Real Estate

Zylker Estates offers both residential and commercial properties. It gathers its leads from numerous sources, including trade shows, campaigns, email, social media, its website, emails, and calls.

The company has used the following options to gather leads and transfer the lead information to Zoho CRM:

• Set up CRM web forms on its website (Form name: Demo Request Module: Leads)
• Integrated company's Facebook and Twitter accounts in CRM to monitor all tweets, retweets, mentions, and comments.
• Integrated company's CRM account with its PBX.
• Used a card scanner app to automate the process of scanning visiting cards collected at trade shows.

Requirement 1: Ensure that all calls are stored as records in the Leads module

While Zylker Estates gathers leads from numerous sources, they are all stored in the Leads module of the company's CRM account. However, records from calls from unknown numbers are stored in the Calls module, making it difficult for the sales reps to keep track of calls with their leads. The company, therefore, wants to automate the process of pushing the records from the Calls module to the Leads module.

Requirement 2: Simplify the process of sending emails to each prospect

When Zylker Estates receives enquiries from prospects, the company wants to send each of them an email providing them with information related to the properties, regardless of the lead source.

Solution 1:

The caller details of calls from unknown numbers can be added as records in the Leads module using workflow rules.

Let's see how you can create the workflow rule to achieve this:

• 1. Navigate to Setup > Automation > Workflow Rules.
• 2. Select Create Rule in the Workflow Rules page.
• 3. Fill in the following details:
  • Module: Calls
  • Rule Name: Move records
  • Description: Push records to Leads module
• 4. Enter the following:

  Configuration	Condition I
  On a record action:Incoming Call Would you like to set conditions for call properties: No	Apply this rule to:Unknown Instant Action (I): Push Call Records (Function) Instant Action (II): Tag Records as Unknown Calls

Solution 2:

Creating and sending emails to each prospect that expresses interest in the company's properties could be time consuming.To avoid errors and make the follow-up process as smooth as possible for the sales reps, the company needs to automate the following:

• Sending an acknowledgement email to the prospect.
• Creating and assigning a task to the record owner to call the prospect two hours after the lead is created.
• Scheduling an email to be sent the next day about the available plans.

Configure a workflow rule to send follow-up emails to the prospects and assign follow-up tasks to the sales reps.

Let's see how this can be achieved:

• 1. Navigate to Setup > Automation > Workflow Rules.
• 2. Select Create Rule in the Workflow Rules page.
• 3. Fill in the following details:
  • Module: Leads
  • Rule Name: Follow-up
  • Description: Follow-up with Leads
• 4. Enter the following:

  Configuration	Condition I
  On a record action: Create	Which Leads to apply this rule to: Lead Source: Web form, Call, Social Media, Email, Campaign Instant Action (I): Send email notification thanking them for their interest Instant Action (II): Assign task to the sales rep to call prospect(Trigger Date plus 2 hours) Schedule Action: Send email notification with package plan details (Execute 1 day after Rule Trigger Date)