Click the Export button in the top bar to open the Export Menu. CRM Explorer offers seven export formats suited to different audiences and use cases.

Overview

The Dashboard is the first view you see when CRM Explorer loads. It displays a health score gauge (0–100), key metric cards showing total modules, custom fields, active users, and automation rules, plus a dimension breakdown bar that lets you jump directly to any audit area. Think of it as a single-screen pulse check on your entire CRM configuration.

When to use it

Step-by-step guide

1. Open CRM Explorer - the Dashboard loads automatically as the default view.
2. Review the health score gauge in the top-left - anything above 80 is healthy; below 60 needs attention.
3. Read the metric cards: total modules, custom fields, active workflows, and user count.
4. Click any dimension bar (e.g. "Fields" or "Automation") to jump directly to that audit module.
5. Use the Refresh button in the top bar to re-collect data if your org has changed recently.

Example scenario

Pro tips

Overview

Entity Explorer gives you a searchable, filterable catalog of every module in your Zoho CRM - both standard modules (Leads, Contacts, Deals, Accounts) and custom modules you've built. Select any module to see all of its fields, which layouts they appear in, related lists, and metadata like data type, mandatory status, and API name.

When to use it

Step-by-step guide

1. Click Entity Explorer in the left sidebar.
2. Use the search bar or module-type filter to find your target module.
3. Click a module name to expand its detail view.
4. Browse tabs: Fields, Layouts, Related Lists, and Settings.
5. Click any field row to see its full metadata: API name, data type, mandatory flag, unique constraint, and layout appearances.

Example scenario

Pro tips

Overview

The ER Graph renders an interactive, drag-and-drop diagram showing how every module in your CRM connects to every other module through lookup and multi-select lookup fields. Nodes are modules; edges are lookup relationships. Hover on any edge to see the exact field that creates the link.

When to use it

Step-by-step guide

1. Click ER Graph in the sidebar.
2. Wait for the D3 force layout to settle - nodes will spread out automatically.
3. Drag nodes to rearrange the graph for clarity.
4. Hover over a connection line to see the lookup field name and direction.
5. Click a node to highlight only its direct connections, dimming unrelated modules.

Example scenario

Pro tips

Overview

Field Audit is a six-tab deep-dive into every field across your CRM. It surfaces inconsistencies, coverage gaps, and unused fields that accumulate over time as admins add fields without a governance process. The six tabs are: Picklist, Heatmap, Data Types, Required Fields, Layout Assignments, and Lead Convert Mapping.

When to use it

Step-by-step guide

1. Click Field Audit in the sidebar.
2. Select the Picklist tab - review any fields flagged in red for value inconsistencies across modules.
3. Switch to the Heatmap tab - fields with <10% fill rate are candidates for archiving.
4. Open Data Types to get a count of text, picklist, currency, date, and lookup fields by module.
5. Check Required Fields to confirm mandatory fields have adequate coverage across layouts.
6. Review Lead Convert Mapping to verify no important data is lost during the Leads → Contacts conversion.

Example scenario

Pro tips

Overview

Data Flow maps inbound and outbound data movement for any module - showing which lookups pull data in, which workflows push data out, which blueprints gate state changes, and which custom functions read or write to the module. Select any module from the dropdown to see its complete data ecosystem.

When to use it

Step-by-step guide

1. Click Data Flow in the sidebar.
2. Select a module from the dropdown (e.g. "Contacts").
3. Review the Inbound panel - these are all sources that push data into the selected module.
4. Review the Outbound panel - these are all places the module's data flows to.
5. Click any flow line to see the specific field, workflow, blueprint, or function driving it.

Example scenario

Pro tips

Overview

Automation Map aggregates all of your CRM automation in one view: workflow rules, validation rules, and assignment rules, across every module. Each row shows the rule name, module, trigger type, status (active/inactive), and a 90-day trigger count. Sort by trigger count to find dead automation; filter by module to focus your cleanup.

When to use it

Step-by-step guide

1. Click Automation Map in the sidebar.
2. Use the module filter to narrow to a specific module, or view all automation together.
3. Sort by "90-day triggers" ascending to surface workflows that have never fired.
4. Click any row to expand its details: trigger conditions, actions, and last fired date.
5. Use the status filter to view only Active or only Inactive rules.

Example scenario

Pro tips

Overview

Blueprint Studio renders a visual state diagram for each Blueprint in your CRM. You see every state (stage), every transition between states, which fields are required before a transition can be executed, and which profiles are permitted to make each transition. This replaces the need to click through Blueprint settings one-by-one to understand the process.

When to use it

Step-by-step guide

1. Click Blueprint Studio in the sidebar.
2. Select a Blueprint from the module dropdown.
3. The state diagram renders automatically - states are nodes, transitions are directed arrows.
4. Click any transition arrow to see: required fields, permitted profiles, and any automation triggered on entry.
5. Use the zoom controls to navigate large blueprints with many states.

Example scenario

Pro tips

Overview

Function Registry lists every custom function in your Zoho CRM - Deluge, Java, and others - grouped by category: Standalone, Button, Workflow, Related List, Scheduled, and Connected App. For each function you see its name, category, associated module, and API call context. Use it to audit redundant functions, find orphaned code, and understand what's running in your org.

When to use it

Step-by-step guide

1. Click Function Registry in the sidebar.
2. Switch between category tabs: Standalone, Button, Workflow, Related List, Scheduled, Connected App.
3. Click any function row to see its full metadata: language, associated module, and creation date.
4. Use the search box to find functions by name or keyword.
5. Cross-reference with Dead Weight → Functions tab to identify unused functions.

Example scenario

Pro tips

Overview

Email Templates lists every email template in your CRM, organised by folder. For each template you see its name, associated module, merge fields used, and folder assignment. This lets you spot templates with missing merge fields, orphaned templates with no folder, and templates that reference fields that no longer exist.

When to use it

Step-by-step guide

1. Click Email Templates in the sidebar.
2. Browse by folder or use the search bar to find a specific template.
3. Click a template row to see its merge fields, module, and last modified date.
4. Look for templates flagged with a warning indicator - these reference fields that may have been renamed or deleted.
5. Cross-reference with Dead Weight → Templates tab for templates with zero sends.

Example scenario

Pro tips

Overview

Permission Matrix gives you a complete, cross-profile view of field-level permissions in your CRM. The four tabs cover: an Overview summary, a full Permission Matrix grid (fields × profiles), a Role Hierarchy tree, and a Profile-to-User mapping. This replaces the tedious process of clicking through each profile individually in CRM Settings.

When to use it

Step-by-step guide

1. Click Permission Matrix in the sidebar.
2. Start with the Overview tab for a summary of total profiles and permission coverage.
3. Switch to Matrix - select a module to see a grid of every field vs every profile.
4. Green = read-write, yellow = read-only, red = hidden.
5. Open Role Hierarchy to visualise the reporting structure and inherited permissions.
6. Use Profile → User to see exactly which users belong to each profile.

Example scenario

Pro tips

Overview

User Audit provides a full inventory of every user in your CRM across four tabs: All Users, Active Users, Disabled Users, and Orphans. The Orphans tab is particularly powerful - it surfaces disabled users who still own open records, workflows, or automation, which can cause silent failures in your CRM processes.

When to use it

Step-by-step guide

1. Click User Audit in the sidebar.
2. Review the All Users tab for total headcount, timezone distribution, and confirmation status.
3. Switch to the Disabled Users tab to see all deactivated accounts.
4. Open the Orphans tab - this shows disabled users who still own active records, workflows, or automation.
5. For each orphan, plan a reassignment of their owned items before permanently removing the user.

Example scenario

Pro tips

Overview

Change Checker is the safety net before any CRM modification. Select any module, field, workflow, or function and immediately see: what would BREAK (hard dependency - must fix), what MIGHT be affected (soft dependency - review recommended), and what's SAFE to change. Think of it as a pre-flight check for your CRM.

When to use it

Step-by-step guide

1. Click Change Checker in the sidebar.
2. Select the entity type: Module, Field, Workflow, Blueprint, or Function.
3. Pick the specific item from the second dropdown.
4. Instantly review the three-panel result: BREAKS, MIGHT AFFECT, SAFE.
5. For each item in BREAKS, resolve the dependency before making your change.

Example scenario

Pro tips

Overview

Config Review (formerly Drift Detector) scans your entire CRM configuration and scores it for consistency. It flags issues like: the same picklist field having different option sets across modules, fields that are mandatory on one layout but optional on another, lead conversion mappings that leave data behind, and permission mismatches. The score ranges 0–100; below 70 needs attention.

When to use it

Step-by-step guide

1. Click Config Review in the sidebar.
2. Review the overall score on the Overview tab.
3. For any score below 70, click into each category to see specific issues.
4. Each issue includes the affected module, field, and the exact inconsistency found.
5. Fix issues in CRM Settings, then refresh CRM Explorer and re-run the audit to confirm improvement.

Example scenario

Pro tips

Overview

Dead Weight identifies configuration that exists in your CRM but serves no active purpose: ghost fields (custom fields not referenced in any layout, workflow, or function), unused custom functions (not called by any trigger or automation), and orphaned email templates (never sent, no workflow reference). Cleaning dead weight improves CRM performance and reduces admin confusion.

When to use it

Step-by-step guide

1. Click Dead Weight in the sidebar.
2. Start with the Ghost Fields tab - these are custom fields in no layout, no workflow, and no function.
3. For each ghost field, verify in Entity Explorer that it truly has no references before archiving.
4. Switch to Functions - unused functions can be archived after checking with the team.
5. Review Templates for email templates with no folder assignment and no send history.

Example scenario

Pro tips

Overview

Module Compare lets you select any two modules and view their configuration side by side - fields, layouts, automation count, blueprint status, and permission assignments. This is particularly useful when you have mirror modules (e.g. UK Leads vs US Leads as separate custom modules) and need to ensure parity.

When to use it

Step-by-step guide

1. Click Module Compare in the sidebar.
2. Select Module A from the first dropdown.
3. Select Module B from the second dropdown.
4. Review the diff panels: fields only in A, fields only in B, and shared fields.
5. Check the automation and layout counts for each module to spot coverage gaps.

Example scenario

Pro tips

Overview

Org & Config shows the top-level details of your Zoho CRM organisation: licence type, edition, timezone, currency settings, GDPR and HIPAA compliance flags, connected external services (Google, Microsoft, telephony), API domain, and data-centre region. It's the first stop for a new consultant learning about a client's CRM setup.

When to use it

Step-by-step guide

1. Click Org & Config in the sidebar (bottom of the left nav).
2. Review the licence type and edition - this determines which features are available.
3. Check timezone and currency settings - mismatches here cause reporting anomalies.
4. Verify compliance flags: HIPAA On/Off, GDPR On/Off.
5. Review connected services to see which external platforms are integrated.

Example scenario

Pro tips

Overview

AI Assist turns CRM Explorer from a read-only audit tool into a configuration assistant. It ships with a senior-consultant system prompt, full access to your CRM schema context, and the ability to execute safe configuration changes through a preview-and-approve flow. Every write is previewed before it hits Zoho, and every response is grounded in the audit data you've already collected, so answers are specific to your CRM and not generic Zoho documentation.

What it can do

How it works

1. You type a question or instruction in plain English.
2. AI Assist builds a schema context from your collected audit data - modules, fields, workflows, layouts, users, profiles, email templates, custom functions, webhooks, cross-references via the dependency graph, and pre-computed insights - and sends it to your chosen AI provider with your API key.
3. The AI returns a structured response: a direct answer, a clarifying question (e.g., "which layout?"), a tool-call for deeper data, or a proposed configuration change.
4. For writes, a preview modal shows the exact action before any API call fires. Nothing changes in your CRM until you click Apply.
5. After a successful write, the local schema cache updates immediately so follow-up questions see the new state.

Step 1: Enable AI Assist Mode

1. Open CRM Explorer and go to Connection Setup.
2. Toggle on Enable AI Assist Mode near the bottom of the connection panel.
3. An expanded scope list appears. Add these additional scopes to your Zoho CRM connection:

ZohoCRM.modules.CREATE
ZohoCRM.modules.UPDATE
ZohoCRM.settings.fields.CREATE
ZohoCRM.settings.fields.UPDATE
ZohoCRM.settings.fields.DELETE

These are opt-in. Users who only want the audit don't need them. After adding the scopes, re-authorise the connection.

Step 2: Choose a provider

AI Assist supports three AI providers. You bring your own API key - it is stored only in your browser's localStorage and is never sent to Aaxonix servers.

Step 3: Add your API key

1. Click the AI button in the top bar (visible only when AI Assist Mode is enabled).
2. Pick your provider from the dropdown.
3. Paste your API key.
4. Optional: set a specific model. Leave blank to use the default.
5. Click Test to verify the key works, then Save.
6. Open the AI Assist view from the sidebar to start chatting.

Privacy & data handling

Exploration & analysis

• Summaries: "Summarize my Leads module", "What modules do I have?", "What's in my Deal pipeline?"
• Specific lookups: "Which fields are on the Standard layout?", "What are the Lead Status picklist values?", "Who has the Administrator profile?"
• Cross-references: "Where is the Status field used?", "Which workflows reference the Account lookup?", "What breaks if I delete the Lead Source field?"
• Counts and comparisons: "How many custom fields in Deals?", "Compare Leads and Contacts", "Show field count per module as a chart"
• Health: "What would you clean up first?", "Any orphan fields?", "Which workflows are inactive?", "Show configuration maturity score"
• Temporal: "Show configuration growth over time", "When were these fields added?", "User growth by month"

Configuration changes

Every change is previewed in a modal before it runs. You see the exact action, target module, and payload. Nothing happens until you click Apply.

• Create module: "Create a module called Projects with singular label Project"
• Create single field: "Add a text field called Client Name to Leads", "Add a multi-select field called Service Tags to Leads with options CRM Setup, Training, Support"
• Create multiple fields: "Add 3 fields to Deals: Close Probability (integer), Discount Percent (decimal), Proposal Link (website)"
• Delete a field: "Delete the Agent 3 field from Leads"
• Delete multiple fields: "Delete the Agent 3, Agent 4, and Agent 5 fields from Leads"

Field types supported

AI Assist normalizes whatever data type you describe into Zoho's expected API values:

text, textarea, integer, bigint, decimal, double, currency, percent,
date, datetime, boolean, picklist, multiselectpicklist,
email, phone, website, lookup, autonumber

Type-specific defaults (length, decimal_place, picklist values) are added automatically. For picklists and multi-selects, include the options in your prompt: "add a picklist field Priority with options High, Medium, Low".

Visualizations

When the answer is quantitative, the AI returns a chart alongside the text explanation. When listing items with multiple attributes (e.g., users with their profile, role, and status), it returns a styled table. Charts and tables render inline in the chat.

Multi-step reasoning (tool calling)

For complex questions where the default schema context isn't enough, AI Assist can request specific deeper data before answering. You'll see a "Fetching deeper data..." indicator in the chat when this happens.

Tool calls are hard-capped at 3 loops and 15 queries total per question to prevent runaway costs.

Self-healing writes

When Zoho rejects a write with a fixable error (INVALID_DATA, MANDATORY_NOT_FOUND, DUPLICATE_DATA, etc.), AI Assist automatically feeds the error back to the AI and asks for a corrected plan. Up to 2 retries per write. The retry plan is shown in chat before it runs so you can see what changed.

Example: end-to-end flow

Safety guardrails

• Preview before write. Every create or delete operation shows a modal with the exact action. No API call fires until you click Apply.
• Pre-flight duplicate check. Before creating a field, AI Assist queries the live field list to catch duplicates and returns a clear message instead of a generic Zoho error.
• Scope gating. AI Assist Mode is off by default. Write scopes are only added to your connection when you opt in.
• Loop protection. Tool-call loops are capped at 3 iterations and 15 total queries. Write retries are capped at 2. The AI cannot hang or ring up unlimited costs.
• No record data sent. Only metadata (module names, field labels, workflow names, user names, etc.) is sent to the AI provider. Lead, Contact, Deal, and other record data is never part of the context.
• Change log. Every AI-driven write is logged to localStorage with timestamp, action, and status. View the last 10 entries in the Recent Changes panel at the top of the AI view.

Known limitations

• No undo from inside the widget. Deletes and creates are applied directly in Zoho and cannot be rolled back from the AI. Use the Zoho CRM recycle bin for accidental field deletes.
• No record-level operations. AI Assist works with metadata only (modules, fields, workflows, etc.). It does not create, update, or delete Leads, Contacts, Deals, or any record data.
• Schema freshness depends on collection. Answers are grounded in the last audit collection. If you changed the Zoho config outside AI Assist, click Refresh Now at the top of the widget to re-collect and keep answers accurate.
• Workflow/blueprint creation not supported yet. AI Assist can create modules and fields today. Full workflow, blueprint, and custom function generation is on the roadmap.

Troubleshooting