Zoho CRM
Can I use the tags created by other users?
Yes, you can share tags with other users as long as they have the permissions to access your records.
Can I automatically replace tags? For example, if a customer's Contact Status is updated to Contacted, can the To-be-contacted be replaced with the Contacted tag automatically?
You can overwrite tags in bulk automatically via workflow rules as well as automated actions in Blueprint. Note that ALL tags associated to the record will be replaced with the new tag and not a specific one alone.
Is it possible for me to merge similar tags? If so, how?
Yes. You can merge similar tags. Simply go to the Manage Tags section of a module and Edit a tag. When you update the tag name to an existing tag, CRM will throw an alert, "Tag already exists. Do you want to merge this Tag?" Click Yes, Merge. The two ...
What happens when I delete tags associated to a bunch of records? Will I be able to delete tags used by others?
When you delete a tag, it will be dissociated from all the records on which it has been applied. Please note that if a tag is associated as part of criteria in workflow rules, reports, custom views etc (wherever criteria are applicable in CRM), you ...
Can I add tags via the CRM mobile app?
No, currently you cannot add tags via the CRM mobile app.
Can I import specific tags and attach them to records?
Currently there is no "Import Tags" option in CRM. However you can assign tags to a bunch of records upon import.
Can I use tags as a parameter to generate reports using Advanced CRM Analytics (Zoho Reports)?
Currently, tags do not sync with Advanced CRM Analytics. This is on our roadmap. However, you can generate built-in reports in Zoho CRM (Reports module), with tags as part of the report criteria.
Can I overwrite existing tags?
Yes, you can overwrite tags. This can be either using the Add Tags option from the [Module] List View or via workflow rules/Blueprint.
Can I only add tags to records that I own?
By default, you can add tags to records you own. You can also add tags to records for which you have the Add/Edit permission.
Can tags be exported?
No. Currently, you do not have an option to export tags separately. However, when you export records from a module, the corresponding tags are exported as a column in the spreadsheet.
I am not able to add tags to records. Why?
These could be the reasons why you're unable to add tags to records: You don't have the permissions to add tags. Make sure permissions to add Tags is enabled under Other Permissions in your user profile. Your CRM organization account has exceeded the ...
How do I flag or group contacts, so as to see them all listed on one page?
You can use tagging to group all contacts relevant to a specific project on one page. Learn more about tagging here.
When working on projects which target prospects and involve many stakeholders, how can I flag groups of contacts for any project related activity?
You can use the tagging feature to flag the right contacts for any project related activity. Read more about tagging here.
How do tags work differently from a multi-select picklist field?
The thin line that separates tags from multi-select picklist values is the purpose that both of these solves. While tags are meant to help you categorize and prioritize records, multi-select picklist fields are part of the record information. For ...
Where are all the tags for a module maintained?
Tags for a module are maintained under the Manage Tags section. Go to the required module, click on the More icon in its list view and click Manage Tags.
If a record meets the criteria of many Blueprints, which one gets executed?
The order in which the Blueprints have been listed decides the order of execution. If a record meets criteria of multiple Blueprints, whichever Blueprint appears foremost in the list gets executed. You can reorder Blueprints at any time based on ...
Can I mandate the status update of a Task in the During Transition settings?
Currently, you cannot associate a task update as part of the During Transition settings. This is, however, expected soon.
Can a Transition Owner execute a Transition even if he/she does not have access to the record?
Yes. When a Transition is assigned to a user who does not have access to the record, the user will be able to perform that Transition but not edit the rest of the record. A Transition owner can access records assigned to him/her from the My ...
Can Workflows or Approvals or Assignment rules overwrite Blueprint?
Other than Workflow, no other automation tool can override any action of Blueprint.
I have configured a Blueprint. But records have not entered the process even though they meet the Blueprint criteria. Why?
A Blueprint is disabled by default. Make sure that it is enabled. A Blueprint could be created for specific layouts. Verify if the record in question belongs to the layout specified in the Blueprint settings. If your Blueprint entry criteria ...
I have deleted Blueprints associated with a pick-list field, yet I am unable to edit the pick-list values.
If you wish to edit the values of a pick-list field while you have Blueprints based on it, you will not be able to edit the values until the Blueprint is deleted. Even after deleting the Blueprint, if you continue to get the error, it means you have ...
How can I create my own sales process in Zoho CRM?
You can use Blueprint to create your own sales process. Learn more about Blueprint here.
How do I choose the records that should enter a Blueprint that I created?
You can set any entry criteria while creating a Blueprint. Only the records that satisfy these criteria will enter Blueprint in the order in which they are placed under the rule listing page, i.e. under Setup > Automation > Blueprint.
I have created a Blueprint as a Continuous Blueprint. How do I switch to a regular blueprint?
Currently, you can't switch from a continuous blueprint to a regular blueprint. However, an update is expected shortly.
If a user doesn't have access to a particular record but is made a transition owner, can that user execute the transition and edit the record too?
Blueprint overrides the field access rights set for a user. For example, if a user has Read-Only access to the Amount field, but needs to execute a Transition that mandates the Amount field, he or she can update the amount while executing the ...
I would like to send email alerts after a transition has taken place in Blueprint. Is this possible?
Yes, you can configure your Blueprint to send email alerts after transitions. You just need to configure the transition by choosing Email Alerts under the After Transition stage of your Blueprint. Read more about actions that can be automated in the ...
Is there a limit to the number of Blueprints I can create in Zoho CRM?
Yes. Blueprint is available from the Professional Edition onwards. Following are the limits for Blueprint in Zoho CRM. Professional - 3 (includes default Blueprints) Enterprise - 20 (includes default Blueprints) For further limits on Transitions and ...
How will I know the number of records that are currently in a Blueprint and how many records have completed processing a Blueprint?
You can check for these details by going to Setup > Automation > Blueprint > Usage. You will not just get reports of how many records are in a Blueprint and how many records have completed processing a Blueprint, but also reports on Average time ...
I have assigned a Transition to a specific user but the Transition is visible to other users as well. Why?
A Transition will still be visible to users other than the Transition owner, if the user is on the Administrator profile.
Why should I verify and confirm the email address that I used to sign up for Zoho CRM?
After signing up with Zoho, it is important that you verify your email address. This is required to confirm that the email address does not belong to someone else and that you have not typed it wrong. Please note that you will be able to use the ...
Can I view Google AdWords Info in the Visits page? If so, how?
Yes. To view the Google AdWords information in the Visits Details page Click on the Visits Module Click on the desired Visit. In the Visits Details page, scroll down to the Marketing Information section. The relevant Google AdWords info is displayed.
How do I know if mail sync after configuration is complete?
Email synchronization largely depends on the number of emails among other factors. You will receive a confirmation email after the mail sync is complete.
Where can I see my emails sent to a lead/contact using IMAP?
To view emails sent to a lead or contact using IMAP: Go to the Records Details page of the desired lead/contact In the Emails section, select the desired IMAP shared user from the pick-list field. The emails sent via IMAP are displayed.
Where do I find the IMAP configuration page?
Log in to your Zoho CRM account Click Setup > Personal Settings > Email settings The IMAP Configuration section is displayed under the The IMAP / POP3 (Zoho Mail) tab
What are the consequences of deleting a user?
The user deleted from Zoho CRM cannot be admitted again as the same user. This is a permanent action. You can add this user again, but he/she will be considered as a new user by Zoho CRM. The old integrations/records will not be automatically ...
When I delete a user, what happens to the records owned by the user?
The records owned by a user you have deleted remain in Zoho CRM even after you delete them. You can transfer their records at any time. But we strongly recommend that you mass transfer the records to a new owner before you delete them. See also: How ...
A few records are locked for editing and waiting for approval, the Approval Tab says “No pending approvals”. How is that?
The Approval Tab only shows records waiting for your approval. If a few records are shown as locked for editing, it might be that they are waiting for the approval of other users in your organization. The records details page has information about ...
Can I remove the Approval tab?
No. The Approval tab cannot be removed or renamed. It exists by default just like the Home tab.
If I configure multiple actions on approval, which action gets executed first?
All actions on approval are executed together.
What if a record meets more that one rule entry in an approval process?
If a record meets more than one rule entry, it will be submitted for approval based on the first rule entry that it matches in the given approval process.
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