Lookup Filters

Lookup Filters

Alert
Some of the features are available only to specific customers.

Overview

Lookup filters in Zoho CRM help streamline data selection by ensuring users can only choose relevant records when associating data across modules. This reduces the risk of errors by curating the available options based on specific criteria.
By applying lookup filters, organizations can:
  1. Ensure more accurate and relevant associations between records.
  2. Simplify the selection process for users by narrowing down the options to only those that meet predefined criteria.
  3. Improve data consistency and reduce manual errors, as users are guided toward the correct options.
Lookup filters are especially useful in scenarios where only certain records from another module are valid or necessary for the task at hand, ensuring better data integrity.

Availability

Permission Required
  1. Users with Module Customization permissions can configure lookup filters.
  2. Available in Enterprise and above editions.

Business Scenarios

Scenario 1
Scenario 2
Scenario 1
Let's say you want your lookup field to display only active accounts in the Deals module. Accordingly, you can create a lookup filter condition like that will filter records when the Business Active check box field is in the selected state.

During deal creation, when the sales rep looks for accounts, only the active ones will be displayed.

This way, the sales rep doesn't need to rummage through an exhaustive list of records to select the active accounts.

Scenario 2
Picture this scenario where a sales manager is finalizing a complex deal and needs to involve a subject matter expert (SME) for extra support. The lookup field can filter results dynamically and list the experts whose expertise matches the service requirements of the deal. 

So, if the Service required is Product Customization, the lookup filter would automatically list only SMEs whose Expertise matches the Service requirement, Product Customization.


Adding a lookup filter

You can configure lookup filters by setting criteria in two ways:
  1. Value-based criteria: Specify the values that records must meet to appear in the lookup field. For example, you can set the filter to show only accounts where the "Industry" is "Technology". this means only records matching the pre-defined values will be available for selection.

  2. Field-based criteria: Use values from fields in the current record to filter the lookup options dynamically. For instance, if you're editing a contact record, you can configure the filter to display only those accounts where the "City" field matches the "City" field value in the contact. This makes the lookup options context-specific and responsive to the data being entered.

To add a lookup filter
  1. Go to Setup > Customization > Modules and fields.
  2. Select a module and a layout.
  3. Click Edit layout .
  4. In the layout, select a lookup field and click the More icon.
  5. Click Edit Properties .
  6. In the Lookup Properties popup, check Filter lookup records .

  7. Select the desired field for the criteria, and select the comparator.
  8. Select the condition and choose whether to match it with a value or field.

    1. For field-based criteria, select the field from the module whose value should be considered.
  9. You can add/remove criteria with the +/- button.
  10. Click Save.
  11. Check Validate lookup filter during record edit, if required.

    Note:
    The "Validate lookup filter during record edit" option during record editing is useful when associated values or fields have changed due to updates. It allows users to re-check and confirm that the correct records are still linked when editing the record.
  12. Click Done .

Points to remember  

  1. Supported fields for lookup filter:
    1. Lookup fields in both layouts, and subforms.
    2. User fields in both layouts, and subforms
  2. Lookup filters are module-specific - The lookup filter applied to a field will be automatically applied for all layouts within a particular module if the field is present in those layouts.
  3. Record conversion - Lookup filters are not validated when records are created via conversion. However, after conversion—if such a record is edited—the system will prompt the user to make changes to match with the lookup criteria.
    You can prevent this by setting the same lookup criteria in both the Leads and Contacts modules or the Accounts or Deals modules, as well as in the case of the Quotes, Sales Orders, and Invoices modules.
  4. During import, data from the lookup field will be imported only if it matches the filter criteria configured in the module. If the criteria doesn't match, the value will not be imported.
  5. If a record is created using a workflow rule, validation will not be carried out for the lookup filter criteria. 
  6. For lookup filters with Field-based criteria, the fields from the current module will be of the same type as the field selected in the lookup field. For example, if a Date, or Date/Time type field like Added Time from the lookup module is selected for the filter, similar fields from the parent module like Last Activity Time, Converted Date Time, etc. will be listed for the field-type matching.



    • Related Articles

    • Field of Lookup

      Overview Lookup fields enable users to associate records between two modules. Let's say, for example, you have two modules: Students and Courses. By adding a lookup field called Course type in the Students module, users can select a course when a new ...

    • Working with advanced filters

      Zoho CRM's advanced filter is a useful tool for finding information in a specific CRM module. Once you've filtered the records, you can perform actions like sending emails, adding tags, changing record owners, updating fields, and more. You can even ...

    • List view and saved filters in Zoho CRM iOS app

      A list view displays records from a module in a list format, showing relevant data based on pre-defined criteria. Businesses often manage a large volume of records, and finding the right one to follow up on can be challenging. List views solve this ...

    • Kaizen posts 2023: Client Script series

      Here is a complete list of Kaizen posts related to Client Scripts published in 2023. Sl. No. Title Description 1 Client Script Support for Wizards Learn how to customize wizards with Client Script with the help of this post. 2 Client Script ZDKs for ...

    • Guided selling in CPQ

      Guided Selling — An Overview Guided selling is a popular process in which a seller is guided through complex product/service offerings and is enabled to make the best decisions for a customer based on their needs and preferences. This guidance often ...