# How to Track Pending Reasons and Documents in Zoho CRM

# How to Track Pending Reasons and Documents in Zoho CRM

If you're looking to enhance your workflow in Zoho CRM by tracking pending reasons and important documents, you’re in the right place. This guide will walk you through the necessary steps to get everything set up efficiently. 

## Setting Up Pending Reasons

### Step 1: Access the Deals Module

Start by navigating to the Deals module in your Zoho CRM account. This is where you'll be managing your sales deals effectively.

### Step 2: Customize the Layout

Next, head over to Setup > Customization > Modules and Fields. This is where the magic happens, allowing you to tailor the module to better fit your business needs.

### Step 3: Edit the Deal Stage Field

In the layout editor, click on **Settings**, then select **Stage Probability Mapping**. Here, you’ll be able to refine how deal stages are represented.

### Step 4: Add a "Reason for Loss" Field

It’s essential to track why deals are lost. To do this, add a picklist field for the “Reason for Loss” under the “Closed Lost” category. This addition will provide clarity and insight into your sales process.

### Step 5: Save Changes

Don’t forget to save your changes to update the layout. Your new field will now be ready for use!

## Tracking Pending Documents

### Step 1: Integrate Zoho CRM with Zoho Sign

A smooth workflow requires efficient document management. Set up an integration between Zoho CRM and Zoho Sign to streamline document signing and tracking.

### Step 2: Create Document Templates

Within Zoho Sign, create templates for the documents you regularly use. This will save time and effort each time a document needs to be sent out.

### Step 3: Send Documents

With the integration in place, you can send documents directly from Zoho CRM. A few clicks will get your documents into the right hands quickly.

### Step 4: Track Document Status

After sending documents, you can conveniently track their status from your Zoho CRM account. Stay informed on whether a document has been opened, signed, or needs follow-up.

## Managing Passports and Other Documents in Zoho CRM

If you need to handle important documents like passports for your contacts, you can easily do so by creating custom fields. Here’s how:

### Step 1: Access the Contacts Module

Go to the Contacts module within Zoho CRM to start managing your contact information more effectively.

### Step 2: Customize the Layout

Navigate again to Setup > Customization > Modules and Fields to modify the contacts layout.

### Step 3: Edit the Contacts Layout

Choose the layout you wish to customize (for instance, the Standard layout) to prepare it for new fields.

### Step 4: Add Custom Fields

- Click on the “+ Field” button.

- Select the type of field you require (like Text or File Upload).

- Create a field specifically for "Passport Number" along with any other necessary documents.

### Step 5: Save Changes

Make sure to save your layout modifications so that the new fields are activated and ready to use.

## Uploading and Tracking Documents

### Step 1: Upload Documents

When you add or edit a contact, you can now fill in the custom fields with the passport number and upload any required documents directly.

### Step 2: Track Document Status

Utilize the Documents module to manage and oversee the status of uploaded documents, keeping everything organized in one place.

## Automating Document Requests

### Step 1: Set Up Workflows

Go to Setup > Automation > Workflow Rules to arrange automatic workflows for document requests.

### Step 2: Create a New Workflow Rule

Define the conditions that will trigger a document request (for example, when a new contact is added).

### Step 3: Set Up Actions

Configure actions, such as sending an email request for documents, to automate the process and ensure nothing slips through the cracks.

By following these steps, you can efficiently manage pending reasons and track important documents within Zoho CRM. If you have any questions or need further assistance with any specific part of this process, feel free to ask!