FAQs : Field Customization

FAQs : Field Customization

How can I create a Formula number field with the 'If, Else' statement?

Currently, you can't create a Formula number field with the 'If, Else' statement. You can only create a formula field using the IF condition. However, you can also achieve the If, Else statement using the If condition.

Let's say you want to make sure that if a check box is enabled, the date field should be populated automatically by filling out next Friday. For example, if you enable the check box today, that date field should be filled with next Friday i.e 16-06-2017. Similarly, if you enable the check box by 17-06-2017, then the date field should be populated with 23-06-2017.

Then, you can define this formula:

If(And(${Deals.checkboxdate},Weekday(Now())==1),Datepart(Adddate(Now(),8,'DAY')),If(And(${Deals.checkboxdate},Weekday(Now())==2),Datepart(Now()),
If(And(${Deals.checkboxdate},Weekday(Now())==3),Datepart(Adddate(Now(),6,'DAY')),If(And(${Deals.checkboxdate},Weekday(Now())==4),Datepart(Adddate(Now(),5,
'DAY')),If(And(${Deals.checkbox date},Weekday(Now())==5),Datepart(Adddate(Now(),4,'DAY')),If(And(${Deals.checkbox date},Weekday(Now())==6),Datepart(Adddate(Now(),3,'DAY')),If(And(${Deals.checkbox date},Weekday(Now())==7),Datepart(Adddate(Now(),2,'DAY')),'')))))))

Can I automatically copy the field customizations in various modules?

No. You cannot automatically copy the field customizations between modules within your account. You need to manually copy the customizations for similar fields in other modules.

Exception:
  1. While creating fields for Leads, you have the option to create the same field for Accounts, Contacts, and Deals.
  2. While creating fields for Quotes, you have the option to create the same field for Sales Order and Invoices.

Note:
  1. For Leads and Quotes, you will not be able to copy the Lookup and Formula fields.
  2. If you want to copy the field customizations from one account to another, you can do so by using the Copy Customization feature.

Related Links:

Are there any restrictions on the number of custom fields that I can create?

Sorry. This is no longer supported by Zoho CRM.
To visit our updated FAQ section, click here.

Why am I unable to copy the custom field values that I created under the address section?

In Zoho CRM, only the values of the default field in the address section can be copied. The custom field values created under the address section cannot be copied. You need to manually enter these values.

Can I change the data type for the custom field that I already created?

No, you cannot change the data type for the custom field that you have already created. For example, if you create a currency custom field, you cannot change it to a text field.

The custom fields that I create for leads do not get transferred when I convert the leads to an account. Why?

The custom field values will not be transferred while converting a lead to account, for these reasons:
  1. The custom fields have not been created for the Contacts, Accounts and Deals - You need to first create the fields in the Accounts, Contacts and Deals modules.
  2. The custom fields are not mapped with the fields in Contacts, Accounts and Deals - You need to map the custom fields in leads with those in the other modules.
To map fields
  1. Click Setup > Customization > Modules and Fields.
  2. Select the Module from the Module List view.
  3. Select the desired module and click Map Dependency Fields.
  4. In the Map Dependency Fields page for the selected module, click New.
  5.  Select the Parent Field from the drop-down list view.
  6.  Select the Child Field from the drop-down list view.
  7.  Click Next.
  8.  Select the values for each parent field value.
  9.  For example, if the parent field is Product Edition, select the Features available for the selected Edition.
  10.  Click the Previous or Next links, if required, to map all the Parent field values to the Child field values.
  11.  Click Save.

How to customize tax rates?

You can customize tax rates in your Zoho CRM account by following the steps given below:

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the Products module from the Modules list view.
  4. Click the More button next to the Products module and select Customize Tax Rates.
  5. In the pop-up window, click the Add or Delete icons to add new taxes or delete existing taxes, as required.
  6. Click and drag the rows around to rearrange their order.
  7. Click Save.
Note: By default, only two decimal values can be included. You cannot customize the tax rate's decimal value.

Can I rename the default fields available in Zoho CRM?

No. The default fields (system defined fields) cannot be renamed in Zoho CRM. However, you can hide the unwanted fields and create custom fields as per your requirements.

Related Links
Can I remove certain fields that I do not require?
How can I add custom fields?

How can I add a value for the Lead Source field?

  1. Click Setup > Customization > Modules and Fields.
  2. Choose the Leads module from the list of modules.
  3. In the Leads layout go to the Lead Source field and click More > Edit Properties.
  4. Click the Add icon to add a new value.
You can also add options in bulk through a pre-defined set of choices by clicking the + Add Options in Bulk option.

How do I change the default value for a picklist field?

You can change the default value for a picklist field by editing the picklist field.

Follow these steps to edit the picklist field:
  1. Click Setup > Customization > Modules and Fields.
  2. Select the desired module from the Module List View. Say Leads.
  3. Click the Create & Edit Fields button.
  4. Move your mouse over the field you want to edit.
  5. Click Settings > Edit Properties.
  6. Choose the desired default value.
  7. Click Done.
  8. Click Save Layout. 

Can I add columns in the popup for the lookup fields?

Yes, you can add columns in the popup for the lookup fields.The columns in the lookup field popup are based on the columns specified for the "All Record" List View. For example, in the Contacts tab, there is an Account Name lookup field. The popup for this field has the columns that are available for "All Accounts" list view in the Accounts tab.
So, if you want to add columns, you need to edit the corresponding List View and add the required columns.

How to make certain fields mandatory or non mandatory in Zoho CRM?

You can make certain fields mandatory or non mandatory in Zoho CRM by following the steps given below:
  1. Click Setup > Customization > Modules and Fields.
  2. Click the desired module. The Layout Editor opens.
  3. From the New Fields Tray on the left, drag and drop the required field type into the desired module section on the right.
  4. Go to the field you wish to edit, click the Settings icon and select Mark as Required to make it mandatory, or remove the tick mark to make it non-mandatory.
  5. Select the check box for the field to make it mandatory, or clear the check box to make it non-mandatory.
  6. Click Save Layout.
Note:
You will not be able to mark some Zoho defined standard fields as non-mandatory. For example: Last Name in Leads and Contacts, Deal Name, and Deal Stages.

How can I change the picklist values?

You can change the picklist values in these ways:
  1. Edit the values - When you edit the value(s), they are not automatically updated in the records where they are used. You need to individually select the records and update the picklist field.
  2. Replace the values - When you replace the value(s), they will be automatically updated in the records where they are used. You need not individually select the records and update the picklist field. See Also Custom Fields

Can I change the columns for the Contact list under an Account?

Yes, you can change the columns in the related lists (Contacts List) under an Account.

To change columns in the Related Lists
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the desired module from the Modules page.
  4. Type in the search bar.
  5. Click on the arrow on the right side of the desired module.
  6. Select the fields that you would like to have from the drop down box in the respective columns.
  7. Click Save.
Related Links

Can I remove certain fields that I do not require?

Yes, you can remove the fields that you do not require while creating a record. Follow the steps given below to hide the unwanted fields:
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the Module from the modules list view.
  4. Click the Trash icon for the corresponding field that you want to remove.
  5. Read the instructions in the pop-up box and click Yes, move to unused fields to remove the field. The removed fields go to the Unused Fields section.

Related Link

How can I add custom fields?

You can add custom fields and capture information specific to your business requirements by following the steps below:
  1. Log in to Zoho CRM with Administrator's privilege.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the Module from the drop-down list.
  4. In the List of Modules page, click New Custom Field.
  5. In the New Custom Field page, do the following:
    1. In the Select Field Type section, select the data type.
    2. In the Provide Field Details section, specify the custom field details.
  6. Click Save.
Note:
  1. You cannot customize all the fields but you can edit or replace certain fields.
  2. In Zoho CRM you can delete only the custom fields.

How can I change the name format to Last Name and First Name?

By default, the name format is set as <Salutation> <First Name><Last Name> for leads, contacts, and users.

To change the name format:

1. Click Setup > General > Personal Settings > Name Format.
2. In the Name Format section, change the name format by dragging and dropping the Last Name to the section before the First Name.
3. The Name Format is updated automatically.

How do I create an auto number field?

You can create an auto number field by following these steps:
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the Module from the Modules list view.
  4. Drag and drop the Auto Number field type from the New Fields tray.
  5. In the Auto Number Properties popup, do the following:
    1. Enter a name in the Field Label field.
    2. Under the Auto Number Format section, enter the Prefix, Starting Number & the Suffix for the auto number value. Check the preview.
  6. Click Done.
  7. Click Save Layout.  

How to create a lookup field?

You can create a lookup field by following these steps.
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select the module you want to create the lookup field for from the Modules list view.
  4. Drag and drop the Lookup field type from the New Fields tray into the required [Module] Section on the right.
  5. In the Lookup Properties popup, enter a name for the lookup field in the FieldLabel text box. (Eg. Referred By. This field now will be available while creating a lead.)
  6. Click Save Layout.
The Referred By Lookup field will be found while creating leads.
The Leads Referred Related List will be found in all records details pages of the Contacts module.
Note: Please note that lookup fields cannot be created for Tasks and Events.
Related Link

How to modify pick list values?

To add or modify pick list values, do the following:

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Click the module you want.
  4. Under Layouts, click the required layout.
  5. Go to the required pick list field, click the icon and select Edit Properties.
  6. In the Pick List properties popup, follow these steps:
    1. To add a new value click the Plus icon against a value and add the value below it.
    2. To delete a value, click the Minus icon against the value.
    3. To rename an existing value, simply type the new name in the place of the existing value.
    4. To add the options all in one shot, click Add options in bulk.
    5. In the Add Bulk Options text box, type one value below the other.
    6. Click Add Choices.
    7. To sort the values, click the Sort icon.
    8. To import values, click the Import icon.
    9. To maximize the popup, click the Maximize  icon.
    10. Choose a value from the Select default value drop-down list.
    11. When no value is selected, the chosen default value applies for this field.
    12. If you wish to make this a required field, select the Required field check box.
  7. Click Done.

How to show or hide fields in Zoho CRM?

By default, all the standard fields are displayed in each module's page layout. However, to
show or hide fields you can follow the steps given below:

To show fields
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select a specific module and click Layout.
  4. In the Layout page, drag and drop the Field label from the New Fields List.
  5. Click Save Layout.
To hide fields
  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Modules and Fields.
  3. Select a specific module and click Layout.
  4. In the Layout page, hover your mouse over the field that you want to hide.
  5. Click the Settings (gear) icon on the right side of the field.
  6. Click Layout Permission and add the profiles for which you want to hide fields.
  7. Select Don't Show for those profiles where you need fields to be hidden.
  8. Click Save.

I have been trying to create a custom field called “Keyword” and Zoho CRM keeps showing an error. Why?

“Keyword” is a default field under the Google AdWords Information section in any lead/contact details page. If you have enabled AdWords integration and then try to create a custom field that is similar to the default fields under this section, Zoho CRM throws an error.

In such a case, you will have to create the custom field with a different name.

Can I map, share or mirror fields across different modules without having to enter the same fields for those modules?

You can avoid the redundancy of entering the same fields across different modules by using custom functions.

How can I set criteria for checkbox type fields?

While using the checkbox type field to set a criteria, you need to specify the value as True (for the checkbox to be selected) or False (for checkbox to be unselected). For example, you want to create a custom view that lists out all the contacts whose Email Opt Out checkbox is selected. In that case, you should specify the criteria as Email Opt Out is True.

Why am I unable to edit a Deal's stage?

If you are not able to edit a deal's Stage field value, it could be because the Probability field has been removed from the Deals module.
A deal's Stage is defined by its Probability. For example, you have defined the stage 'Negotiation" by a Probability of 10%'. If you remove the Probability field altogether from Deals, then the deal Stage has no definition and therefore is no longer editable. In order to be able to edit the Stage, make sure that the Probability field is included back in the Deal Information section.

Can I add or delete the values of the Industry field in the Leads module?

The Industry field is a standard picklist field in the Leads module. This field comes with its own set of default values which can be deleted or replaced and new values can be added.

    • Go to Setup.

    • Click Modules and Fields under Customization 

    • Click the Leads module. 

    • Go to the layout where you want to make changes.

    • Click on the more icon next to the Industry field.

    • Click Edit properties.

    • Use + or - to add or remove the default values.

    • Save the layout.

How do I combine two single line fields using a formula field?

You can use Zoho CRM formula fields to set up fields that can populate dynamically calculated data based on the values returned from other standard or custom fields. For example, you want to combine the First Name and Last Name fields in the Contacts module:

  1. Go to Setup > Customization > Modules and Fields and select the Contacts module.
  2. Click on the layout you want to use and drag and drop the formula field onto the layout editor.
  3. Enter the details as follows:Field label: Full Name
    Formula return type: String
  4. We use the 'concat' function to combine two string values. Insert the following expression: Concat(${RefContacts.First Name},' ',${RefContacts.Last Name})

How do you save a search filter in CRM?

The advanced filter allows you to extract the exact information you need from a module by defining criteria for the results to be displayed.
You can save the filter for quick use whenever you need to look for the same information.
To save a filter:
  1. Go to the desired module.
  2. Select the required module list view.
  3. Select the combination of criteria under Filter [Records] By. You can select any number of search criteria as required.
  4. Click Apply filter and then Save filter.
  5. Enter the filter name and click Save.
  6. You will now be able to find the filter under Saved Filters.

How do I create product serial numbers?

You can create serial numbers for products by customizing the Products module:
    1. Navigate to Setup > Customization > Modules and Fields and select the Products module.
    2. In the products module, choose the layout you want to edit the properties from the list.
    3. Click the  (ellipses) icon and select.
    3. Drag and drop the Auto-number field from the field tray onto your layout.
    4. Choose whether to set a prefix, suffix, and starting number.
 
 
Now every new record you create in that module will have an automatic serial number based on the number format you set. Select the Also update for existing records box if you want to update existing products

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