We are thrilled to introduce to you, Admin Tools, a new feature in Zoho CRM, that is designed to simplify CRM administration, especially when you have a myriad configurations in your account.
CRM Administration is a challenging ride that primarily involves mapping your organization problems to CRM solutions, followed by efficient execution or "configuration" of those chosen solutions. At this point, a key factor to remember is that, it's an administrator's responsibility to not only create these useful configurations but also monitor their usage periodically, throughout their tenure as an admin. There could be workflows that are outdated, templates that fail to call the respective merge fields, and reports that are no longer valid.
Also, in case of multiple CRM administrators, there could be scenarios where Administrator A has configured settings for ad-hoc needs and these get abandoned when they leave. In such cases, it's all the more important to periodically take stock of which of these CRM settings are still useful and which are no longer necessary. If you do not clear out these junk configurations, you may end up with the following inconveniences.
— a system that no longer works as expected
— running out of limits for each configuration (example, workflows, templates, fields).
— breaks in your teams' functions
It is therefore essential to weed out unused/outdated configurations in your CRM system, and here's where Admin tools enter the picture. Admin Tools offers you a better interface to view a master list of configurations and delete the ones you don't need anymore.
Admin tools currently lets you delete unused templates, custom views, workflow rules and reports.
For example, here is a list of all custom views in the Leads module.
All you need to do is select the ones you don't need anymore and delete them in bulk.
Alternatively, you can use criteria to filter out a specific set of custom views for easier management.
a) For instance, if you want to filter out Custom Views that were last accessed a year ago. Then you can use the Last Accessed date as part of the criteria and get this done.
Similarly, the "Last used" time factor is also available for Reports, Templates and Workflows.
b) In another scenario, if a user called Amelia Burrows is leaving the organization and you need to delete all Custom Views made by Amelia, you can use the filter "Created by" and choose the user. Custom Views that match the said criteria get displayed. You can select them all and delete them.
Similarly you can use the most suitable set of criteria to filter out configurations of your choice and delete them. It's important to note that these configurations deleted via the Admin Tools are deleted forever.
You can also view the history of all deletions done via the Admin tool by feature, and by time.
Note that this feature will be rolled out to all users in a phase-wise manner, starting this week. Please check this out when you can and offer your thoughts and suggestions.