Managing Pipeline – Leads

by with No Comment BlogCRM

What are Lead Pipelines?

In Zhylar, lead pipelines are structured workflows that track your leads from initial contact to successful conversion. You can customize stages to match your sales process, identify bottlenecks, and prioritize high-value opportunities. With our visual Kanban view, your team can easily drag and drop leads between stages. This process ensures a smooth, organized, and transparent sales journey.

Pipeline Management

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Configuration
  • Under Pipelines, select Lead Pipelines.
  • Alternately, you can also go to the Leads Module Click ⚙️.
  • You will be taken to the Leads Pipeline page.
  • This pipeline has 4 default stages added to it.
  • Users can:
    • Rename default stages
    • Add more stages to the pipelines
    • Edit name of the stages
    • Shuffle positions of the stages added.
    • Delete stages added by the user.
  • Users cannot:
    • Users cannot delete default stages.
    • Shuffle positions of default stages

Add New Stage

  • To add new stage, click on + Add Stage
  • A box will open.
  • Name the stage.
  • Click Add Stage.

Update Stage

To update a stage,

  • Click on the yellow pencil.
  • Make changes.
  • Click Update Stage/Update and Close.

Shuffle Stages

  • Users can shuffle stages via drag-and-drop method. This is applicable only for added stages. Default stages cannot be shuffled.
  • Stages that can be shuffled will be indicated by 2-way facing arrows.
  • Default stages cannot be moved.

Delete Stage

  • User can delete only added stages. Default stages cannot be deleted.
  • To delete, click on the red bin icon.
  • You will be asked to move leads in that stage to another stage before deletion.
  • Transfer leads in that stage to another stage.
  • Click Delete Stage.
  • The stage will be deleted.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Import Items

by with No Comment BlogMasters

In Zhylar, importing items lets you quickly add your complete product or service catalogue. This includes item names, descriptions, prices, tax details, and units of measurement. You can import from external sources like spreadsheets or CSV files into a centralised inventory. This streamlines sales processes, ensures accuracy, and makes it easier for your team to create quotes, orders, and invoices.

Importing Leads is a quick way to add leads in bulk whilst avoiding any errors.

Importing Items to Zhylar Platform

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Items
  • The Items list view will open.
  • From the top-right hand corner, click ⋮ 3 dots beside Filters
  • Select Import Items.
  • You will be taken to a new page.
  • Upload a file in .xlsx format with the details of your leads.
  • If file is not ready, Download Template File from the right-hand corner.
  • Fill out the data in the filed provided.
  • All fields marked in * are mandatory.
  • Once done, upload this file back in the space provided.
  • Click Import Items.
  • Your Items will be added to the system.
  • From here, click on Go to Item Master to go to the Items module.
  • The imported item will be reflected in the Item List View.
  • In case there is an error with the file upload, simply click Replace File and try again.

Once your Items have been imported, you can now proceed. Read about how to navigate through the Items module at Zhylar.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Import Leads

by with No Comment BlogCRM

Importing leads in a CRM system involves bringing lead data into the CRM. This data includes names, contact details, and company information. Sources of this data include spreadsheets, CSV files, or other software. This enables businesses to quickly centralize all prospect information. They can do this in one secured Zhylar CRM system for organized tracking. Nurturing and conversion are also part of the process.

Importing Leads to Zhylar Platform

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Leads
  • The Leads list view will open.
  • From the top-right hand corner, click ⋮ 3 dots beside + New Lead
  • Click on Import Leads
  • You will be taken to a new page.
  • Upload a file in .xlsx format with the details of your leads.
  • If file is not ready, Download Template File from the right-hand corner.
  • Fill out the data in the filed provided.
  • All fields marked in * are mandatory.
  • For some fields, entry can be punched manually.
  • For others, such as country code, salutation and such, a drop-down arrow will be there. You can select one of the pre-filled values.
  • Once done, upload this file back in the space provided by clicking on the Upload File button.
  • Click Import Leads.
  • Your Leads will be added to the system.
  • From here, go to the Leads module directly by clicking on Go to Leads. Leads have been added to the list view.
  • In case there is an error with the file upload, simply click Replace File and try again.

Importing Leads is a quick way to add leads in bulk whilst avoiding any errors.

Once your Leads have been imported, you can now proceed. Read about how to navigate through the Leads module at Zhylar.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Web Forms

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Web Forms

by with No Comment BlogCRM

Webforms in CRM are online forms that capture customer information directly into the CRM system. They accelerate lead generation by automating data entry. This reduces manual errors and ensures leads or inquiries are instantly recorded. Follow-up occurs immediately.

To create a Web Form

  • Go to Configuration from the left-hand panel
  • Click on Leads
  • Select Web forms
  • Click on + New Web Form
  • Add fields (name, email, custom questions)
  • Click Save.
  • To publish, open the form again. Click Publish.
  • Add expiry day for the form to become inactive. Or, keep the form published forever.
  • A published form cannot be deleted. It should be marked as “Archive” first.

Webform Status

Each webform will reflect a status:

  • Draft– Form not published yet.
  • Publish– Form published and active.
  • Expired– Form has reached expiry date selected by user.
  • Archive– Form moved to archive status. (irreversible action).

Track Leads Generated from Web Forms

  • To track leads generated from a certain web form, click open the form.
  • Click on View Leads
  • You will be taken to a new page.
  • The leads generated from this form will be visible to you.

Managing Web Forms

The actions related to web form and how to conduct them are as following:

  1. Edit– Click ⋮ 3 dots > Update (only if draft)
  2. Form Leads- Click ⋮ 3 dots > Check leads received from particular web form
  3. Clone– Click ⋮ 3 dots > Clone > Rename form title & Save
  4. Copy Link– Click ⋮ 3 dots > Copy Link (Embed on website or share)
  5. Archive– Click ⋮ 3 dots > Archive > Confirm (Form can be deleted)

Delete Webform

  • To delete a webform, you must first ensure that a form is either in Draft/Archived/Expired status.
  • A form presently in Publish status cannot be deleted.
  • Click ⋮ 3 dots > Mark as Archived first.
  • Once done, click ⋮ 3 dots
  • Select Delete (Irreversible action/ published forms cannot be deleted)
  • Provide confirmation
  • Your web form will be deleted.

Expired

  • Once a form has reached its expiry date, the status will reflect Expired.
  • This form can now be deleted, if required.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Email Configuration

by with No Comment BlogConfigurationIntegrations

What is Email Configuration in a CRM system?

Email configuration refers to the setup process that connects your business email account (IMAP or Outlook) with the CRM. This enables users to send, receive, track, and manage emails directly within the CRM. It ensures centralized communication, improves customer engagement, and supports features like templates, automation, and activity logging.

Configure Email

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Configuration
  • Under Integrations tab, select Configure Email
  • A new page will open.
  • Click on “Connect email account” to proceed.
  • Select one of the following email providers to continue.
  • You will be taken to a sign-in page. Fill in your email ID that you want to configure.
  • Select an existing account or add new account.

For Outlook / Microsoft 365 

  1. Click Connect with Outlook. 
  1. A Microsoft sign-in prompt appears. 
  1. Authenticate with your Microsoft credentials. 
  2. Your email has been configured.

Note: One user can configure one email ID only.

Custom IMAP/SMTP setup

Use this option when connecting a non-OAuth email provider (for example, a company-managed mail server).

Step-by-step instructions

  • Open the email integration settings in Zhylar.
  • Select Custom IMAP/SMTP as the connection method.
  • Enter the required email server details:
    • Email address: Enter your full company email address.
    • IMAP host / port: Enter the IMAP server address (e.g., imap.example.com)
    • SMTP host / port: Enter the SMTP server address (e.g., smtp.example.com)
  • Username and password: Enter your company email login credentials.
  • Review the entered server details for accuracy.
  • Click Save to submit the configuration.
  • Once the user completes authentication or enters credentials, Zhylar sends the details to Email Engine for validation. 
  • Email Engine will attempt to authenticate and establish IMAP/SMTP or API session. 
  • A success or error toast message will be displayed.
  • Once a Success message is received that means you are connected. If an error message is received then user will have to check the details provided above or contact zhylar support team for the same.

Configure sending and receiving preferences

After the email account is connected, configure how emails are sent and received within Zhylar.

Sending preferences

  1. Select the default From address (typically the user’s primary email).
  2. Optionally configure an email signature that Zhylar will automatically append to all outgoing messages.

Receiving preferences

  1. Select the email folder to monitor (Inbox is selected by default).
  2. Enable auto-fetch or webhook notifications for incoming emails.

Enable email workflows

Once the email connection is active:

  1. Inbound emails received via EmailEngine APIs or webhooks flow directly into the Zhylar inbox or configured ticketing workflows.
  2. Outbound emails are sent using EmailEngine’s Submit API, with the process fully managed and abstracted by Zhylar.

This ensures seamless email communication and automation across your CRM workflows.

Disconnect Email

To disconnect your email ID,

  • Click on Disconnect
  • Provide confirmation.
  • Your email account will be disconnect.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Email Templates

by with No Comment BlogConfigurationCustomization

Email templates in Zhylar offer pre-designed formats for quick communication, consistency and ensuring accuracy. These templates can be customized for brand alignment.

Getting Started

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • Click on Configuration
  • Under Configuration tab, select Email Template.
  • Create templates for:
    • Deal
    • Quote
    • Sales Order
    • Invoice
  • If Zhylar email is used, the email will be marked as a no-reply email.
  • If email is sent from an integrated personal email ID, replies can be sent to the email.

Add New Template

  • Navigate to desired tab
  • Click + New Template.
  • A side sheet will open.
  • Enter template name
  • Note: Two templates cannot have the same name in the same module. The system will not allow duplicates.
  • Fill out remaining fields
  • Insert variables if required to customize your template. Variables are placeholders used to dynamically insert specific data—such as a customer’s name, deal value, or due date—into templates, emails, or documents
    • List of variables differ from module to module.

The image below represents the variables presented in the Sales Order module:

  • For example, if SO Expiry Date is selected, the system will automatically pick the expiry date added from the sales order.
  • Or, Contact Name is selected, the name willl be picked directly from the name added to the SO.
  • if Click Save.
  • The field options in all templates are the same except in customer portal. Here, only a Template Name, Subject and Body can be added.

AI Email Generator

  • Are you stuck whilst writing your emails?
  • At a loss for words?
  • Not sure how to write a message that will surely make an impact on your clients?

No reason to worry at all because Zhylar offers an AI email generator.

  • Click on AI ✨
  • Provide a prompt for the nature of your email.
  • The AI Email generator has generated email content.
  • Once the text is generated, you can:
  • Refine: Based on your preference, you can ask the AI email generator to refine the text.
  • Insert: Add documents or files
  • Replace: Click on Replace to add this text by removing the existing text in the email (if any)
  • Once done, click on Save to save your AI-generated email template.

Default Template

  • Marked by a white star in a purple circle.
  • First template created under any tab will be automatically marked as default.
  • To Change default template, go to List View
  • Click ⋮ 3 dots
  • Select Mark as Default.
  • If there is only one template in the system, the existing template will be marked as default automatically.

Update Template

To update a template,

  • Click ⋮ 3 dots
  • Select Update
  • Make your changes.
  • Click Save.

Delete Template

To delete a template,

  • Click ⋮ 3 dots
  • Select Delete
  • Provide confirmation.

Note: A template marked as Default Template cannot be deleted.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Leads

by with No Comment BlogCRM

What is a Lead in a CRM system?

A lead is a potential customer who has expressed interest but isn’t yet qualified as a sales opportunity. Leads are the starting point of the sales cycle. They must be carefully evaluated. This evaluation determines their likelihood of converting into deals. Through leads, teams can prioritize high-value prospects.

Viewing Leads in Zhylar

Kanban View (Default)

  • Visual drag-and-drop interface
  • Leads grouped by status (e.g., New, Contacted, Qualified)
  • Quick actions (hover over a lead card).
  • Move leads from one status to another.

List View

Here, you can find a list of all the leads entered in the system.

  • Table format with all lead details
  • Sort & filter (e.g., by date, name, status)

Viewing Leads from Company Module

The leads of a specific company can be viewed from their own profile.

  • From the left-hand panel, select Company
  • Click on Leads tab
  • The leads against this company will be listed for you.

Customizing the Lead Pipeline

You can customize Lead Pipelines in 2 ways:

  • From the Leads Module Click ⚙️. Or,
  • Go to Configuration and click on Lead Pipeline
  • User can Add or Rename the stages here.
  • Users can also change the order of the stages by clicking on the stage name.
  • Update the stage name or click on the two-way faced arrows to shuffle stage positioning.

New Leads

There are two ways to manually add new leads in the system

Option 1: From Leads Module

  • Click “+ New Lead”
  • Fill in required data
  • Save

Option 2 : Shortcut (+) Icon from header

  • A new lead can also be added by clicking the + sign next to the profile.
  • All following steps remain the same.

Managing Existing Leads

Updating Lead Details

  • Find lead (search or filter)
  • Only open leads can be updated. Leads marked “converted” cannot be edited.
  • Click ⋮ 3 dots
  • Select Update
  • Make changes
  • Click Save

Convert Lead

To change a lead’s status to “convert“

  • Click ⋮ 3 dots > View
  • Select Convert
  • One or more of the following actions must be done:
    • The Lead must be linked to a company (existing company or create new) with the data provided.
  • Add Deal Revenue and Deal Closing Date.
  • The Lead will then be converted to a Deal.
  • Once done, the lead will not be visible in all open leads view.
  • This will also help in sorting/searching leads.

Cloning a Lead

  • Click ⋮ 3 dots
  • Select Clone
  • A side sheet will open.
  • Add/Update details or Save Lead
  • A lead can be cloned at any stage.

Deleting a Lead

  • Click ⋮ 3 dots
  • Select Delete
  • Lead can be deleted at any stage
  • Confirm (action cannot be undone)

Leads Activities

  • To view Activities to a Lead, click on View.
  • A new page will open.
  • Here, there are several activity tabs.

Details

Here, you can find the details of the lead.

Activities

  • You will find a list of Activities related to the lead.
  • You can also add Activities and Calls from here directly.

Notes

  • You will find a list of Notes related to the lead.
  • You can also add Notes from here directly.

Emails

  • All E-mails sent vis-a-vis this Lead will be visible here.
  • You can also send new E-mails from here directly.

Files

  • All Files attached to this Lead will be visible here.
  • You can also attach new Files from here directly.

History

  • Check the timeline of the Lead under the History tab.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Activities

by with No Comment BlogCRM

What are activities in a CRM system?

In a CRM system, activities refer to all scheduled or logged interactions with customers, including tasks, events, and calls. Managing these activities helps teams stay organized. It enables them to follow up efficiently. It also ensures strong, timely communication with prospects and customers throughout the sales cycle.

Key Features

  • Centralized Tracking: All interactions in one place
  • Reminder System: Never miss follow-ups
  • Progress Monitoring: Track deal-related activities, e.g., demo meetings, follow-up calls.

Getting Started

  • Log in to Zhylar
  • Go to Left-hand navigation panel
  • From the left-hand navigation panel, click on Activities

Calendar View

  • By default, the page will take you to the Monthly overview of all activities. Some events and calls have been added for the 9th and 10th of June 2025.
  • Switch to Week or Day view to check/add weekly or daily activities from the left hand corner.

Weekly

Daily

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Items

by with No Comment BlogMasters

What are Items in a CRM system?

Items are the products or services your company offers, serving as the core components for quotes and sale. In Zhylar CPQ system, they include configurable options, with each item having a unique SKU and pricing.

Features of Items in Zhylar CRM

  • Central product catalog
  • Custom configurations
  • Pricing and UOM management

Getting Started

Items List View

  • Log in to Zhylar
  • Go to the left-hand navigation panel
  • Click on Items
  • Complete list of all items added
  • All products are marked under two types- Products and Services.
  • Search and filter options

Add New Items

  • Click “+ New Item”
  • Fill required data
  • Add Primary UOM and Secondary UOM (refer section below).
  • Click “Save Item”

Unit of Measure (UOM)

  • Primary UOM: Main measurement unit (mandatory)
  • Secondary UOM: Alternative units (optional)
    • Click on the check box for “Add Secondary UOM”
    • E.g., a laptop could be sold by the piece (UOM- piece/pc) or in quantity if wholesale (UOM- box/bx)
    • Set conversion ratios (E.g., 1 box = x laptop pieces)
    • Remove when not needed

Import Items

To add items in bulk directly to Zhylar system, refer to the article on Import Items.

Export Items

  • To migrate items from Zhylar to your device;
  • Click ⋮ 3 dots
  • Select Export Items.
  • Items will be downloaded in excel format directly to your device

Item Status

  • An item can be marked active or inactive.
  • Active items are products or services available for sale or use in transactions like quotes and invoices. Inactive items are those no longer offered or temporarily unavailable.
  • To mark an item inactive, toggle to inactive status.
  • Ensure the item is not associated with any other module. If so, you will receive an error message.

Managing Items

View Items

To view the details of an item

  • Click ⋮ 3 dots
  • Select View.
  • A side sheet will open up with all the item details.

Update

To update an item

  • Click ⋮ 3 dots
  • Select Update.
  • Make required changes.
  • Click Save.

Delete

You must ensure an item is not associated with any modules. If so, item cannot be deleted.

  • To delete an item;
  • Click ⋮ 3 dots
  • Click on Delete.
  • Confirm deletion.
  • The item will be deleted from the system.
  • If item is associated with some modules, you will receive an error message.
  • Make required changes to proceed.

Filter and Search

  • Use search bar for quick access
  • Filter by category/type or other fields
  • Clear filters to reset view

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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Getting Started with Zhylar

by with No Comment BlogGetting Started

Introduction to Zhylar

Zhylar CRM is a sales enablement platform that helps businesses capture leads, manage deals, and automate their sales cycle. It offers tools like pipelines, Kanban views, document templates, and real-time dashboards to streamline operations. With role-based access and strong data security, it keeps teams focused and information organised.

Different users will be able to see different data based on the access given to them. The CEO will have access to all the data.

Getting Started

  • Begin by logging into your Zhylar account.
  • This is the dashboard.
  • Each user will be able to view data on the dashboard based on how much data access they have.
  • In this example, Mr. Harsh is the CEO of the organization who has complete access to all data.

Left-Hand Navigation Panel

  • The left-hand navigation pane helps user to move from module to module easily.
  • Click on the name of the module to navigate to that module.

Left-Hand Pane Modules

  1. Leads- Never lose a lead once you have stored it on Zhylar
  2. Deals- View deals in List View or Kanban View to close deals quickly and successfully
  3. Quotes- Create, send and revise Quotes to customers with ease
  4. Sales Orders- Draw up Sales Orders to move ahead with your deals
  5. Invoices- Customize documents and send out invoices for quick, efficient payments
  6. Companies- Store data for companies you work with and contacts. Get a 360-degree overview of your interaction with each company.
  7. Items- Maintain a catalogue of the products and services you offer
  8. Activities- Log activities for smooth inter and intra organization communication
  9. Reporting– Get insights and information about data processed in your system
  10. Configuration– Customize your Zhylar as per your needs

Profile + Navigation Bar

On the top-right hand corner, user can click on the initials to view profile.

  • Here, user can check their:
    • Email ID
    • Profile
    • User ID
    • Organization ID
  • You can also switch accounts by clicking on this button.

+ Shortcut Sign

  • On the header, there is a + sign serving as a shortcut for quick access to some major modules.
  • By clicking on this button, you can add new data to your system without navigating to the module.
  • This shortcut is available on the header for all pages, not just the dashboard.

Notification Bell

Check the bell icon for important activity notifications.

Feedback Button

  • Provide feedback to Zhylar. We are committed to bringing the best CRM + CPQ solutions to you, customized just for you.

More Resources

To read about each module in-depth, visit our knowledge base. To better understand how you can ace digitally with Zhylar, watch the tutorial videos.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

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