● Outcome:

The outcome of this use case is to collect data for the selected institution and mapping the collected data into Zoho CRM. 

● Overview:

The process involves three steps:

 Creating excel sheets: There are two excel need to be created. One is for account mapping and another one is for contact mappping. In account mapping, Institution details are to be collected and in the contact mapping, faculty detais need to be collected.

 Importing in Zoho CRM: Here, the collected data should be imported in the Zoho CRM. The collected account mapping details are to be imported in account module and the contact mapping details are to be imported in the contacts module

 Mapping the Role hierarchy: Once imported the contact mapping, the person to be reporting should be mapped.

● Use case Implementation Steps:

Implementation Stage 1: Data Collection and structuring

Description:

Collect the institution’s data for account mapping and contact mapping.

∙ Institution details: includes institute website, phone number, employee count, stud ent count,  department details, placement details

∙ Faculty details: includes faculty name, designation, email address, contact details and reporting managers.

Steps:

 Collect the details of the target institute from website

 Use the webscrapping tools to extract the needed data

 Ensure all the necessary are collected.

 Structure the collected data in the proper manner.

Input:

 Scrape the institution information from the official website, Linkedin

Output:

 Two structured excel sheets containing institution and faculty details

Image of Account Mapping

Image of Contact Mapping

Implementation Stage 2: Data Preparation for Zoho CRM

Description:

Refining the collected data to ensure the data accuracy and prevent CRM errors.

Input:

Raw data from stage 1

Output:

A structured excel sheet.

Implementation Stage 3: Import data into Zoho CRM

Description:

Import the Excel sheets into Zoho CRM’s Accounts and contacts module. Map the data fields from the Excel sheets to the corresponding fields in Zoho CRM.

Steps:

1. Log in to Zoho CRM website with Administrator privilege.

∙ Go to Accounts  > Import Accounts > Browse

∙ Select the layout as Institute .

∙ Click on Update existing accounts only under What do you want to do with the records in the file?.

∙ Choose Account Name on Find existing accounts based on.

∙ Click Next to proceed further.

∙ Make sure that all the fields are mapped with the fields in the Zoho CRM.

∙ Click Next after mapping the unmapped fields

∙ Check only the Zoho's anti-spam policy checkbox.

∙ Click Finish to complete the import process.

2. Go to Contacts > Import Contacts > Browse.

∙ If the contacts are new to import, then choose Add as new Contacts

∙ Choose Update the existing Contacts only field if the records are already existed.

∙ If not sure about existing contacts, choose Both.

∙ Based on Email, find existing contacts.

∙ Make sure that all the fields are mapped with the fields in the Zoho CRM.

∙ Click Next after mapping the unmapped fields

∙ Check only the Zoho's anti-spam policy checkbox.

∙ Click Finish to complete the import process.

Input:

CRM-ready Excel sheets with institutional and faculty details.

Output:

Successfully imported and mapped data in the Zoho CRM Accounts and contacts module.

Implementation Stage 4:Implementing Role Hierarchy in CRM Description:

Configuring "Reporting To" relationships for structured organizational hierarchy.

Steps:

1. Define Role Hierarchy:

○ Identify the reporting structure within organizations.

○ Create role based levels (e.g., CEO → Managers → Executives).

2. Map Contacts to Their Reporting Managers:

○ Use the "Reporting To" field to establish reporting relationships.

3. Configure User Permissions:

○ Assign visibility and access based on roles in the hierarchy.

Input:

○ Organizational structure and reporting relationships.

Output:

○ A clearly defined role hierarchy in Zoho CRM with proper reporting relationships.

Target Audience:

○ Sales & Marketing Teams – Utilize mapped accounts and contacts for lead generation, customer engagement, and sales pipeline management. The

structured role hierarchy helps streamline communication and follow-ups with the right decision-makers.

○ CRM Administrators – Manage the configuration, customization, and

maintenance of the CRM system, ensuring accurate account-contact mapping and proper role-based access for users.

Users:

○ Zoho CRM Admins – Configure and manage CRM settings.

○ Sales Representatives – Utilize mapped accounts for prospecting.

○ Managers & Executives – Oversee role hierarchy and reporting relationships.

○ Data Analysts – Monitor CRM data quality.

Tool Permissions Required:

○ Zoho CRM Admin Access – To configure CRM settings.

○ Data Import Access – To upload and map accounts/contacts.

○ Role Hierarchy & Permission Management – To set up reporting structures.

Link Required:

○ Flow Chart - Account Mapping

○ Flow Chart - Contact Mapping