Zoho Architect (Beginner) Assessment

Which of these belongs in a flowchart? (Select all that apply)

Which of these belongs in a Statement of Work? (Select all that apply)

Which of these belongs in an initial system outline? (select all that apply)

(True/False) An initial system outline should most often be written by a client.

Kelly is meeting with one of her clients who asks whether their Zoho system can be modified to include a certain functionality in their Deals process. Kelly is fairly confident it can be accomplished as the feature is pretty simple, straightforward, and she has implemented something similar on another system. Kelly responds by saying, “I won’t know for certain until I am able to take a look at your current system during a planning phase. We will add it to the scope of the initial outline and see what we can do to make it work.”

What concept/practice is being represented, here?

It may be tempting to reassure a client that a simple feature can be implemented quickly by saying things like, “Yea no problem! That shouldn’t take long at all!” Sometimes this can be a mistake because we often _______ how long a project may take.

A potential client just recently purchased a Zoho One subscription. They are looking to start using as many Zoho One applications as they can, right away. You respond by saying “Absolutely, Zoho has an amazing library of applications. I am here to make sure that you get the most out of Zoho One.”

Was this the correct response?

Organizations are comprised of which 3 kinds of people?

What does it mean to be an order taker as a Zoho Architect and is this a positive or negative trait?

Which of the below options best explains the concept of active listening?

Which of the following should be completed in the ‘Prep Work’ phase of performing a Needs Analysis. (i.e. what steps would you take when researching a client and prepping for a discovery call?) (Select all that apply)

(Select all that apply) Which of the following are goals of a discovery call? What should you come away with?

(True/False) Business owners often exaggerate how urgent their needs are.

What is the purpose of the following question: “If your Zoho system is not implemented/fixed for another 6 months, what are the ramifications?”

Quality of work is largely dependent on three things: length of development, cost, and complexity of a project. An adjustment to any one of these three items will require an adjustment to the other two in order to ensure that the same quality of work is maintained. For example, an increase in the complexity of a project will require an adjustment to cost and time if the level of quality is to remain constant. If development time is not increased after an increase in complexity, quality will decrease. This is referred to as:

How might Zoho improve businesses which generate revenue primarily through the sale of physical products? (Select all that apply)

(True/False) No organization will be interested in Zoho unless it makes them more money.

Read through the associated prompt to determine whether the issue can be resolved by using workflow rules, or whether a custom deluge function will be required to achieve the desired result. As you might guess, some of these problems can be solved by roping in other applications, but for the sake of this exercise, assume each client wants everything done in the CRM.  

Tabitha’s business consultancy is looking to ensure that when a Contact record is updated to the status “Interested”, a Deal record is auto-created and information from that Contact record is merged into Deal fields upon creation.

Read through the associated prompt to determine whether the issue can be resolved by using workflow rules, or whether a custom deluge function will be required to achieve the desired result. As you might guess, some of these problems can be solved by roping in other applications, but for the sake of this exercise, assume each client wants everything done in the CRM.  

Winston owns a marketing agency. A good portion of Leads generated turn out to be junk – either they contain fake emails or the number attached to the record is not longer in service. Winston doesn’t see the need to keep them around in his system and wants them auto-deleted when the status of that Lead record is updated to “Junk”.

Read through the associated prompt to determine whether the issue can be resolved by using workflow rules, or whether a custom deluge function will be required to achieve the desired result. As you might guess, some of these problems can be solved by roping in other applications, but for the sake of this exercise, assume each client wants everything done in the CRM.  

After a Lead is contacted, Winston will attempt to set up an initial meeting to get to know the potential client a bit better. Winston schedules these by manually creating meeting records through the “Activities” related list. When a meeting is created, he would like the associated Lead record to be auto-updated with the following information: Initial Meeting Date/Time, Meeting Format (Zoom or In-person), and Prep Notes which are entered into a multi-line text field in the Meeting record.

When discussing Time, Budget, and Scope, how many of those three things does a client get to prioritize?

Read through the associated prompt to determine whether the issue can be resolved by using workflow rules, or whether a custom deluge function will be required to achieve the desired result. As you might guess, some of these problems can be solved by roping in other applications, but for the sake of this exercise, assume each client wants everything done in the CRM.  

Kathy runs a catering company and struggles to maintain Contact with businesses who go cold for extended periods. She wants her system to be able to automatically place Contact records on an email drip, designed to help re-engage them when the Status of that Contact is updated to ‘Cold’. She would like to schedule 5 emails from the time the record is updated: 30 min, 3 Days, 14 Days, 30 Days, and 45 Days.

(Free Response) What are some questions you should seek to answer when researching a business?

Then, write 2-3 questions which would help you understand a client’s vision for the future (to ask them on a call).

Performing a Needs Analysis: For the following questions, you will be tasked with performing a needs analysis on a real business with hypothetical scenarios. The client in question is True North Wealth, a financial planning firm based in Salt Lake City, Utah. Keep in mind that for any questions which require a written response, we are not looking for long responses, just something which can adequately answer the question.

You have a consultation meeting with this business tomorrow and are beginning the “Prep Work” phase of a Needs Analysis. You know that they are currently using Zoho CRM and are running into a few process-oriented problems which result in inefficient time use and disorganization. Please use the link provided to answer the question below:

How many employees does this company have? What kind of services do they offer? How long have they been in business? How many locations do they have?

Describe their business model. Do they earn money from goods or services? Who is their main client base? What do you imagine is their biggest expense? What do you assume are their most essential processes? What do/should they use Zoho for?

Part 1: The topic of discussion with True North Wealth moves on to pain points they are currently experiencing. They currently use Calendly to both schedule consultation appointments and to obtain info about who they are meeting with. They are currently sifting through all of their Calendly submissions, then manually creating CRM Contact records for each one – it is very time consuming. 

What are potential Zoho solution(s) to their appointment booking and manual Contact creation issue?

Part 2: Then, they tell you that, “We also have trouble ensuring that Deal/service records are being updated when they need to be. Our Deals pipeline is a little messy and data isn’t always being filled in properly.”

What are potential Zoho solution(s) to the above pain point? What questions could you ask which would help you better understand their current Deals process and how it might be improved?

You are wrapping up your conversation with True North Wealth.

Select any additional discussion topics, questions, or clarifications that should be addressed before closing the call: (Select all that apply)

Henry is a financial planner. In his Zoho CRM, there is a picklist in the Contacts module which denotes the tax bracket in which a person resides based on their income. Henry updates Deal records during consultations with clients and wants to make sure that the Tax bracket picklist for the associated Contact is auto-updated to the correct value according to what is entered into a Yearly Income currency field in the Deal record. A programmer might find it more simpler to just use Deluge (triggered via workflow rule) while someone not versed in Deluge could do the same using workflow logic. This can be accomplished with either Deluge or workflow rules. Tell us how you would set this up, with details on how you would get the logic right.

A client relates to you an issue they are facing. Provide a short, written response detailing a potential solution.

“We have a series of automated emails which get sent out to Leads when they are updated to a specific status through a blueprint transition (a previous Zoho Partner set this up for me), but sometimes I don’t necessarily want the email to be sent out and I don’t have any way to stop it. I want to decide at each juncture whether or not I want the current Lead to receive a follow-up email.”

Your client comes to you with the following need. Provide a short, written response detailing a potential solution.

“I want an Analytics report that displays the most common reasons why Deals are lost. How can I ensure that data is collected and thus, build the report?”

Your client is hopelessly lost. Provide a short, written response detailing a potential solution to their problem.

“I run a marriage and family therapy clinic. We have a Contact Us form (built using Zoho Forms) which potential clients can fill out through our website. Contact records get auto-created when someone fills out the form. However, we only have the 1 contact record which is created upon submission (the primary person filling out the form). I would also like a second contact record to be created for their spouse, filled with the information that is entered into fields from the “spouse info” section, but I don’t know how to build this.”

Oh no! Your client has yet another problem. Provide a short, written response detailing a potential solution.  

“We have a pick list in the Contacts module which denotes the status of their consultation (e.g. Scheduled, Completed, Canceled). If a client cancels their consultation in bookings, the CRM Contact record doesn’t reflect that. I need the Contact record automatically updated to reflect the fact that they have canceled their appointment, then I want that contact added to a follow-up email drip until they re-schedule.”