hello and welcome to this video on the
review process in zoho crm
as different businesses attempt to vet
the data that enters into their crm
system
zoho crm allows businesses to do just
that
with a proper review process in place
you can control records with invalid
data from entering the crm database
which helps the sales reps close in on
the deal with the right information at
hand
consider silker university they offer
multiple courses in different cities
and receive hundreds of applications for
each city through their website
their office administrators process them
and they are either accepted or rejected
while submitting an application the
student has to enter information
like student name email percentage
gpa and upload relevant documents that
support their application form
the review process in zoho crm allows
field by field review before you can add
them as a record
you can choose the set of fields that
have to be reviewed and validate them
based on your business requirements
say silker university only considers
students who have scored a gpa
of two or more for all the students who
fall in that category
the fields mentioned above have to be
reviewed before their application is
accepted
i.e before the record is accepted as a
valid record in their crm account
let's see how this is done go to setup
process management review process
we create a new process now
let's provide the relevant information
like process name
which in this case would be application
review
description of the process goes here
choose the module and the layout for
which the review process is configured
for the case of silker university let's
choose student applications module
and the standard layout now that that's
set we move on to the main criteria
which in this case would be the
student's gpa
of two or more based on your business
process
you can add up to 25 criteria as
required
we can see the review process
configuration screen
once the main criteria is set we select
the set of fields that are to be
reviewed
here these fields are student name email
percentage gpa and supporting documents
fields
after that we can select sub-criteria
apart from the main criteria
to choose who can review the fields say
for example
students from texas can be reviewed by a
certain administrator
and students from new york can be
reviewed by someone else
when you select the sub criteria you
have to configure the reviewer for the
students who are not a part of the above
sub criteria
in zilker's case let's choose all
records for sub-criteria
once that's done we configure the
instant actions that are to be executed
once the review is completed
you can select any of the following
notification
on submission action will notify the
users whenever a new application is
submitted
and it's added as a record in the crm
account
send notification on review completion
option sends a notification to the users
once the review is completed
send notification on rejection option
will trigger a notification to users
once an application is rejected
sla escalation option will allow users
to escalate when a review is not
completed within a certain time frame
you can choose the number of days here
and the reviewers to whom the matter is
escalated
for zilker's case we select all of them
and set the number of days as seven
reviewers to whom the matter is
escalated are martha hills
and puja ramen who are the dean of
admissions and admissions coordinators
as a next step you can configure your
own reasons for rejecting a particular
record
these can act as templates that can be
used quickly at the time of review
click on configure reasons for record
rejection and add them
here let's add invalid documents
wrong calculation of percentage and
insufficient documentation
click save to save the review process
let's see how this works this is one of
the applications that were submitted
click on this icon next to the
percentage field comment
and approve or reject that field same
goes for the gpa field
the email field the student name field
and the supporting documents which is a
file upload field
note that even if one of the fields are
not approved the entire record is not
approved
also only when a record is accepted or
rejected
it can be edited until then records in
the review process
cannot be edited also the number of
fields that are reviewed
count is displayed here at the top right
corner of the screen all of the records
under review process
are listed under my jobs whenever a
review process
is disabled the records under that
review process can be rejected
or moved to the system or it can be
moved out of that process
and moved into a different process if we
choose this option
and if there are any other review
process that has the same criteria
then the records will be moved to that
process
apart from this you can check the review
analytics from this tab
here you can see the review status
history the field status history
the reason for rejection history and the
average waiting time by review process
note that review process can be
configured only for the newly created
records
and it cannot be applicable to the
existing records
review process precedes all automation
and process management features in our
crm
i.e records under review will not go
through other features like workflow
rules
blueprint or orchestration we also have
an option to view the records under
review by choosing the student
applications in review
view from the drop down here in
different modules
that's all about the review process in
zoho crm
for more resources on zoho crm visit
zoho.com crm
resources