CRM Hack #3: How to update formula functions for already created records.

CRM Hack #3: How to update formula functions for already created records.

Hello everyone!

 

It’s Wednesday and we are back with yet another hack.. 

 

I'm sure you've used formula fields to meet some requirements specific to your business. Let's consider an example each for external (customer-facing) and internal facing scenarios where you'd have used formula fields. 

 

i) You are an insurance company and have added a formula to determine the age of your customers to check eligibility for a particular policy. 

ii) You have over a hundred potentials and have created a formula to calculate the commission for your sales representative based on the amount in the potential and stage.

 

Now, in both these cases, you'd want to apply to the earlier records as well, right? Here's a simple hack that lets you do update the formula to the records already created.

 

1. Click on the tools icon at the top right corner and go to Setup.



2. Go to the module concerned, say Leads.




3 You'll find a list of new fields that can be used inside the layout on the left side panel. Select the check box, and drag and drop the field inside the layout and rename it appropriately and save the layout. 





4.Go to leads and select the records that are already available using the corresponding checkbox and click on the three dots at the top. Now,select mass update for the checkbox field that you created .



 




What happens now is a mass update of all the records triggering the formula action as well.


PS: Please note that you can only mass update up to 500 records at a time, by selecting 100 records and navigating to the next 5 pages thus selecting 500 in total.

 

 

Try this and let me know if it helped! Until next Wednesday!


PS: Edit to the post. Initially we had the option to update the formula field based on a field update, but this would update the formula field every time when a record is updated. Hence, now to update a formula field you have to make sure the field to be updated must be invoked with the formula field. Here is a example based on a user a requirement. I have a checkbox field called "Mass update check" In order for the formula field to update based on the checkbox field I have to invoke this field within the formula. Here is the formula with the "Mass update check" check box field invoked.

If(Tostring(${Candidates.Mass update check})=='true',Abs(Datecomp(${Candidates.Candidate Updated Time},${Candidates.Phone screen complete}))/24/60,0)

Check and let us know if you have any further clarification.





    • Sticky Posts

    • How to reach the official Zoho Support channels and avoid fake ones.

      Dear Customers, Thanks a lot for choosing Zoho! Our applications are built to help achieve your day-to-day business goals. We are committed to engaging with you, to understand and develop solutions that enhance your productivity.  We are happy and ready to help you use our services effectively. Understanding and avoiding fake support Just like using popular bank names and financial applications for phishing purposes, using Zoho and claiming to be providing Zoho Support or services with false numbers
    • Function #35: Close all tasks associated with a lead and create a new task.

      Welcome back everyone! Last week, we learnt how to close all tasks of a deal depending upon the deal stage. This week, let's look at a custom function that lets you close all of the tasks associated with a lead while simultaneously creating a new task, like when you need to halt all progress towards a lead while the lead is not available at the moment but create a reminder task. Business scenario: The success of a company, in one way or another, is determined by the leads it gets. Each lead is just
    • Zoho CRM Webinar - Redesigning Daily User Experiences with Canvas

      <br> Your users across roles use the CRM for day-to-day tasks that are necessary. Whether they perform their tasks on time, the right way, or at all depends on a lot of factors, including User Experience. Many businesses struggle with rigid layouts,
    • Join us at the Canada ZUG Meetup: What’s New in Zoho CRM

      Hello Zoho Community! Start your year with fresh insights into Zoho CRM’s latest updates and tools. Whether you're a CRM beginner or a experienced user, this meetup is crafted to help you optimise your processes and leverage new features. Explore practical
    • CRM Hack #2: Automate sending of birthday greetings to your customers.

        Hello everyone! What sets you apart as a sales person is your ability to add that personal touch to your business relationship with your customers. Sending a gift on a special day, or leaving a note wishing them on their birthdays, are small, yet significant actions that show your customers that you care. And these are actions done without any expectations :) You must be engaging with a lot of customers and it is highly unlikely that they all are your friends on Facebook or some social channel,
    • Recent Topics

    • How Zoho Contracts Makes Negotiations Clear, Secure, and Transparent

      Negotiation is one of the most critical—and often most chaotic—stages of the contract lifecycle. Multiple stakeholders review the same document, propose changes, debate terms, and exchange feedback. Without the right tools, this collaborative process
    • Error: Invalid Element tax_override_preference

      In both Books and Inventory, we're getting the following error whenever we try to enter any Bill: I think this is a bug. Even cloning an old bill (that obviously was entered just fine), this error occurs.
    • Assign Income to Project Without Invoice

      Hello, Fairly new user here so apologies if there is a really obvious solution here that I am just missing... I have hundreds of small deposits into a bank account that I want to assign to a project but do not want to have to create an invoice every time
    • How to Print the Data Model Zoho CRM

      I have created the data model in Zoho CRM and I want the ability to Print this. How do we do this please? I want the diagram exported to a PDF. There doesnt appear to be an option to do this. Thanks Andrew
    • our customers have difficult to understand the Statements

      our costumers have big problems to understand Zohos Statements. we need a text box after the payment number to explain what the payments are for. Is it possible to develop a version of the Statement with that kind of box and if so whu can do it
    • How to track a list of ALL the items that ONE customer bought?

      Hello, I am interested in getting a list of all the items that only ONE of my customers bought, and the invoices are what show up instead. It's very tedious to go through every single invoice when we sell a lot of items to this customer. Surely there
    • Exchange Rate Updates

      Hi, It would be great that when you work with multiple currencies, the exchange rate updates automagically every day (as seen on Zoho Books) or at least that when you create/update an opportunity the exchange rate could be manually updated, or maybe both!
    • Locked Out of Super Admin Account

      I'm locked out of my Super Admin account and the external e-mail is no longer associated with it. There seems to be a problem during set up, the system ought to ask to assign a new password instead of using Google accounts. Please help me get back access.
    • Emails are going to notification folder and not in inbox

      emails are going to notification folder and not into inbox
    • 550 5.4.6 Unusual sending activity detected. Please try after sometime

      Hi, I am receiving this error message when trying to send my emails. The only reason I can think why this is happening is my previous two emails were bounced back to me due to a non working mailbox error. I have followed the online links for unblocking
    • Projects Home Customization

      Hello! We've been in Zoho One since July of last year, and my team has started providing feedback on what they'd like to do. Their latest wish is that they could have more control over the Projects Home content. For example, they want a card that shows
    • IMAP search support

      Does Zoho Mail support IMAP search? https://www.rfc-editor.org/rfc/rfc9051.html#name-search-command TEXT <string> Messages that contain the specified string in the header (including MIME header fields) or body of the message. Servers are allowed to implement
    • Performance is degrading

      We have used Mail and Cliq for about three years now. I used to use both on the browser. Both have, over the past 6 months, had a severe degradation in performance. I switched to desktop email, which appeared to improve things somewhat, although initial
    • Cannot reorder fields in Page Layout in Expenses and Purchase Requests

      It is very inconvenient that the custom fields in Page Layout cannot be re-ordered. The only way is to remove the fields and re-create them; however, it is impractical. This would affect the reports and dashboards we are having. Not able to re-order the
    • bouncing emails

      My recurring invoices have bounced back
    • Probable Scam / Phising attempt from email pretending to be Zoho

      I think this is a scam email right? It says "zohCworkplace.com". I'm on the Mail Free plan The link in the CTA button seems to go to a redirect. Just wanted to bring it up to the security team.
    • Feature Request: Ability to set Default Custom Filters and apply them via URL/Deluge

      I've discovered a significant gap in how Zoho Creator handles Custom Filters for reports, and I'm hoping the Zoho team can address this in a future update. This limitation has been raised before and continues to be requested, but remains unresolved. The
    • Email Address Search in "To" Field Search is broken, Zoho refuses to fix it

      Typing a part of the email address string other than the beginning of the string does NOT work, I kindly urge Zoho to fix this. Let's say you remember writing an email so someone called "smith" from company "corp.com", but can't remember their first name,
    • Emails not being received by @hotmail.com, @outlook.com and a few others

      When I try to send emails from zoho mail to people with email addresses ending @outlook.com and @hotmail.com (and a few others), I get a 'delayed' automatic email and then a few hours later, an 'undelivered' automatic email. This has started a few months
    • scroll bar for far left of screen

      I am unable to even see the scroll bar to the right of "inbox" etc on the left; it is stuck at "streams" and I can't get to inbox or anything else. It would help if it could be made a lighter color as the black or dark grey can't bee seen.
    • OUt of office every friday

      Hi, I tryed to configure my out of office, because i'm not working or emailing on fridays. But when i select only friday as unavailable day, the out of office still sets for the whole week. What am I doing wrong?
    • Signature line

      How do I set signature line in email
    • Zoho email

      I cannot send email to mail.ru
    • 【参加無料】東京 Zoho ユーザ交流会 NEXUS ー CRMで始めるマーケティング事例 / AI活用法(Zia Agents)

      ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 3月27日(金)に東京、新橋で東京 Zoho ユーザー交流会 NEXUS を開催します! 昨年度までより、さらにパワーアップして戻ってきました! ユーザー活用事例は、2人のユーザーさんからお話しいただきます。Zoho サービスの活用の幅を広げたい方や、他のユーザーの利用法を気軽に知りたい方など、多くの方にとって学びのあるセッションになること間違いなしです✨ また今年は、これまで以上に、AI機能にも焦点を当てて行く予定です。 初回として、Zoho社員からZoho
    • Issue Exporting Data – CSRF Token Invalid Error

      Dear Zoho Team, We are experiencing an issue when exporting data from our Analytics workspace. Whenever we attempt to export data from our analytical pool, the system displays the following alert message: Alert Message: The CSRF token is invalid. It could
    • Deluge Learning Series – Client functions in Deluge | January 2026

      We’re excited to kick-start the first session of the 2026 Deluge Learning Series (DLS) with Client functions in Deluge. For those who are new to DLS, here’s a quick overview of what the series is all about: The Deluge Learning Series takes place on the
    • Zoho Mail 505 error I can not send email

      Hi, I’m having issues sending emails from my custom domain email address. When I send emails to Outlook addresses, I receive an “Undeliverable 505” error. However, emails send and receive correctly when I use Gmail. This is important for my business,
    • Multiple MFA Methods

      With SMS-based MFA methods being discontinued, there is now no way to have mutliple MFA methods. I'd like to add my zoho account on two seperate phones using the Google Authenticator app. In the https://accounts.zoho.com/home#multiTFA/modes you can only
    • Reuse Standalone Function

      I noticed that there's a missing information in documentation to reuse a standalone function and it is because the parameters require an argument. Here is my code and it is working. response = invokeurl [ url: "https://people.zoho.com/api/v3/function/sample/execute"
    • Domain renewals

      Need to know how hoe to renew the domain
    • MX shopify problem

      hello, i added all MX values in my shopify DNS - it shows those values on the shopify panel + your toolkit. I tried to send some email and it works, however on my gmail it says they cant verify this email. When i try to answer into my domain's email -
    • Best Way to Manage Email Notifications While Running a Strategy Website

      I am currently managing a content-based website, and I use Zoho Mail for handling contact forms, user queries, and collaboration emails. One challenge I am facing is organizing incoming emails efficiently, especially when messages come from different
    • What is the maximum email domains ?

      I help manage about 20 associations and I'm looking for a way to centralize them in one place. Does Zoho Mail pro or enterprise support 20-30 domains for 3-5 users each?
    • Add to Workdrive filter

      I'm trying to create a filter that will upload attachments in emails and the e-mail body to a folder in workdrive. I am able to do one or the other (attachment, or e-mail content), but not both. I first tried it using the "Email (EML) + attachment" option.
    • Forgot my admin Panel Id and password

      Sir, I have an account , where a domain mycityestate.in is added for Zoho email , now it is hard for me to manage email because i have forgotten the Email account and password registered with Admin Panel of Zoho. Just need email name which is registered
    • MCP no longer works with Claude

      Anyone else notice Zoho MCP no longer works with Claude? I'm unable to turn this on in the claude chat. When I try to toggle it on, it just does nothing at all. I've tried in incognito, new browsers, etc. - nothing seems to work.
    • Knowledgebase SEO

      We have a custom-domain mapped help center that is not restricted via login. I have some questions: a) will a robots.txt file still allow us to control indexing? b) do we have the ability to edit the sitemap? c) do category URLs get indexed by search
    • Problem with CRM Connection not Refreshing Token

      I've setup a connection with Zoom in the CRM. I'm using this connection to automate some registrations, so my team doesn't have to manually create them in both the CRM and Zoom. Connection works great in my function until the token expires. It does not refresh and I have to manually revoke the connection and connect it again. I've chatted with Zoho about this and after emailing me that it couldn't be done I asked for specifics on why and they responded. "The connection is CRM is not a feature to
    • New Features: Repeat Last Action, Insert Cut/Copied Rows/Columns and Hyperlink

      You might have noticed the constant updates to Zoho Sheet of late. Here are 3 more features that have been added to Zoho Sheet recently: F4 - Repeat Last Action Insert Cut/Copied Rows and Columns Insert Hyperlink Here is a screen cast demonstrating each of these features. Read further below to learn more about these new features. F4 - Repeat Last Action: You can now repeat the last action you made on your spreadsheet by using the keyboard shortcut, F4. It is quite handy and helps you get your work
    • Need help getting my mail on iPhone and Tablet

      I need to access my Zoho mail via the iPhone Mail app. I have entered the login name, password and the incoming and outgoing servers, which my Mail Settings page says are imappro.zoho.com and smtppro.zoho.com. The iPhone keeps saying it cannot authenticate.
    • Next Page