Law Offices of Robert M. Geller, P.A. · Prepared by Iron Noodle · Geller Blueprint — May 2026

Dave Meeting Agenda — Internal Use Only

Zoho Migration & Spreadsheet Kill List

Ten agenda items for the Zoho build: what has actually migrated off Keep, which systems are being retired and in what order, and the spreadsheet list that doubles as the build spec.

Read the Four Eyes sequencing warning The spreadsheet kill list

Read before switching anything off Four Eyes is a sequenced retirement, not a one-step kill. Collections still runs on it. Rehome collections tagging into Zoho and verify it in production first — the full warning is in section 02.

Systems named in this agenda

Zoho CRMZoho DeskZoho FinanceZoho Sign Zoho PeopleZoho AnalyticsZoho BlueprintKeep Four EyesFix Your FunnelConnect textingPractice Panther Dropbox SignLawPayCTMSharePoint Best CaseSlackZapier

Dave’s Zoho migration has been running 5 months with no end date. The agenda below is ordered so that nothing gets switched off before the work it still carries has somewhere else to live.

01 — CRM Migration

1. CRM Migration Completion (Keep → Zoho)

High priority

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?

02 — Four Eyes

2. Four Eyes — Retire, Sequenced

Kill Prerequisite before retirement

Updated July 2026 Do not retire this in one step. Collections still runs on Four Eyes, so switching it off before collections tagging is rehomed breaks a live money process. Rehome first, verify in production, then retire both versions.

Order of operations

1. Rehome collections tagging into Zoho. 2. Verify it in production. 3. Then retire both versions — not before.

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

03 — Kill List

3. Spreadsheets to Migrate into Zoho

High priority

Spreadsheet	Owner	What It Tracks	Zoho Equivalent
7-tab billing Google Doc	Helene	Cash, checks, refunds, chargebacks, bounces, LawPay	Zoho Finance module or custom module with LawPay sync
Daily retains tracker	Anna Barajas	Hires per day by team member	Zoho CRM report — auto-count by pipeline stage + owner
Cancellations / rehires	Anna Barajas	Cancelled clients who come back	Zoho deal stage reopen tracking
Bounce tracking	Angie Morales	LawPay bounced payments → daily calls	Zoho task auto-creation from LawPay bounce webhook
Hires / conversion reporting	Chris Garcia	Weekly conversion numbers for Danielle	Zoho dashboard — PCLC (lead/set/show/hire)
Monthly filing tracker	Selene Gonzalez	Cases filed per month, unfiled cases	Zoho report from pipeline stage dates
Rescheduling reasons	Selene Gonzalez	Why signings get moved	Zoho custom field on deal record
Signature page tracker	Betty Jo	Which originals are in office	Zoho custom module or checklist on deal
Discharge tracking	Betty Jo	Post-discharge notification + gift box	Zoho workflow trigger on stage change
Reviews tracker	Betty Jo	5-star clients → gift box	Zoho automation: review score → trigger
New hire welcome packages	Betty Jo	Welcome kits for new clients	Zoho workflow on retain stage
341 scheduling	Betty Jo	Case numbers, trustees, hearing dates	Zoho calendar + custom fields
PP incidents	Valeria Beltrán	Practice Panther issues	Zoho Desk or custom module
FYF text categorization	Valeria Beltrán	Manual text sorting	Kill FYF — move texting to Zoho/CRM native
CTM fax log	Valeria Beltrán	Daily manual fax check	Auto-forward faxes to Zoho email parser
Escalated clients	Valeria Beltrán	Attorneys not responding 24–48 hrs	Zoho SLA automation — auto-escalate
Call performance	Valeria Beltrán	Answer rates, call metrics	Zoho + CTM integration dashboard
Coaching log	Valeria Beltrán	Staff training notes	Zoho custom module
Attendance tracker	Valeria Beltrán	Staff attendance	Zoho People or custom module
Sticky notes + Word doc	Ana Guerrero	Paralegal/attorney lookup by name + case type	Zoho assignment rules — auto-route by surname + case type
Client retain form	Via Slack → Google Doc	New retains logged	Zoho form → deal creation → auto-notification
Marketing tracking doc	Helene	PCLC numbers since 2016	Zoho analytics — pull from CRM pipeline
Signing checklist	Paralegals	Pre-signing prep steps	Zoho 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.

04 — Items 4 to 10

The rest of the agenda

Seven remaining items to walk with Dave. Expand each for the detail and the direct asks.

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

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

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?

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?

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?

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)

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.

Sequencing reminder Nothing on this agenda overrides section 02: Four Eyes is retired only after collections tagging is rehomed into Zoho and verified in production.