-site option, where you buy once for a certain number of users and then download to your local devices. That may seem simpler, both technically and financially, but it makes it hard for your CRM to scale with your company as you add more people. It also limits your access to product updates and bug fixes, and it requires you to maintain your own separate data backups. Cloud-based applications may actually be more convenient option. Still, make sure you understand the payment model. A good consultant can help you navigate the various bundles and should offer you a payment calculator to make sure your choice fits your budget.

5. Does it have robust reporting?

There is no insight without analytics, which are the key to honing your sales strategy and capturing the efficiencies of technology. But analytics need to be both fresh and flexible to have genuine value. Your team needs to understand them intuitively, and the KPIs and reports you define need to change with business conditions. A CRM with powerful yet intuitive reporting features will help you find vital trends and insights in your data.

6. Is it secure?

Customer data is valuable, but if it gets into the wrong hands, it can quickly become a liability. Any CRM you consider should come with industry-standard security in place so you can keep both your data and keep your customers’ trust safe from harm.

7. Can it grow with you?

If you have any expectations that your business will grow, then you should already be thinking scalability: How easy will it be to add more customers or employees to your CRM? How expensive will it be? As you add more specialized software applications to your processes over time, how easy will it be to connect them to your CRM? You won’t want to start again from scratch because you outgrew your CRM, so be sure to consider the future when making your choice.

How to measure the success of your CRM system

Your CRM will help you measure the success of your sales efforts, but you’ll also want to measure the success of your CRM itself, which should offer a good return on investment.

When setting your overall customer relationship strategy, consider measures of success for your CRM, which might include:

The level of adoption in relevant departments. Do you have employees that never bothered using it?
The available CRM features you’re actively using and any you’re under-using.
Whether sales increased since you implemented it.
Any change in customer resolution times or customer satisfaction scores.
Whether it has improved customer retention rates.

The metrics you use to gauge success will depend on the goals you set. But if you’re making an investment in a CRM product—especially if it’s a costly one—you want to make sure it’s returning the investment in the way you intended.

Why You Should Move Your Small Business Off Spreadsheet Accounting Today.

Rick — Wed, 23 Mar 2022 19:57:00 GMT

import { Image } from 'astro:assets' import image1 from '../../assets/blog/unsplash-image-M98NRBuzbpc.jpg' import image2 from '../../assets/blog/zoho_books_dashboard.webp' import image3 from '../../assets/blog/Books+integrations.jpg'

(Originally posted on Rocket Surgery)

Almost every successful business starts its accounting in a spreadsheet program like Excel. Almost no successful business keeps it there.

As time passes, businesses of any size accumulate data and complexity. Very quickly, your handy spreadsheet program, which very easily got you started, becomes a genuine hindrance to growth and change.

Here are the three main reasons to make the switch.

1) Spreadsheets are Confusing

One of our clients left a note in a cell of their accounting spreadsheet that said Deduct from total. At the time, the meaning of that phrase was probably perfectly clear, but by the time our client got back to his accounting, after another hectic month (or two) of running his own business, he had no idea what he meant. Deduct from what total? Before tax or after? And for what period?

Many small business owners are perpetually behind on their accounting because they are the only ones who know how to use the spreadsheet they built, and in any one month, it would take more time to train someone else than simply to work on the books over the weekend or at the kid’s soccer game, leaving it as yet one more thing they have to do themselves.

This and similar scenarios are common on spreadsheet accounting and alone represent a good reason to move to your small business off spreadsheets and onto an affordable web-based platform like Zoho Books. But it gets worse!

2) Spreadsheets are Cumbersome

What if you wanted to see a report of year-over-year revenue by quarter? Where in your spreadsheet would you get those numbers? And how sure are you that they’re correct?

Unless expertly formatted, spreadsheets don’t always make it clear where a number is supposed to be entered or what certain outputs represent. There is no repository of vendors, customers, or contacts, meaning even simple tasks like invoicing or contract creation require constant switching between applications in a never-ending hunt for names, addresses, previous invoices, and the like.

Spreadsheets don’t automatically share data with other applications, such as inventory, shipping, estimate, or tax filing software, which means everything has to be entered manually across multiple platforms—and of course manually reconciled as well.

How much time does that waste? And three months from now, how confident will you be that all of those manual reconciliations were handled correctly?

3) Spreadsheets are Error-Prone

In a folder on a well-used laptop are dozens of Word and Excel files. Three of them are named:

2022-budget(updated).xlsx

2022-budget.xlsx

2022-budget(old).xlsx

The latter would seem to be unimportant, but then why wasn’t it deleted? Was there something in it that might be worth saving, such as a discarded but potentially useful what-if scenario? And why is it that “ budget(updated)” was updated two months ago but the file simply called “ budget” was updated just last week? Which is correct? And were any of them ever finished?

Calling it “data integrity” makes it sound fancy, but that phrase just means you have a clear answer to those questions. With a single system of record, there’s no confusion about which numbers are correct (or what needs to be changed if they’re not).

After data integrity comes data loss: What would happen if you accidentally typed over some critical cells in your spreadsheet but didn’t realize it until later? What if you accidentally deleted your accounting spreadsheet? Could you get it back? And if your computer was stolen or your hard drive failed, how would you run your business?

An Affordable Solution

Small business accounting software like Zoho Books solves all of these problems and more.

It’s easy to use

Zoho Books was built for small business. Creating invoices, estimates, sales orders, price lists, and more is as easy as a few clicks of your mouse. Zoho Books remembers all your customers, vendors, and items, so there is no need to hunt through old emails for the latest information.

It’s worry-free

With a single system of record, you always know what the correct numbers are. Zoho Books even has a number of native features that prevent you from making mistakes. And since it runs in the cloud, all your data is backed up and accessible from anywhere. You can even run and store backups locally if you prefer.

It plays well with others

With a few clicks, Zoho Books connects several popular financial apps, including payment processors like Stripe and tax apps like Avalara.

<Image src={image3} densities={[0.25, 0.6, 1]} alt="Diagram with Zoho Books in the center showing 8 other logos of companies that integrate with Books including Stripe, Avalara, and Tax1099." format="avif" class="" /> You can import existing data or start fresh with a clean set of books. Zoho Books can connect to your bank feed and makes monthly reconciliation a snap. It can track and manage inventory through a native integration with Zoho Inventory, and it integrates perfectly with Zoho’s world class CRM.

Finally… reports and more

Balance sheets, income statements, profit & loss, and more are available any time and run with the click of a button. Zoho Books can track time and bill automatically against projects. It can set alerts and reminders, provide your customers a branded payment portal, and allow your accountant access at no extra charge. You can set rules and automations, create an approval process, handle contracts, and so much more.

If you’re ready to make the switch, reach out today to schedule a demo!

Schedule a FREE Demonstration of Zoho Books

Why You Should Upgrade From Google to Zoho Forms Today.

Rick — Tue, 13 Sep 2022 21:57:00 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/unsplash-image-744oGeqpxPQ.jpg'

Zoho Forms is a web application, accessed through a browser, that helps small and medium size businesses with their data entry needs

In this article, we’ll give you a quick introduction to Zoho Forms, how it works, and how you can use it to help manage your small business

(Originally published on Rocket Surgery )

The Basics

Zoho Forms is an online form builder primarily used for collecting data. This can be data from customers, vendors, members, partners, job applicants—anyone. Forms is designed to be user-friendly and is a great tool for communicating with clients and improving their overall experience by letting them schedule services or provide feedback on their service, day or night.

Zoho Forms is Flexible

But Zoho Forms can be used for a lot more than data collection! It’s also a great process management tool.

For example, Forms allows you to embed a contact form on your Wordpress, Squarespace, Shopify, or other website. And since Forms syncs natively with Zoho’s world-class CRM, every lead will instantly be captured and queued for follow-up action without you having to lift a finger.

If you’re taking applications or other types of input that require review or approval, Forms also has a native approval system. You can route data for review, collect comments from internal stakeholders, and follow-up automatically with customers or applicants via text or email, without having to open another application.

Zoho Forms also has built-in tasks functionality. You can assign and schedule jobs right from your form builder!

Zoho Forms is Modular

Zoho Forms provides small businesses with a lot of the features that are essential for any organization to function smoothly. Forms has dozens of field types in its drag-and-drop editor. Collect contact information or star ratings, generate unique IDs, use a sliding scale to solicit feedback, attach images and file uploads, and more.

You can distribute your forms via email and mobile device, and Zoho Forms also has powerful integrations with other platforms—not just the rest of the Zoho suite but also major web services like Google, Zapier, and even Bigcommerce.

Why stick with Google?

Google Forms may seem easier, but that’s because it’s not much more than electronic paper, which makes it familiar. Once data is collected in a Google Sheet, you still have to process everything manually.

Zoho Forms, on the other hand, is just as easy to use, and it makes the rest of your process a snap through its powerful functions and integrations. Forms also looks more professional, not only in its formatting and layout but especially if you configure a custom domain. Send your customers to apply.yourwebsite.com or whatever URL fits your brand.

Zoho Forms has native email notifications, and with a few clicks, you can configure an SMS gateway and interact with your customers through text messages. With Zoho Forms, you can both take and follow-up with appointments or reservations, send links, and engage your customers on a whole new level.

Forms also has robust reporting. Forget spending hours manipulating those clunky spreadsheets. With Zoho Forms, you can summarize your data with a few clicks. And it’s HIPAA-compliant, so you know your client or patient information is secure.

Switching is easier than you think. We can show you how.

Why Zoho?

Rick — Fri, 08 May 2020 21:36:00 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/Zoho+suite.jpg'

If you’ve never heard of Zoho, you’re in luck. We’re about to introduce you to one of the most powerful tools for small and medium-sized businesses.

But before we talk about the value of their products, we want to introduce the company, because Zoho’s corporate philosophy gives both partners and customers a lot to like—and to root for.

Ethical Capitalism

Founded more than two decades ago in 1996, Zoho has pursued slow, steady, sustainable growth over short-term profit-taking. They’re a private company, which means they don’t have to answer to the stock market. They also haven’t taken any venture capital, which means they don’t have greedy investors to repay.

Unlike many of their competitors, Zoho has also refused to join the ecosystem of surveillance capitalism. Their software is funded by subscriptions, not advertisers, which means Zoho’s only means of staying in business is to provide their customers with a product worth the price.

Zoho keeps their costs low. Whereas a company like Salesforce spends the majority of its income on sales and marketing—and on the $1.1 billion Salesforce Tower, the fanciest and most expensive building in downtown San Francisco—Zoho spends most of its revenue on its products and people.

Given the disparity, it’s no surprise that you’ve probably heard of Salesforce but may not have heard of Zoho.

Don’t get us wrong. Salesforce makes a great product. (We support it!) But there’s no getting around the fact that it’s expensive. If Salesforce were a car, it would be a Ferrari or Maybach. We hear they’re great cars, but we’ve never driven either, and we certainly wouldn’t bankrupt ourselves to get one.

The fact is, most businesses don’t need Salesforce. It’s great if you can afford it, but almost everything that makes it a great tool can be had for a fraction of the cost with Zoho CRM and the integrated suite of Zoho applications.

A Veritable Smorgasbord of Apps

One of Zoho’s strengths is also one of its weaknesses: the sheer number of applications! There were over 40 at last count, and while a few of the newer ones aren’t quite ready for prime time, the core suite is a rock-solid platform on which to build your sales organization—or indeed you whole company.

Zoho has top-quality apps to replace almost anything you are using. Not only does Zoho CRM replace Salesforce or Microsoft Dynamics, it integrates with Zoho Books, which replaces Quickbooks, and Zoho Desk, which replaces Zendesk. Zoho Workdrive replaces Google Drive. Zoho Cliq replaces Slack. Zoho Campaigns replaces Mailchimp. Zoho Writer, Sheet, and Show replace Google Docs. Zoho Sign replaces DocuSign. Zoho Vault replaces LastPass. And on and on.

There are app bundles for nearly every business function: Sales & Marketing, Finance & Accounting, IT, and HR. And if licensed as part of Zoho ONE, which Zoho bills as “the operating system for business,” you can get all of that for a fraction of what you are paying today.

As with anything, precise circumstances will vary, and it’s important to talk to your IT professional before deciding if Zoho is right for your business. But the Zoho suite should definitely be included as part of any comprehensive review, especially if you are currently paying for Salesforce, or if you want to upgrade from Hubspot.

And don’t worry. You’re sure to have questions. Caret Growth Strategies has the answers.

Why an IT Roadmap is a Good Idea for Any Size Business

Mike Simpson — Sun, 16 Apr 2023 16:33:48 GMT

Zoho recently published product roadmaps for its low-code app builder, Creator, and its password manager, Vault, along with pages for users to give feedback on planned changes to Meeting and Assist

If you are a user of any of those applications, we encourage you to visit the links for details

A roadmap is very exciting for several reasons

For one, it lets users and partners plan. If we know a new feature is on the way, there’s no reason to waste money developing our own local solution.

A published roadmap also demonstrates that Zoho is making investments in its products and is serious about closing the gap with competitors. Not only does that help them thrive, it encourages retention. You’re less likely to pursue a costly migration to a new service if you know necessary changes are coming

(Conversely, you know you’ll need to migrate sooner rather than later if they are not.)

This is what good roadmaps do—they help you to plan, and so to lower existing costs and avoid new ones. For that reason, the lack of a roadmap is always more expensive in the long run.

What is a roadmap?

An IT roadmap is a document that outlines the future of a company's technology infrastructure, often listing what fixes and enhancements will be released and when.

That sounds to many small businesses like a "nice to have" for a future day. After all, for any such document to be useful, surely it would be expensive, requiring extensive research and internal conversation that would pull key stakeholders away from core tasks.

But that only considers the costs of a roadmap and assumes any benefits are marginal. In our experience, the lack of a roadmap is both more costly and more problematic.

Here are the true costs and benefits of maintaining an IT roadmap.

One of the reasons many small businesses are so sensitive to pulling key stakeholders away from core tasks is that their normal business operations are always just on the verge of running behind—or perhaps they're already there!

In a world of easy automation, this is a sure sign that your company is not leveraging technology effectively

Many small businesses never tackle inefficiency. Those that do will often jump headfirst into technology and just start swimming! Presumably, the idea is that, if technology is what they need, immersing themselves in it is the solution.

But putting your head under water is not any more effective than putting it in the sand.

First misunderstanding: “An IT roadmap is complicated.”

Leveraging technology effectively does require a plan, but it doesn't have to be a complicated one. In fact, starting with a rich, nuanced plan is like expecting to win your first game in a sport you've never played.

Start simple, and at every stage, scale your plan to your needs.

Second misunderstanding: “An IT roadmap is expensive.”

Quite the opposite! Scaled appropriately, it will be less expensive than the alternative.

After all, if you’re not leveraging technology (or not very much), then you’re definitely paying for extra labor, overhead, benefits, error, rework, and lost business.

If you’ve begun adding technology to your business without a plan, you will almost certainly spend too much in the form of false starts and abandoned projects.

If that’s business as usual for you, then you’ll be numb to waste, and a roadmap will seem like the larger cost.

But such episodes are costly and avoidable, and any one of them likely used more resources than a roadmap.

Third misunderstanding: “An IT roadmap is a ‘nice to have’.”

Most small businesses are carrying a non-trivial amount of technical debt.

Technical debt is a metaphor for the cost of maintaining and updating a system that is not well-designed, well-documented, or well-organized. It represents the extra work that has to be done in the future because a business made short-term decisions that were not ideal for the long-term health of the company.

Technical debt typically arises because of tight deadlines, lack of resources, and poor planning. It also has a tendency to accumulate over time as each short-term decision adds to the total, meaning the cost of the next short-term fix is always more than the last.

In practical terms, technical debt works just like monetary debt. Borrowing now to cover an immediate shortfall only means you’ll have to pay more later, and each time you borrow, you have to borrow more.

We often encounter small businesses that have a deep aversion to monetary debt but are carrying a technical debt equal to the GDP of a small city!

Think of a roadmap as a kind of payment plan that brings your organization out of debt.

Where do I start?

If you’re starting to understand how an IT roadmap can keep your company focused on immediate priorities and avoid costly errors or changes of direction, you might be wondering where to begin.

1) Identify your goals

There’s no point in pursuing technology for technology’s sake. It should always be in pursuit of a tangible, well-defined benefit.

When Zoho was building their product roadmaps, for example, they analyzed the competitive landscape, studied their customer requests, and asked where their products needed to be in 3-5 years to remain successful.

If your organization doesn’t have formal written goals, then that’s where you need to start. Goals don’t have to be lofty, but they should be clear, concise, and communicable.

2) Decide on a budget

How much money can your company spend in pursuit of your goals?

Another way to ask it is: How much are you willing to spend to “buy” your goal?

Start with your best guess. You’ll have to refine it continuously as you move through the process.

3) Break your goals into milestones

What tools must be in place by the end of this year for you to hit next year’s goal? What must happen in six months for you to have that tool in place by the end of the year? What must happen in three months to hit the six-month milestone? What must happen next week?

Write it all down. We recommend a tool called Zoho Projects, which was built to manage exactly that kind of effort.

4) Compare your milestones to your budget

Do you have enough resources to meet all of your deliverables? Don’t be surprised if the answer is no. In fact, this is how you avoid error and rework: by recognizing in advance that you were never likely to hit that goal anyway and that any resources you put against it would’ve been wasted!

Now, focus on what you can do. Remember, it's essential to create an IT roadmap that is realistic. Choose goals that are achievable, and only include as much detail as makes sense for your organization.

5) Stay flexible

Keep your roadmap flexible. Business conditions are always changing. Make sure your roadmap is a living document and treat it as such. Review and update it at regular intervals.

And most importantly, don’t worry if you’re not sure what to do

Executive Summary:

In an increasingly technical world, an IT roadmap is crucial for any business. Creating one is not hard.
First, understand your company goals and identify where technology can help (and where it can't).
Second, identify a budget, which may be something as simple as the amount of money you have to get to the next decision point.
Third, create a list of important milestones with dates. What must happen and when for you to reach that point?
Fourth, track progress against tasks and budget. Log issues that arise and implement mitigations.

Zoho Books vs. NetSuite ERP.

Rick — Thu, 02 Dec 2021 17:02:00 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/unsplash-image-nOOf3TPdDSg.jpg' import image2 from '@assets/blog/zoho_books_dashboard.webp' import image3 from '@assets/blog/Books+vs+NetSuite.jpg'

There is no one-size-fits-all accounting system. However, that doesn’t mean choosing the right system for your business has to be difficult.

We broke down the pros and cons of Oracle’s NetSuite ERP versus Zoho’s Finance suite. It all comes down to just three categories: features, ease-of-use, and cost.

1) Features

Both systems are rich in features, including everything you need to manage core accounting functions: sales orders and invoicing, purchase orders and bills, automated bank reconciliation, integration with payment processors, tax management, and all the rest.

But here NetSuite has the edge. It was designed to be a full ERP, or Enterprise Resource Planning tool, and as such includes more detailed functions such as flexible asset depreciation and more robust supply chain management.

While NetSuite is designed to be an all-in-one solution, Zoho has made their projects modular. Zoho Books is just for accounting, but it integrates natively with the rest of the Zoho Finance suite, which includes Inventory, Subscriptions, and online checkout. Through the Zoho One product, businesses can also leverage seamless integration with Zoho CRM, Zoho Analytics (their flexible business intelligence and reporting tool), Zoho Payroll, and many other apps, including personnel management and recruitment, project management, email, messaging, form builders, and more.

2) Ease-of-Use

Customers of both platforms report they are easier to use than many competitors, but here Zoho has the edge. NetSuite’s diverse array of functions becomes something of a liability when married to a less-then-ideal user interface that many of our clients report is difficult to navigate. Many of the options are not intuitive, which can be frustrating, especially when on a deadline.

Zoho Books, on the other hand, has a clean, simple interface with a much more intuitive design.

3) Cost

Of course, a full-scale ERP comes with enterprise pricing, which is why NetSuite won’t list their prices online. You have to call for a quote, which varies based on several factors. However, just for illustration, the last client we migrated off NetSuite lowered their software subscription costs by $45,000 a year, from $50,000 on NetSuite to one-tenth that on Zoho.

Furthermore, Zoho’s pricing is straightforward. There are three pricing tiers, starting at free for businesses with less than $50,000 in revenue. Zoho also offers a free 14-day trial so you can evaluate whether it truly is right for your business.

Conclusion

Large businesses with complex supply chains, dozens of warehouse locations, or who trade overseas might benefit from NetSuite’s more complex set of features. Everyone else is likely to find Zoho Books to be both easier to use and significantly more affordable, especially in combination with any of the dozens of other Zoho apps.

For a more graphical approach, see this side-by-side comparison by the good folks at FinancesOnline.

…more on their website.

AI: Buy or Bust?

Mike Simpson — Thu, 01 Feb 2024 09:26:02 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/ai-buy-or-bust-1.jpg' import image2 from '@assets/blog/ai-buy-or-bust-2.jpg'

Artificial intelligence has been a focal point of technological discussion for years, promising to revolutionize industries, transform our work, and reshape our daily lives. Yet beneath the expansive claims and media buzz lies a more nuanced reality. This article will help you understand AI's true value proposition, exploring both its legitimate strengths and notable limitations.

The AI Hype: Where It Falls Short

The prevailing narrative suggests that artificial intelligence will revolutionize everything from customer service to creative writing, generating new jobs while transforming industries. However, today's AI implementations often fall significantly short of these lofty promises.

Take automation, for instance. While AI can handle basic tasks like scheduling meetings or responding to simple customer inquiries, it frequently stumbles when situations require nuance or emotional intelligence. Chatbots might excel at answering frequently asked questions, but they struggle with complex problems or emotionally charged conversations that demand human empathy and understanding.

The creative realm presents another telling example. Despite considerable hype around AI-generated art, music, and writing, much of the output lacks originality and meaningful depth. While AI can certainly streamline creative processes, the human capacity for genuine creativity and emotional resonance remains irreplaceable.

AI's True Strengths: Where It Actually Shines

While AI may not fulfill all its grandiose promises, it excels in specific domains that leverage its core capabilities. When properly applied, it serves as a powerful tool for enhancing productivity and efficiency.

One standout strength is text summarization. AI can rapidly process and distill large volumes of information into digestible summaries, making it invaluable for professionals who need to quickly grasp the essence of lengthy articles, research papers, or legal documents.

In software development, AI has proven particularly useful for code documentation. It can efficiently generate clear comments and documentation, saving developers valuable time while reducing the likelihood of human error. This not only accelerates development but also improves code maintainability for future teams.

Data analysis represents another arena where AI truly excels. Machine learning algorithms can uncover patterns and trends in large datasets far more quickly than human analysts, enabling data-driven decision-making across industries from finance to healthcare and marketing.

The Reality Check: AI as a Tool, Not a Replacement

Understanding AI's limitations is crucial for setting realistic expectations. While certain jobs will inevitably be automated, many roles requiring human creativity, empathy, and judgment will remain firmly in human hands. Customer service, healthcare, and creative industries may benefit from AI assistance, but they won't be replaced by it.

Instead of viewing AI as a replacement for human capabilities, we should recognize it as an enhancement tool. When used appropriately, AI can free up human time by handling repetitive tasks, processing data more efficiently, and providing insights to inform better decision-making. The key lies in understanding where AI can add value and where human judgment remains essential.

Navigating AI's Limitations

Despite its utility in certain areas, AI faces several significant challenges. One of the most prominent is contextual understanding. AI systems often struggle with nuances that humans grasp intuitively, whether it's reading between the lines in text or comprehending the emotional undercurrents of a conversation. This limitation becomes particularly apparent in customer service scenarios, where AI chatbots can appear frustratingly rigid or miss the mark in addressing customer concerns.

Algorithmic bias presents another crucial consideration. AI systems inherit biases from their training data, which has led to concerning outcomes in areas like hiring, lending, and law enforcement. While efforts to address these issues continue, the potential for bias remains an important factor to consider when implementing AI solutions.

The Path Forward: Realistic Optimism

As AI continues to evolve, we should maintain measured expectations. Rather than anticipating a complete transformation of every industry, we're likely to see increasingly sophisticated AI systems that excel at specific tasks while supporting human decision-making.

In healthcare, for example, AI might analyze patient data to support diagnosis, but the final decisions will remain with human medical professionals. Similarly, specialized AI systems may become invaluable tools in fields like medical imaging or financial forecasting, while staying within well-defined boundaries.

Conclusion: Embracing AI's Real Value

While AI may not be the world-changing force that some predict, it remains a powerful tool when used appropriately. Its strengths in text summarization, code documentation, and data analysis make it valuable for streamlining workflows and automating repetitive tasks. The key is maintaining realistic expectations and understanding that critical decisions still require human judgment.

By approaching AI as a complementary tool rather than a replacement for human capability, organizations can harness its genuine benefits while avoiding the pitfalls of overreliance or misplaced expectations. The future of AI lies not in replacing human intelligence, but in augmenting it in meaningful and practical ways.

Deluge Technical Gems: Unlocking the Power of Zoho CRM

Mike Simpson — Sat, 12 Oct 2024 11:00:00 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/spotlight-zoho-oneauth-1.jpg' import image2 from '@assets/blog/spotlight-zoho-oneauth-2.jpg' import logo from '@assets/app_logos/deluge.svg'

Zoho CRM stands as a cornerstone for business automation and customer interaction management. At its heart lies Deluge, Zoho's proprietary scripting language, whose name cleverly stands for Data Enriched Language for the Universal Grid Environment. While many developers use Deluge's basic features, its true potential lies in its advanced capabilities that seamlessly integrate with Zoho's ecosystem.

This guide explores the hidden technical features that can significantly enhance your development efficiency in Deluge. By mastering these elements, you'll gain better control over your code and unlock new possibilities within Zoho CRM.

Warning: this gets very nerdy 🤓!

Standalone Functions: Simplifying Code and Enhancing Testing

Among Deluge's most powerful yet underutilized features is the ability to create standalone functions. These independent code blocks serve as building blocks that can be integrated across different workflows and applications.

Here's a simple example of how a standalone function works:

// Setup any function as Standalone
myStandaloneFunction(string myText) {
    return "Here is my text: " + myText;
}

// This can be any deluge function, even other standalone functions
void myWorkflowFunction(string someFieldValue) {
    info standalone.myStandaloneFunction("Hello");
    // Outputs > Here is my text: Hello
}

Key Benefits of Standalone Functions

Improved Code Organization

Breaking down your application into standalone functions creates a modular structure that pays dividends in the long run. This approach not only makes your code more readable but also significantly simplifies future modifications. Developers can focus on specific operations without worrying about unintended ripple effects across the system.

Enhanced Testing Capabilities

One of the most compelling advantages of standalone functions is their testability. Unlike tightly coupled code, these isolated functions can be tested independently through individual calls. This isolation creates a controlled testing environment, leading to more reliable code and easier bug detection.

Understanding the Trade-offs

Function Quota Consideration

While standalone functions offer numerous benefits, they do count against your <a href="https://www.zoho.com/crm/developer/docs/functions/functions-limits.html" target="_blank">Zoho CRM function quota</a>. Each application has limits on concurrent function execution, which means developers need to balance the benefits of modularity against quota constraints. However, the improved maintainability and code organization typically justify this trade-off.

Webhooks: Direct Data Integration with CRM

Webhooks represent a paradigm shift in how we handle real-time data synchronization. Unlike traditional APIs that rely on periodic data polling, webhooks push data directly to your CRM when events occur. Zoho CRM's native webhook support eliminates the need for intermediate platforms like Zapier or Zoho Flow.

The Power of Direct Webhook Integration

Seamless Data Flow

Webhooks create a direct bridge between third-party services and your Zoho CRM. For instance, when a new lead submits a form on your website, a webhook can instantly trigger a lead record creation in your CRM. This immediate synchronization ensures data consistency across your systems.

Streamlined Architecture

By supporting direct webhook functionality, Zoho CRM eliminates the need for middleware solutions. This reduction in architectural complexity not only improves system efficiency but also enhances security by minimizing potential points of failure.

Mastering CRM REST API Functions

Deluge enables developers to create custom CRM REST API functions, opening up possibilities for sophisticated integrations and complex workflows. Success with these API functions requires attention to specific implementation details.

Here's how to set up a CRM REST API function:

string testAPIFunction(String crmAPIRequest) {
    // Passed as content with the api request
    // Must be POST request or body is ignored
    body = crmAPIRequest.get("body");

    // Passed in the url directly ?a=1&b=2
    params = crmAPIRequest.get("params");
    return body;
}

To make an API call to your function, you would use a curl request like this (this can also be done with tools like Insomnium or Postman):

curl --request POST \
  --url 'https://www.zohoapis.com/crm/v2/functions/testapifunction/actions/execute' \
  -d 'auth_type=apikey' \
  -d 'zapikey=<your api key>' \
  -d 'a=1' \
  -d 'b=2' \
  --header 'Content-Type: application/json' \
  --data '{ "some":"payload"}'

# equivalent to passing parameters like ?auth_type=1&a=1&b=2...

The response will look something like this:

{
  "code": "success",
  "details": {
    "output": "{\"myBody\":\"{\\n\\t\\\"some\\\":\\\"payload\\\"\\n}\",\"myParams\":{\"a\":\"1\",\"b\":\"2\"}}",
    "output_type": "string",
    "id": "<redacted>"
  },
  "message": "function executed successfully"
}

To accept webhook requests from other systems, you must first create a CRM REST API function and then set the source system to send requests to this function's url.

Indexed For Loops: Precise Iteration Control

Indexed loops in Deluge provide fine-grained control over iteration processes. While Deluge may not offer native support for fixed-iteration loops, developers can implement controlled iteration through creative approaches.

Here's an example of how to create a index driven for loop:

iterations = 10;
loops = ",".repeat(10-1).toList();
cnt = 0;
for each i in loops {
    cnt = cnt + 1;
    info "Iteration Number: " + cnt;
}

Results:
Iteration Number: 1
Iteration Number: 2
Iteration Number: 3
Iteration Number: 4
Iteration Number: 5
Iteration Number: 6
Iteration Number: 7
Iteration Number: 8
Iteration Number: 9
Iteration Number: 10

For situations requiring conditional termination, Deluge's break statement provides clean loop exit capabilities:

iterations = 10;
loops = ",".repeat(10-1).toList();
cnt = 0;
for each i in loops {
    cnt = cnt + 1;
    info "Iteration Number: " + cnt;
    break; // stops after first loop
}

Results:
Iteration Number: 1

Conclusion: Maximizing Deluge's Potential

These advanced Deluge features represent powerful tools for enhancing your Zoho CRM implementations. Whether you're building complex workflows, integrating with external systems, or optimizing existing processes, understanding these technical capabilities will help you create more efficient and maintainable solutions.

By mastering standalone functions, webhooks, REST API functions, and indexed loops, developers can fully leverage Zoho CRM's capabilities while maintaining clean, efficient code. These features not only streamline development processes but also create more robust and scalable business solutions.

App Spotlight: OneAuth - Securing Your Zoho Experience Made Simple

Mike Simpson — Sat, 20 Apr 2024 08:37:23 GMT

Today, we're kicking off our App Spotlight series by exploring OneAuth, an often-overlooked tool in the Zoho ecosystem that can significantly enhance your account security while making daily access to your Zoho account more convenient.

Think of OneAuth as your digital key ring: it provides secure access to your Zoho applications through multiple authentication methods like fingerprint scanning, push notifications, or time-based codes. But it goes beyond just being a key - it's also a sophisticated security system that can manage authentication for many of your other business applications outside of Zoho.

Why Add OneAuth to Your Zoho Setup?

What makes OneAuth particularly special is how it balances security with convenience. Unlike traditional authentication apps that add extra steps to your login process, OneAuth actually streamlines it. You can access your Zoho apps with a simple fingerprint scan or by approving a push notification, making the entire experience both more secure and more efficient.

🔐 Simpler, Safer Access

Fingerprint Authentication: Log in instantly using your device's biometric features
Push Notifications: Approve access with a single tap
Time-Based OTP: Generate secure codes that refresh every 30 seconds

🎯 Beyond Just Zoho

OneAuth isn't limited to your Zoho apps - it can:

Store authentication keys for other platforms (Google, Facebook, banking apps)
Manage all your two-factor authentication needs in one place
Securely backup your authentication data

👥 Perfect for Teams

Support for multiple accounts on one device
Secure account sharing capabilities
Enterprise-grade encryption for all stored data

Getting Started with OneAuth

Initial Setup
- Access OneAuth through your preferred app store
- Sign in with your Zoho account
- Follow the guided setup for two-factor authentication
- Choose your preferred authentication methods
Security Backup (Important)
- Create an encryption password
- Back up your authentication keys
- Store backup codes in a secure location

OneAuth vs. Other Authentication Apps

Feature	OneAuth	Google Authenticator	Microsoft Authenticator
Passwordless Zoho Login	✅	❌	❌
Biometric Support	✅	❌	✅
Multiple Account Support	✅	✅	✅
Backup Options	✅	Limited	✅
Push Notifications	✅	❌	✅
Native Zoho Integration	✅	❌	❌

Understanding OneAuth's Role

While OneAuth offers authentication features, it's not a password manager. Instead, it provides that essential second layer of security through multi-factor authentication while making your Zoho login experience smoother.

Pro Tips for Daily Use

Push Notifications Not Coming Through?

Check battery optimization settings
Ensure background app refresh is enabled
Verify internet connectivity
Open the app manually to refresh

Device Access Issues?

Use your backed-up encryption password
Access your recovery codes
Contact Zoho support if needed

Real-World Application: Agency Perspective

Meet Sarah, a digital marketing professional managing multiple client Zoho accounts. With OneAuth, she:

Consolidated all authentication in one place
Reduced time spent on account access
Simplified team member access management
Maintained separate security protocols for each client

Power User Features

For those interested in the technical side, OneAuth uses the Time-based One-Time Password (TOTP) algorithm, ensuring:

Industry-standard security
30-second code validity
Offline code generation
AES-256 encryption for stored seeds

Making the Most of OneAuth

Consider implementing these best practices:

Set up backup authentication methods
Regularly verify your backup codes
Use biometric authentication when available
Train team members on proper usage

Conclusion

As your Zoho implementation grows, tools like OneAuth become increasingly valuable. Its seamless integration with Zoho, combined with support for other platforms, makes it an essential part of a smooth, secure workflow.

Whether you're managing multiple clients, leading a team, or simply wanting to streamline your own access, OneAuth offers the right balance of security and convenience. Consider making it part of your daily Zoho routine.

Helpful Terms:

MFA (Multi-Factor Authentication): Additional verification beyond passwords
OTP (One-Time Password): Automatically generated single-use codes
TOTP (Time-based One-Time Password): OTPs that change based on time
Biometric Authentication: Using fingerprints or face recognition for verification

App Spotlight: Zoho Vault - Your Essential Password Management Solution

Mike Simpson — Fri, 23 Aug 2024 09:00:00 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/spotlight-zoho-vault-1.jpg' import image2 from '@assets/blog/spotlight-zoho-vault-2.jpg' import image3 from '@assets/blog/spotlight-zoho-vault-3.jpg' import logo from '@assets/app_logos/vault.svg'

In today's digital landscape, password management isn't just a convenience—it's a necessity. With the ever-growing number of online accounts and services requiring secure credentials, managing passwords manually has become both impractical and risky. Enter Zoho Vault, a robust password management solution that's transforming how individuals and businesses handle their digital security.

Key Takeaways

🔒 Enterprise-Level Security: Zoho Vault uses AES-256 encryption and zero-knowledge architecture, ensuring your passwords are protected by military-grade security.
🤝 Seamless Team Collaboration: Share passwords securely with time-based access controls and instant revocation capabilities.
⚡ Maximum Efficiency: Access passwords across all devices with auto-fill functionality and browser extensions, eliminating the need for manual password management.

Why Zoho Vault Stands Out

In a world where <a href="https://www.getastra.com/blog/security-audit/password-statistics/" target="_blank">81% of data breaches stem from poor password practices</a>, having a reliable password manager is crucial. Zoho Vault offers an integrated solution that perfectly balances security, simplicity, and collaboration features.

Military-Grade Security

When it comes to storing sensitive data online, security is paramount. Zoho Vault employs AES-256 encryption—the gold standard in data protection. Your passwords are encrypted before transmission, and only you hold the master key for decryption. Even Zoho can't access your master password, as it's never stored on their servers.

Seamless Integration

One of Zoho Vault's strongest selling points is its integration capabilities:

Perfect compatibility with the entire Zoho ecosystem (CRM, Books, Projects)
Smooth integration with popular web browsers
Platform-agnostic design that works even if you don't use other Zoho products

Superior Cross-Platform Experience

The modern professional needs access to passwords across multiple devices, and Zoho Vault delivers:

Intuitive mobile apps for iOS and Android
Browser extensions for all major browsers including Chrome and Firefox
Auto-fill functionality for quick logins
Password generation for new accounts
Real-time synchronization across all devices

Standout Features

Team Collaboration Made Secure

For businesses, Zoho Vault's sharing capabilities are game-changing:

Selective password sharing with team members
Time-limited access controls
Instant access revocation when needed
Detailed access logs and monitoring

Advanced Access Management

The platform's permission system offers:

Customizable access levels for different teams
Group-based permission settings
Granular control over sensitive credentials
Role-based access management

When to Make the Switch

Consider adopting Zoho Vault if you:

Currently store passwords in spreadsheets or on paper
Work with a team that needs secure password sharing
Want to improve your organization's security posture
Need to comply with data security regulations

Potential Considerations

While Zoho Vault offers comprehensive features, new users might experience a learning curve. However, the platform provides:

Clear documentation
Step-by-step tutorials
Responsive customer support
Intuitive user interface

Why Zoho Vault is Essential

In an era where cybersecurity threats are increasingly sophisticated, Zoho Vault offers:

Enterprise-grade password security
Efficient team collaboration tools
Seamless cross-platform accessibility
Comprehensive audit trails

For businesses and individuals alike, Zoho Vault represents more than just a password manager—it's a complete digital security solution that helps protect your most valuable digital assets while enabling efficient password sharing and management.

Don't wait for a security breach to upgrade your password management strategy. With Zoho Vault, you're investing in peace of mind and operational efficiency. In today's digital world, that's an investment worth making.

What is Technical Debt and How It Affects Your Business

Mike Simpson — Sat, 15 Jun 2024 14:14:14 GMT

import { Image } from 'astro:assets' import image1 from '@assets/blog/what-is-tech-debt-1.avif'

Technical Debt is the additional lifetime costs of a software implementation beyond what it cost to deploy. This includes the costs to maintain, support, and eventually decommission costs.

Imagine buying a simple filing cabinet when you first start your business, and instead of organizing it properly, you just throw all documents into one drawer to save time. This works fine with a few documents, but as your business grows, you waste more and more time searching for papers, some get lost, and adding new documents becomes a nightmare. Now you need to shut down for a week to reorganize everything properly - something that would have been much easier if done right from the start. This is exactly how technical debt works in your business software - quick fixes now often mean bigger messes to clean up later.

Understanding Technical Debt: The Hidden Cost of Quick Fixes

Technical debt is like taking out a high-interest loan on your technology systems. It is a fractional cost that accrues over time. The bigger your "loan", the more you pay. The debt increases when businesses are not strategic in the solutions the implement over more appropriate long-term ones. While these shortcuts might help you launch faster or save money initially, they often lead to significantly higher costs and headaches down the road.

According to research by McKinsey & Company, businesses typically spend 20-40% of their technology budgets just dealing with these past shortcuts and quick fixes. That's money that could have been spent on new features or improvements instead.

The True Cost of Technical Debt: Beyond the Initial Investment

When businesses invest in software, they often focus only on the initial purchase price. However, this is just the tip of the iceberg. The hidden costs include:

Extra time spent working around system limitations
Lost business opportunities due to inflexible systems
Higher costs for future upgrades or changes
Staff frustration and reduced productivity
Increased risk of system failures or security issues

Why Software Platforms are Moving Targets

Think of your business software like a modern car. Cars today are constantly getting updates and new features, and if you modify your car in ways the manufacturer didn't intend, you might have problems when it's time for servicing or updates. Business software works the same way.

Here's What Changes and Why:

Security Updates: When critical security updates come out (like when a bank updates their vault locks), they must be installed to keep your business safe. But if you've made unofficial changes to your system, these required security updates might break your customizations - forcing you to either rebuild your customizations or leave security gaps in your business.
New Features and Improvements: Imagine if you're using a text messaging app, and one day they change how group messages work. If you've built any business processes around the old way of doing things, you'll need to adjust. The same happens with business software - they regularly change features to make things better, but these changes can affect how your business operates.
Connected Systems: Picture your business systems like a chain of dominos. If you have your online store connected to your accounting software, and either one makes a change, it can affect the other. For example, if your accounting software updates how it handles tax calculations, your online store might suddenly start showing wrong prices unless you update the connection between them.

Real-World Example:

Remember our filing cabinet example? Now imagine if the cabinet manufacturer suddenly changed the size of their drawers in newer models. If you've been using custom-made folders that exactly fit the old drawers, you'll have problems when you need to buy a new cabinet. This is exactly what happens with software - if you've created custom solutions that depend on things staying exactly the same, you'll run into trouble when the software needs to be updated.

What This Means for Your Business:

Software will keep changing whether you're ready or not
Quick fixes and workarounds become riskier over time
The more systems you connect together, the more careful you need to be about changes
Planning for these changes from the start saves money in the long run

Warning Signs Your Business Has Technical Debt

Watch out for these common signs:

Your team often says "there must be a better way to do this"
Simple tasks require multiple manual steps or workarounds
Making small changes to your system is becoming increasingly difficult
Your software frequently has errors or runs slowly
You're afraid to update your software because it might break something

How to Manage and Minimize Technical Debt

1. Start Simple and Build Up

Begin with basic features that meet your core needs
Add complexity only when necessary
Document why you make certain choices

2. Plan for Growth

Choose software that can grow with your business
Consider future needs when making technology decisions
Budget for regular updates and improvements

3. Test Before You Commit

Before automating any process, ask:

How often do we do this task?
How serious are mistakes in this process?
What's the real benefit of automating this?
Is this the right time to automate?

Final Thoughts: Smart Technical Choices for Your Business

Technical debt isn't something you can completely avoid - every business has some. The key is making smart choices about when to take shortcuts and when to invest in doing things properly. Like our filing cabinet example, sometimes taking an extra day to set things up right can save weeks of hassle down the road.

One of the biggest traps businesses fall into is rushing implementation. When you're excited about a new system, or feeling pressure to 'go digital' quickly, it's tempting to race through setup and training. But rushing through implementation is like building a house on a shaky foundation - you might save a few weeks now, but you'll pay for it many times over with problems down the road. Take the time to set things up properly, train your team thoroughly, and document your processes.

Remember: The goal isn't to have perfect systems, but to make informed decisions about your technology choices. When you understand the true costs of quick fixes, you can better decide when they're worth it and when they're not.

Most importantly, don't be afraid to ask questions and challenge solutions that seem too quick or easy. Sometimes the fastest way to get something done isn't the best way for your business in the long run.