Transcript for:
Zoho One Admin Panel

we're on the air welcome to 12 threes weekly Zoho training classes today we're going to talk about the Zoho one admin panel I chose this one to start because anybody who has a whole one you have to start here Zoho makes it really easy to say get up set up with a trial you get it but then you don't know what to do and you have to actually do a little bit of work to get your Zoho running to get it provisioned properly and even if you have it and it's running there's probably some things you can learn so I see today not taking too long I'm going to go over kind of in linear fashion the features of Zoho one for this is really for administrators probably a few things you need to do to your systems you weren't aware of and then we'll take questions and answers afterwards we'll stop recording at that time so you can ask whatever you want hopefully you can see my screen I'm on the 12:3 website I'm gonna log into Zoho and actually all of your users could start here and that is that one that Zoho calm and you'll be asked to log in if you've logged in before it probably know who you are I log into a lot of systems every day so I'm going to log into a demo account that we have so he'll provide that one reason I'm recording these shows is because there's no longer any like beat in here this is totally a play system and I am logging in as an administrator it will take me to the Zoho one welcome screen now if I were not a admin I would not see admin panel here but I am an admin so I get the panel we're gonna spend most of our time there but I do want to show you most users will come in and see what's called my EPS these are all the applications that have been turned on for them the reason we have this panel is that Zoho gives you 45 applications and you may want to control who your users are in which apps they have access to imagine if you have currently right now if your say an IT up manager you hire a new person you got to get them a license for the CRM system maybe a license for the accounting system you got to get them Word and Excel and set up an email you got it get them all the apps they need and set them up as users in those apps and Zoho is no different back when Zoho was 40 different applications you had to add them to CRM and them to campaigns and them to books everything you now you do it all in one place right here makes it much easier it's also much easier when someone leaves the company you just deactivate the account you'll have to go into each account and take them out so this is really how you administer the whole system it is for the admins but anybody who gets a new zone one system will have to come through here so these are the apps that I've been turned on for me I think there's 35 Zoho has 45 so ten of map and turned on if you're a brand new Zoho user you'll probably only see a handful of apps so I'm going to go down to the admin panel because I'm going to administer Zoho and we're going to kind of walk down it in a line the first thing Zoho will take you to when you open up the admin panel is called the dashboard it's kind of a security thing it's interesting to see our demo system here is only a two user system but it's telling me I have two users I have 34 apps turned on no groups we'll talk about that it tells me who's currently logged in and where they logged in from this is again a dashboard just to kind of show you what's going on with the system this is over the last seven days but you'll see if I change this to say last month it shows that this user logged in from Fort Lauderdale which I happened to be in Fort Lauderdale but if you see a Tokyo sign on and you know none of your people have been in Tokyo recently it's telling you that someone's got a password so it's just kind of telling me who's logged in what apps are the most popular that's the dashboard you might want to look at this periodically just to see who's using it who's not where they're using it from the next section here is called organization you should go in here just once I'll show you the kind of things that are in here for one thing there's a thing called an owner and this is the person who owns the account it's really so hos point of contact if your credit card doesn't renew if there's a problem with your system they want to contact somebody so that's the owner of the system it's usually the admin in this case it's a guy called user one you can in the organization page there's a few things I highly recommend you do first off you can give your company a logo you'll see it all over different Zoho apps you just hit edit logo and then you upload your logo pretty self-explanatory under edit here I'm going to edit all this information and there's a company information and I missed it already so I already put it in I'm only allowed to change certain things now but what you want to make sure you do is set your time zone quite often out-of-the-box Zoho will be on the Pacific time zone people sometimes come to me and say all their appointments are showing up three hours off that's because you schedule them Pacific time you can also set your language so ho is multilingual so as a company if you want to be in and you can you can also have individual users use German if they want to I have one client that is multi currency they have offices in Mexico some of the users use a Mexican system so set up your organization info most importantly the time zone and the language it'll probably default to English if you hit a North American data center but it all depends on where you are I did not put in a phone number yet or a fax number but you can go to the edit button you can also have multiple locations I've put in a second location we have an office in Syracuse I can assign users to that office so if you have multiple locations you put them in there I don't even know what designations are it appears to be some former groups which I am going to talk about down here but I didn't have any so one time set up your company and this information will populate all over all the apps it's a good place to do it little thing for people on Eastern time when you set your time zone there are like a hundred times owns around the world if you're in Indiana you you do daylight savings time differently than if you're in Maine so these time zones there's a standard around the world called awesome time so how follows it if most people we're on the east coast you want to say new underscore York and it will take care of Eastern Daylight Time when it shifts if you pick Eastern Daylight Time you'll kind of be on it all the time so I always search for the new underscore New York if you just type that in it'll pop it up for you there's a lot of places I'm kind of Eastern Time but not exactly when they're applications I'm gonna see what applications are currently turned on how many users can use that application and then groups I'll talk about a minute so for instance books only one user is allowed to use it I can click on books and then it'll show me who if I want to add an application for instance I said we have about 35 turned on they're still tended or not turned on I come up here to add application and it's showing me I could add Zoho backstage which is kind of like an event bright thing it's event management so I can just add it in this case they want to know if I have a it will give me a website that I can put my events on someday we'll do a session on this but I'm just gonna call it demo one twelve three that's the name of my demo company that name is available and now we have a website we can start putting events up there so I've just turned on backstage and by default I'll be a user of it if I go back to my applications page here backstage is turned on it's got one user that user is me so that's how you add applications you if you don't want to use backstage you wouldn't add it you don't want people in there normally you can't assign apps to people until you bring them into your system and this is how you do it EDF if I click on an application I'll click on CRM it shows me that two people are allowed to use it and it also CRM has security within it every app in Zoho can have a secondary security layer so I'll have security here for the olives Ojo but maybe in Zoho books which is the accounting app the CFO needs to be an admin they can do anything in there but I might have a bookkeeper who does not have check writing a so I create a security role that only lets them do certain things and so I go in here and in this case for CRM I am an administrator but this other user is just what's called a standard user so they can't add people and change passwords you'd probably don't want everyone to be able to do that but it's showing me everybody in the company who's got access to this app I can change the owner of the app if I don't want it to be me for instance and won't get the service admins a little bit later but this is a good way to see who's got access to what app and that's applications I turn them on if I want to assign this app to another user I would have to add the user but I could just pick a user pick what role and security profile they have and then give it to them we'll do that in a minute so now I'm going to go to users and this is a list of all the users in my system I have two I'm the admin user this is the standard user again this is a little demo system they give us I'm allowed to go in here and mess this one up for as for training purposes admin user has access to 35 different apps he's logged in 10 minutes ago I'll just click on this to show you some of the detail you get in here are the apps he's been given so I can see in detail what level of security he's at under account activity I can actually see his past logins and what IP address he was at what service he logged into whether he was on a mobile or on a browser last time IP address so a little bit of detail as far as is this person actually using it what apps is he using and I can look at security policies for this person and we'll talk about that in a minute too because there's a lot of different security things you can have I Changez password and I can force his multi-factor we'll talk about that and he is the owner of the system so there's all this detail about each user and then I can look at standard user here and I can see that he's only got six apps turned on I can add an app to him just by clicking the plus here if I want to give them the new backstage app I click on it and again some apps you just give it to them and they have it other apps you have to tell the system like what role within the app well let him just be a user not an admin of backstage Department is not available you don't need permissions maybe I got to do something there well do something simple like give them Soho expense looks like he got it anyway no expense has a lot of questions and again we'll do the expense tracking in a future one pick a department there's no department so I'm going to get an error again no kind ated so now he's been given expense he didn't get backstage because I probably have to turn something on there but this is how easy it is to just give somebody an app next step are the administrators this system has one administrator I recommend you might want to have to in most cases because admin user gets hit by a bus and no one's going to be able to get in here so I can add another user and make him in had been he's an admin of the entire system I guess his name was standard he's an external guy I'm gonna fix that I'll talk oh I got to go back to users for a second I'm sorry I missed an important point let me go back to users I'm gonna try to add another user probably won't happen but I'll just put a red Josh Allen got an email address Josh had 12 three.com he really doesn't I just want to talk about the process here when you add someone to your system you do not give them a password you do not create their account you set this up and they will be then emailed an invitation to join the system I'll hit add I'm only allowed two licenses here so I can't add a third person but pretend I can so you add someone to the system they get an email they click on a link in that email and activate their account they give themselves a password but beyond that you kind of control their security and what apps they can get into so that's the process as you you invite them into the system they accept it now that link to join the system only lasts seven days if it goes into their junk email or they say they never got it you'll be able to click on that user and resend the invitation there'll be a button over here it'll say that they're a pending user they've never activated their account and you can hit the resend button and send them a fresh invite that invite will only laugh seven days so that's how you get people into the system if I don't want someone to use the system anymore I bring them up and I hit deactivate and they're out so again you don't have to go into 45 different apps and remove their account just deactivate them and in fact when you do deactivate someone so we have a list here what are called active users but at the top I can click on inactive users and all my deactivated will be here pending users or users that have not been invited but haven't activated their account yet here's all users so again this is a simple two user system so I have to pretend we have a large company here so that's how you add a user you just add them invite them they accept and then you assign them their apps going back to Edmunds good to have two sometimes you can also have what are called service admins and this is for each of your applications you may want to assign someone so say for books I want my CFO to be an admin just for books I don't want him to be an admin for the entire system but I can come over here and add a service admin and he will be in charge of books he can change people's roles without having me do it just within that app and so you can do that for all the apps all those Ojo services can have a little local admin the next feature is not used too heavily but if you're a very large company there are what's called groups and so I could create a group here and I will and I'll call it finance these are all the people in the accounting department I got to put a member in here I'll put me in there there's me um I could have other people and the interesting thing about groups is you can have what's called a conditional assignment I'm not going to go through this but an assignment so I could say if anybody's a member of the Finance Group they get all the finance apps they get books they get inventory they get invoice they get expense and so when I hire someone I just say they're in finance and by being a member of the Finance Group they get all the finance apps because I wrote the rule already so again this is for large companies where I'm hiring someone every day and I got to go down the list of 45 apps and add them I just want to say they're in finance and then the conditional assignment will just take over and assign them whatever finance people need I prefer myself to kind of tailor it sometimes the head of Finance gets a different slightly different set of ABS than someone is able to keep or something.but groups is there I'm going to kind of skip over domains domains as if there's three Zoho apps that one is oh-ho male you can actually use Zoho for your email that would mean just stop using exchange or stop using Google Mail to actually move it here you can also have Zoho host your website again you'd had your domain to that if if they're Zoho is not hosting your website and absolvo is not hosting your email you can just skip it be very careful actually if you go in here and they had your domain because your email mate might get moved in some cases without you doing it right so but this is where you add all the domains that you want to associate with your account security is can be important you can force a password policy here for all users so that's the old you got to change it every X days it's got to be a 10 letters long you can't reuse the same one you can also use multi-factor authentication and I really like this a lot we're going to talk one day about an app called Zoho one off it goes on your phone for instance what happens with me is if someone logs in as me on a new machine my faunal big I have to use my face to open the app and I can look at it and see where that person is and then I can approve it or not once in a while Laurie logs in as me from Canada and it scares me a little bit because I'm not having been in Canada a while but multi-factor authentication is nice and that you think you're all familiar with it where a password is not enough at then it sounds either a code to your phone you can use a fingerprint you can use your face you can use a one-time notification I do recommend you use multi-factor however here's the exception if we're doing work for you and we need to log into your system then it's kind of a pain because if I could log into your system is you a codes gonna go to your phone could be in the middle of the night and then you're not going to send it to me and I can't get in we have a chat question here is email hosting and website hosting an extra charge or is it included with the Zohan one subscription AJ it is included the only charge extra charge might be ten dollars a year to register your domain name which is what you'd pay to anybody they are a domain registrar Zoho is and finally the last security thing I haven't seen it use it is interesting is you can only allow people to use Zoho from certain IPS addresses so if you only want them to use it say in the office or you have four locations around the country so you'd put in those four IP addresses and then they couldn't use it from elsewhere so it's kind of a geofencing thing where you can keep people from you know it's a way to keep strangers out of say somebody in Russia or something you go out we're never going to go there you can't really black an IP you can only whitelist an IEP so you have to know the IP you'd want that's why I don't use it I also travel a lot we all get on from different IP addresses so but you can really lock the system down only be used certain places so that's the security and I do recommend you have a password policy I think we've all seen where some people use the same password forever and no multi-factor so who makes it easy with the one-off half we'll talk about that as one of our sessions marketplace there's two things here the first one is applications you can buy or sometimes there's free add-ons this is at the Zoho one level there's also marketplace apps for say books in CRM I haven't seen much in here that's useful but telephone this is where you set up Zoho to work with your phone system and again it used to be able to do it you could connect CRM to the phone system but if you use Ojo desk you might also want to use that because you get tech support calls and you'd have to configure the phone system there and there are other places in Zoho where you might want to use the phone so now I can actually connect my Zoho one All Apps to the phone system and if I click on it you'll see there's about 60 different phone systems here we use Ring Central I always tell people there's a lot of phone systems in here but the there's never the one you want these are all IP phone systems if you have an IP phone system there's a decent chance we can integrate with it I really like having phone integration we use Ring Central I was actually on Vantage a long time ago and these are all the different phone systems and Vantage's down here now somewhere right there but six years ago when we switched over to Zoho Vantage was not on the list and the since they weren't on a list I dumped them and I went to ring central but about it so I don't know how the Vantage works with Zoho because I had to go to ring central so you set up the integration you're just basically connecting years oh-hoh to your vantage account you hit the integrate button you hit enabled it gives the two systems permission to talk to each other it's pretty simple I will show how this works say out of CRM maybe next week when we talk about CRM but this is where you set it up and it's kind of nice that they moved it up a level to set up phone systems on every one of my apps anymore Active Directory I'll just talk about very quickly this is for active directories of Microsoft protocol if you have a a Windows domain and say you have a very large company with 500 people and you want to you don't want to have to add those 500 people to Zoho you can actually download a little tool put it on your Windows server and it will send all your accounts up to Zoho and let you manage them again it's easier to just type in 10 people but if you had 500 people and you had to invite them all to join the company and set up an account the password there'd be a lot of work here you can just take your Active Directory which already has your Windows security and your Windows passwords and you can just copy them up and Zoho can be part of that it's a one-way sync that's kind of important it will not touch or write into your active directory a lot of IT guys wouldn't want that no but that's there I've done it once or twice in my long so whole life can't even remember because it's just easier to add 10 people or 20 people and the Animas you go a lot of companies start small and then just add people they don't want to just throw the whole company and Zoho in one move there's some reports here at the end I hardly ever it just shows me who's been added lately who's been deactivated lately logins this kind of dashboard stuff that I get by going here to the dashboard and so this is a whole one it's really how you manage your apps and your people and what they can do it gives you a look into what's being used it's can enforce security so kind of in the old Windows Server days you had your Active Directory your domain controller and you would you would enforce security policies and make people change passwords now you do as you move Zoho and you move into the cloud this can all happen here this is not something everybody needs to use but everybody who has a SOHO one system someone there needs to know how to go in here turn on apps ed users turn a user off and that is the end of the session I will say next week we're going to talk about CRM a little bit again I started here because if you new to Zoho before you can even get into CRM you've got to add the app and turn it on and you got to assign users so I felt like this was a logical place to start so thank you everybody I will take questions now and I'm going to stop recording right now I'm going to unmute everybody so be careful what you do