Kaizen #88 Assignment Rules
Hello everyone!
This week, we will discuss the use cases of assignment rules in inserting, updating, and upserting records.
What are Assignment Rules?
The effectiveness of sales is closely tied to a sales representative's daily tasks, such as promptly following up with leads and providing quick responses to customers. A crucial aspect of achieving this lies in implementing a well-structured and carefully planned lead assignment process that takes into account the diverse requirements of leads originating from different sources. Manual assignment may not be efficient, as leads should not be assigned randomly, but rather based on specific criteria like regional experience or product knowledge. "Assignment Rules" automates the lead assignment process by applying predefined rules that consider factors such as territory and product interest, thereby saving time and reducing errors.
Advantages of Assignment Rules
Zoho CRM's Assignment Rule helps you,
- To filter records based on the given conditions and assign corresponding owners.
- To implement an automated system, the time taken to assign leads manually/records that meet the defined criteria can be significantly reduced, thereby making the assignment process more efficient.
- To assign the filtered records to the specific team in your organization so that they act efficiently to convert leads into contacts and increase your business growth at the earliest possible time.
Where can we create assignment rules on the web UI?
To create an assignment rule, go to Zoho CRM > Setup > Automation > Assignment Rules.
List the Assignment Rules
To list the available assignment rules in your organization.
Request URL: {api-domain}/crm/v4/settings/automation/assignment_rules
Request Method: GET
Sample Response
{ "assignment_rules": [ { "created_time": "2023-05-10T00:00:00-07:00", "modified_time": "2023-05-30T22:10:53-07:00", "default_assignee": { "name": "Logged in User", "id": "${CURRENTUSER}" }, "module": { "api_name": "Leads", "id": "5725767000000002175" }, "name": "Leads from India", "modified_by": { "name": "Patricia Boyle", "id": "5725767000000411001", "zuid": 808233918 }, "description": "Leads from India", "id": "5725767000000526437", //ID of the rule(Leads from India) "created_by": { "name": "Patricia Boyle", "id": "5725767000000411001", "zuid": 808233918 } } ] } |
Apply the rule while creating new records using the ID of the corresponding assignment rule.
Assignment rules on records insert
While inserting records in a module, you need to specify the ID of the assignment rule which you want to execute, in the request body of the API under the json key "lar_id".
Request URL: {api-domain}/crm/v4/Leads
Request Method: POST
Sample Input
{ "data": [ { "Last_Name":"Smith", "Country":"India", "Company":"A Technology", "Email":"smith@aaa.com", "Phone":"+91 87654321**" }, { "Last_Name": "Shane", "Country": "Pakistan", "Company":"B Technology", "Email":"shane@bbb.com", "Phone":"+9230012345**" }, { "Last_Name": "Taqi", "Country": "Sri Lanka", "Company":"C Technology", "Email":"taqi@ccc.com", "Phone":"+947123456**" }, { "Last_Name": "Kane", "Country": "USA", "Company":"D Technology", "Email":"kane@ddd.com", "Phone":"+112345678**" } ], "lar_id": "5725767000000526437" } |
Sample Response
{ "data": [ { "code": "SUCCESS", "details": { "Modified_Time": "2023-05-31T02:24:11-07:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2023-05-31T02:24:11-07:00", "id": "5725767000000619002", "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "$approval_state": "approved" }, "message": "record added", "status": "success" }, . . . } ] } |
Now, we have applied the rule to the new records and assigned them to their respective owner. To verify whether the records have been assigned to the owner specified in the rule, you can make an API request to GET Records API with the ID of the record. Alternatively, you can perform the verification on the web UI.
Assignment Rules on records update
Zoho CRM provides the flexibility to execute an assignment rule while updating records through its Update Records API.
In the sample request, Kane, a lead from the USA, was initially handled by John. However, Kane has now to moved to India, so Lee will become his new owner.
To achieve this, send the assignment rule ID in the 'lar_id' json key of the request body of the API as below.
Request URL : {{api-domain}}/crm/v4/Leads/{record-id}
Request Method: PUT
Note:
It is mandatory to specify the record ID of Kane to update the fields.
Sample Input
{ "data": [ { "Last_Name": "Kane", "Country": "India", "Company":"D Technology", "Email":"kane@ddd.com", "Phone":"+9188255172**" } ], "lar_id": "5725767000000526437" } |
Sample Response
{ "data": [ { "code": "SUCCESS", "details": { "Modified_Time": "2023-05-31T05:46:51-07:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2023-05-31T03:19:19-07:00", "id": "5725767000000619110", //ID of the record
"Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" } }, "message": "record updated", "status": "success" } ] } |
To ensure that the record owner has been changed, verify the same using GET Records API.
Request URL: {api-domain}/crm/v4/Leads/{record-id}
Request Method: GET
Sample Response
{ "data": [ { "Owner": { "name": "Lee", "id": "5725767000000583018", "email": "lee@mail.com", }, "Company": "D Technology", "Email": "kane@ddd.com", . . . "Country": "India", "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001", "email": "patriciaboyle@zoho.com", }, . . . "Phone": "+9188255172**", . . . } ] } |
Alternatively, you can check the updated changes on the web UI.
Assignment Rules on records Upsert
Apply assignment rules during Upsert Records API.
Request URL : {api-domain}/crm/{version}/{module_api_name}/upsert
Request Method : POST
Sample Input
{ "data": [ { "First_Name":"James", "Description":"Checking Assignment rules", "Last_Name": "DJ", "Country": "Sri Lanka", "Company":"D Technology", "Email":"james@mail.com", //system-defined duplicate check field for Leads Module "Lead Source":"Cold Call", "Phone":"+9188255172", "Annual Revenue":"20000" } ], "lar_id": "5725767000000526437" } |
Note:
- Provide the email (a system-defined mandatory field ) for the Leads module. If the record already exists, the system will check for matching data and update the record. If the record does not exist, a new record will be created.
- Provide the assignment rule ID that you want to execute while upserting the record.
Sample Response
{ "data": [ { "code": "SUCCESS", "duplicate_field": "Email", "action": "insert", //No existing records were found. So, the system created a new record. "details": { "Modified_Time": "2023-05-31T12:02:32-07:00", "Modified_By": { "name": "Patricia Boyle", "id": "5725767000000411001" }, "Created_Time": "2023-05-31T11:57:15-07:00", "id": "5725767000000627046", //ID of the record "Created_By": { "name": "Patricia Boyle", "id": "5725767000000411001" } }, "message": "record added", "status": "success" } ] } |
Thank you for your time, and we look forward to bring you another insightful guide in next week's Kaizen.
Cheers!
Further Reading
- What are Assignment Rules and how to configure them? Click here.
- Assignment Rules API
Previous Kaizen - Kaizen: #87 Multi-user Lookup in API V4
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Subramanian K
Sticky Posts
Kaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achievedKaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script
Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.Kaizen #210 - Answering your Questions | Event Management System using ZDK CLI
Hello Everyone, Welcome back to yet another post in the Kaizen Series! As you already may know, for the Kaizen #200 milestone, we asked for your feedback and many of you suggested topics for us to discuss. We have been writing on these topics over theKaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Request for Creating Multiple Email Accounts on One Mobile Number
Dear Zoho Team, I am planning to shift all my work-related communication to Zoho Mail because of its reliability and features. For my work, I need to create 3–4 separate email accounts for different purposes. Could you please confirm if it is possibleSignature issue
Problem: The signature does not appear when replying or forwarding an email. solve issue: settintgs/Signature Check option place a signature above the content with quotation marksmail admin not loading
i am trying to login to mailadmin ... gears keeps rotating forever... its not a password issue whats so ever ... not cookies issues whatsoever from android app i can login but there so few things to do from there .. i changed ip address the same... iUnify All Zoho Video Meeting Experiences into One Standardized Platform
Hi Zoho Team, We would like to share an important user experience concern regarding the current state of video meeting functionality across the Zoho ecosystem. The Problem Within Zoho, there are multiple ways to initiate or schedule a video meeting: ZohoChanging Account in Quote form does not update address information.
I am trying to update the address information in a quote I've created. I corrected the address in the "Account" but that did not change in the quote. If I re-enter the Account Name in the Quote form, nothing updates. How do I fix this?Zoho One Backup of entire account
Hello, When using Zoho one is there a way to backup your entire account of all apps that you are using \ activively using in a single step or do you have to backup each applications data individually? Thanks,ZIA in Zoho Cliq
Is It possible to use the ZIA feature from Zoho Analytics in the Zoho Cliq?Issue with “CC” and “Subject Details” of the initial mail when reply / replied all / forward using Zoho Mail Client (Desktop / Web Mail / Mobile App)
It is observed that when I reply / reply all / forward a mail using Zoho Mail Client (Desktop / Web Mail / Mobile App), the “CC” and “Subject Details” are omitted from the mail which was replied/forwarded. However this is not the case with outlook mailUnable to send Emails - 452 4.3.1 Temporary System Error
Whene ever i request smtp server to send the email (without attachment). i recieve error "452 4.3.1 Temporary System Error"I can't receive email
I cannot receive any email sent to my Zoho email after the free upgrade plan trial is finished.Help for the alisa adding
Sorry, I would like to add a paypal alias on my domain email address. However, the system blocked it. How can I do it?Problem with Writer and Workdrive
Hi team, I’m the super admin for our Zoho One org. WorkDrive is active, and Zoho Docs is deprecated for our org. However, Zoho Writer cannot connect to WorkDrive at all — we’ve cleared cache, tried incognito, and restarted several times. I was able toLite plan attachment said 250mb but actually 25mb ?
Lite plan attachment said 250mb but actually 25mb ? I can't attach over 25mb files, and can't receive mails has attached files over 25mb tooZoho Books | Product updates | August 2025
Hello users, We’ve rolled out new features and enhancements in Zoho Books. From the right sidebar where you can manage all your widgets, to integrating Zoho Payments feeds in Zoho Books, explore the updates designed to enhance your bookkeeping experience.Constant color of a legend value
It would be nice if we can set a constant color/pattern to a value when creating a chart. We would often use the same value in different graph options and I always have to copy the color that we've set to a certain value from a previous graph to makeCan no longer export as pdf
In NOTEBOOK I am no longer able to export notes to pdfs as I used to be able to. When I hit that command it asks where I want to send it, but no matter what I chose there is no pdf attachment that shows up in order to send. Nothing happens.Option to Customize Career Site URL Without “/jobs/Careers”
Dear Zoho Recruit Team, I hope you are doing well. We would like to request an enhancement to the Career Site URL structure in Zoho Recruit. In the old version of the career site, our URL was simply: 👉 https://jobs.domain.com However, after moving toOld vs New Value for Deleted Lookup Values
Suppose the following scenario, where a value in a lookup is deleted: 1. User has countries form 2. Form A has a lookup to countries form 3. User selects Italy in Form A and saves it with the Italy ID 4. Form A report shows Italy 5. Italy is inadvertentlyDesktop app doesn't support notecards created on Android
Hi, Does anybody have same problem? Some of last notecards created on Android app (v. 6.6) doesn't show in desktop app (v. 3.5.5). I see these note cards but whith they appear with exclamation mark in yellow triangle (see screenshot) and when I try tocustomize payment page
Is there a way to customize, other than the theme colour, the payment page that customers are taken to from invoices? I can't seem to find a way. I just don't like the formatting of the current page and would like to make it look better. I've looked atAre Environments Worth It?
In concept, Environments in ZC is a great idea. I think the flow is pretty smart when you compare it to GitHub, especially for a low code audience. However, in practice, I've found it to be unpredictable, and I've only used it a few times. Aside fromEnhanced duplicate check for Leads in CRM
Hello Everyone, We are excited to announce that you can now check for duplicate entries in leads by comparing them with similar records in the Contacts Module. Previously, when you added a lead, only the converted leads were checked for duplicates. ThisPause(1);
I'm using scheduler to invoke an interaction via http post with an external service. The schedule code uses a for-each loop that runs so fast my external application's log files get messed-up (they are named by date-time stamp). What I'm suggesting isIntegration Request: Elementor
Integrating Zoho CRM forms with Elementor, the most popular page builder on Wordpress, would be great. I use it for our site, goenergylink.com, and I have had to use Zapier webhooks to be able to connect it with Elementor. The one issue I have run intoVertical images displayed as horizontal
Some pictures that originally are in vertical position are displayed in horizontal after the upload. It seems that system rotates them by 90 degrees. How can I fix this issue?Ability to Change Visibility of Published YouTube Videos
Hi Zoho Social Team, How are you? We would like to request an enhancement in Zoho Social regarding the management of already published youtube videos. Currently, after publishing a youtube video through Zoho Social, there is no option to change its visibilityAdding anchor links in Zoho CRM email templates
I know you can add anchor link in Campaigns, but I dont see the option to that in the CRM email template. Am I missing something?Support “Never End” Option for Recurring Meetings in Zoho Meeting
Hello Zoho Meeting Team, Hope you are doing well. We would like to request support for creating recurring meetings with no end date in Zoho Meeting. Currently, when scheduling a recurring meeting, Zoho Meeting requires us to select a specific end date.openUrl in blueprints
My customer wants to open a URL at the end of a blueprint transition. Seems this isn't possible right now but it would be very useful. In this thread, https://help.zoho.com/portal/en/community/topic/openurl-not-working the Zoho agent said that it's logicallyIs it possible to pull the Zoho desk data into Zoho analytics in real time
Hi - I am looking to add more dashboards and reports of Zoho Desk in analytics. I see there is a schedule to pull the data into analytics, but I'm wondering if there is an option to pull the data in real time instead of a specific interval?CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive
Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage filesIntroducing the revamped What's New page
Hello everyone! We're happy to announce that Zoho Campaigns' What's New page has undergone a complete revamp. We've bid the old page adieu after a long time and have introduced a new, sleeker-looking page. Without further ado, let's dive into the mainAbility to Add YouTube Video to Playlist During Publishing
Hi Zoho Social Team, How are you? While publishing YouTube videos through Zoho Social, we noticed that the platform currently does not allow selecting a playlist at the time of publishing. Instead, we can only add the video to a playlist after it hasIntroducing Zoho Creator's 2025 Release Projection 2
Hello Creators! I'm Prakash, from the Creator product management team, and today I'm delighted to unveil our next set of features as part of Release Projection 2 for 2025. With thoughtful analysis and planning, we've curated powerful new capabilitiesSharing Form Ownership Among Multiple Users
I would really like the ability to share form ownership among multiple users. It's frustrating to me that if a co-worker wants to make an edit to a form, I have to transfer ownership to them. It would be great if forms could act like google forms, where multiple people can edit a form and view responses.Marketer’s Space - Ace Your Spooky-Season Marketing with Pre-designed Templates in Zoho Campaigns
Hello marketers, Welcome back to another post in Marketer’s Space! We’re in Q4, which means that you have endless opportunities to connect with your audience, starting with Halloween campaigns! In this post, we’ll show you how to design the perfect HalloweenZia expands to China with native features and DeepSeek-powered generative AI features
Hello everyone, We are glad to support Zia native features and Zia generative AI features for our customers in China. From hereon, all AI-features in Desk will be accessible in China data center with the integration of DeepSeek generative AI model. DeepSeekEmail in each module
We have a contact ,module which then has a link to customer assets which in turn the asset has a multiple link to service visits. When we link assets to customers we choose by name and it brings over the associate email via the lookup. Great feature.Global Search placement in the new UI
Having a hard time with the global search placement in the UI redesign. Surely I can't be the only one. Previously global search placement was perfect. A bar at the top/center of the page. Exactly where you would expect it to be. Since the new UI hasIntroducing Skill-Based Ticket Assignment
The goal of every support team is to provide great support, and to do so as fast as they can. To make this possible, it is important that agents spend their time judiciously, especially when they're dealing with a large number of tickets of varying urgencyNext Page