Law Offices of Robert M. Geller, P.A.
Geller Blueprint — May 2026

Zoho Migration & Spreadsheet Kill List

Dave Meeting Agenda — Internal Use Only

1. CRM Migration Completion (Keep → Zoho) HIGH

  • Current status check — what’s done, what’s pending since December
  • Contact migration: all Keep contacts → Zoho (synced or duplicated?)
  • Pipeline stages: Lead → Consult → Retained → Docs → Filed → Discharged
  • Lead source tracking — currently fragmented between Keep, Zoho, and manual spreadsheets. Need single-source attribution per lead.
  • Automation workflows: what moved over, what’s still running in Keep
  • Hard deadline: 60 days to kill Keep entirely. What blocks that?

2. Four Eyes — Kill Immediately KILL

  • Two versions exist (Zoho Four Eyes + Keep Four Eyes). Neither is accurate.
  • Dispositions not recording correctly (Danielle confirmed)
  • What does Dave need to replace Four Eyes reporting natively in Zoho?
  • Call analytics: CTM data → Zoho dashboards instead of Four Eyes

3. Spreadsheets to Migrate into Zoho HIGH

Spreadsheet Owner What It Tracks Zoho Equivalent
7-tab billing Google DocHeleneCash, checks, refunds, chargebacks, bounces, LawPayZoho Finance module or custom module with LawPay sync
Daily retains trackerAnna BarajasHires per day by team memberZoho CRM report — auto-count by pipeline stage + owner
Cancellations / rehiresAnna BarajasCancelled clients who come backZoho deal stage reopen tracking
Bounce trackingAngie MoralesLawPay bounced payments → daily callsZoho task auto-creation from LawPay bounce webhook
Hires / conversion reportingChris GarciaWeekly conversion numbers for DanielleZoho dashboard — PCLC (lead/set/show/hire)
Monthly filing trackerSelene GonzalezCases filed per month, unfiled casesZoho report from pipeline stage dates
Rescheduling reasonsSelene GonzalezWhy signings get movedZoho custom field on deal record
Signature page trackerBetty JoWhich originals are in officeZoho custom module or checklist on deal
Discharge trackingBetty JoPost-discharge notification + gift boxZoho workflow trigger on stage change
Reviews trackerBetty Jo5-star clients → gift boxZoho automation: review score → trigger
New hire welcome packagesBetty JoWelcome kits for new clientsZoho workflow on retain stage
341 schedulingBetty JoCase numbers, trustees, hearing datesZoho calendar + custom fields
PP incidentsValeria BeltránPractice Panther issuesZoho Desk or custom module
FYF text categorizationValeria BeltránManual text sortingKill FYF — move texting to Zoho/CRM native
CTM fax logValeria BeltránDaily manual fax checkAuto-forward faxes to Zoho email parser
Escalated clientsValeria BeltránAttorneys not responding 24–48 hrsZoho SLA automation — auto-escalate
Call performanceValeria BeltránAnswer rates, call metricsZoho + CTM integration dashboard
Coaching logValeria BeltránStaff training notesZoho custom module
Attendance trackerValeria BeltránStaff attendanceZoho People or custom module
Sticky notes + Word docAna GuerreroParalegal/attorney lookup by name + case typeZoho assignment rules — auto-route by surname + case type
Client retain formVia Slack → Google DocNew retains loggedZoho form → deal creation → auto-notification
Marketing tracking docHelenePCLC numbers since 2016Zoho analytics — pull from CRM pipeline
Signing checklistParalegalsPre-signing prep stepsZoho Blueprint (stage transition checklist)
Priority order: Valeria B’s 10 spreadsheets first (she’s basically built the spec), then Helene’s billing doc, then Anna’s phone tracking.

4. Contract / Signature Automation HIGH

  • Currently: Dropbox Sign with 2–5 min manual fill per client
  • Can Zoho Sign replace Dropbox Sign? Or can Zoho auto-populate Dropbox Sign templates?
  • Three agreements per BK client: Initial Retainer → Pre-Petition → Post-Petition
  • Data should flow: Zoho deal record → auto-fill contract fields → send for signature → status updates back to Zoho
  • 3,109 hires/year × 2–5 min manual fill = 100–260 hours of copy-paste annually

5. Texting Consolidation KILL

  • Kill Fix Your Funnel — move to Zoho-native or CRM texting
  • Kill Connect texting — redundant
  • Practice Panther texting: character limits, no notifications — can’t be primary
  • Need: one inbox, one notification system, one thread per client in Zoho

6. Intake Form Rebuild MEDIUM

  • Current: 2019 PDF — outdated, unused fields, missing employment type
  • Need: Zoho CRM form with drop-downs/radio buttons (Ana Guerrero’s request)
  • Auto-populate from consult data (consultant fills during call)
  • Editable fee field needed
  • Calendar color-coding for appointment types (decision made during onsite)
  • Ask Dave: Has Valeria Escobar’s alternative intake form been reviewed? Ana rejected it for bad UX — what was wrong?

7. Round-Robin Scheduling HIGH

  • Cherry-picking problem: phone agents selecting preferred attorney calendars
  • Anna Barajas enthusiastically approved round-robin during onsite
  • Ask Dave: Can Zoho handle round-robin assignment to consultants/attorneys with calendar availability checks?

8. Automated Folder Creation MEDIUM

  • Currently manual: SharePoint folder per case (naming: last, first), Best Case folder per case (copy-paste SSN, contacts)
  • Can Zoho trigger folder creation in SharePoint via workflow? Or Zapier bridge?

9. Dashboard Requirements HIGH

  • Replace Helene’s weekly marketing meeting data (PCLC: leads/sets/shows/hires by source)
  • Replace Chris’s manual conversion reporting
  • Replace Selene’s manual filing volume tracking
  • Pipeline view: how many cases at each stage, how long they’ve been there, who’s blocked
  • Billing: AR aging, bounce rate, payment plan status
  • Phones: answer rate, call volume, calls by agent (replace broken Four Eyes)

10. Zoho Migration Documentation HIGH

  • Dave is a single point of failure. No documentation of what’s been migrated or configured.
  • Need: migration decision log, what’s done vs pending, configuration notes
  • If Dave goes on vacation or leaves, where does the migration stand?
Bottom line: Dave’s Zoho migration has been running 5 months with no end date. Needs a hard 60-day deadline, a documented plan, and the spreadsheet kill list above as his build spec. Valeria B’s 10 spreadsheets are the most detailed functional requirements he’ll ever get — she already defined what the system needs to do.