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
Prevent duplicate with custom fields?
I was wondering something about custom field/custom modules in Zoho Desk. For some reason you can make a custom field mandatory but not unique? For example, if I create a custom module to manage equipment and renewal and make a field serial number noGenerate leads from instagram
hello i have question. If connect instagram using zoho social, it is possible to get lead from instagram? example if someone send me direct message or comment on my post and then they generate to leadWhere is the desktop app for Zoho Projects???
As a project manager, I need a desktop app for the projects I manage. Yes, there's the web app, which is AWESOME for cross browser and platform compatibility... but I need a real desktop app for Projects that allow me to enter offline information whereHow to Automate Monthly PDF Reports with Filters in Zoho Creator
Hi everyone, I’m trying to build an automated monthly reporting process in Zoho Creator and would appreciate suggestions or best practices from anyone who has done something similar. What I’m trying to do: I have a form called New_Customer with fieldsFeedback: Streamlining Note Management in Zoho Notebook
Dear Team/Support, I would like to share some feedback regarding the note management system that could help improve usability and accessibility for users like myself. Notebook 1 (screenshot attached): Currently, the system does not allow selecting andshowing Limit exceeded
Good afternoon...trust you're good. I've been having issues working with but it's not responding. it's showing Limit exceeded, sorry it seems like too many people are working on the sheet right now please try again later. meanwhile no one is working onUpload API
I'm trying to use the Upload API to upload some images and attach them to comments (https://desk.zoho.com/DeskAPIDocument#Uploads#Uploads_Uploadfile) - however I can only ever get a 401 or bad request back. I'm using an OAuth token with the Desk.tickets.ALLLosing description after merging tickets
Hello, We merge tickets when they are about the same topic from the same client. It happens sometimes. We recently noticed that after the merger only the description from the master ticket is left in a thread. And the slave-ticket description is erased.update linked contacts when update happens in account
Hi, I have a custom field called Licence in the Accounts module. When someone buys a licence, I’d like to update a custom field in the related Contacts. How can I achieve this? I noticed that workflows triggered on Accounts only allow me to update fieldsProblem Management Module
I am looking for a Problem Management module within Zoho Desk. I saw in some training videos that this is available, and some even provided an annual price for it. I want an official confirmation on whether this is indeed available. This is not a particularlyUnable to explore desk.zoho.com
Greetings, I have an account with zoho which already has a survey subscription. I would like to explore desk.zoho.com, but when I visit it while logged in (https://desk.zoho.com/agent?action=CreatePortal) I just get a blank page. I have tried differentOffline support for mobile app
Accessing your files and folders from your mobile devices is now quicker and simpler, thanks to the power of offline support. Whether on an Android or iOS device, you can use the Offline function to save files and folders, so you can review them evenZoho Desk KB article embedded on another site.
We embed KB articles from Zoho Desk on another site (our application). When opening the article in a new tab, there is no issue, but if we choose lightbox, we are getting an error "To protect your security, help.ourdomain.com will not allow Firefox toList of packaged components and if they are upgradable
Hello, In reference to the article Components and Packaging in Zoho Vertical Studio, can you provide an overview of what these are. Can you also please provide a list of of components that are considered Packaged and also whether they are Upgradable?Does Attari Messaging app have Bot option and APIB
Hi, Does Attari also have Bot and API as we use in WhatsApp??How to add application logo
I'm creating an application which i do not want it to show my organization logo so i have changed the setting but i cannot find where to upload/select the logo i wish to use for my application. I have seen something online about using Deluge and writingZoho Analytics Regex Support
When can we expect full regex support in Zoho Analytics SQL such as REGEXP_REPLACE? Sometimes I need to clean the data and using regex functions is the easiest way to achieve this.Change of Blog Author
Hi, I am creating the blog post on behalf of my colleague. When I publish the post, it is showing my name as author of the post which is not intended and needs to be changed to my colleague's name. How can I change the name of the author in the blogs?? Thanks, Ramananhow to differentiate if whatsapp comes from certain landing page?
I create a Zobot in SalesIQ to create a Whatsapp bot to capture the lead. I have 2 landing pages, one is SEO optimized and the other want is optimized for leads comes from Google Ads. I want to know from which landing page this lead came through WhatsAppHow to record company set up fees?
Hi all, We are starting out our company in Australia and would appreciate any help with setting up Books accounts. We paid an accountant to do company registration, TFN, company constitution, etc. I heard these all can be recorded as Incorporation Costs, which is an intangible asset account, and amortised over 5 years. Is this the correct way to do it under the current Australian tax regulations? How and when exactly should I record the initial entry and each year's amortasation in Books? GenerallyShow Payment terms in Estimates
Hi, we are trying to set up that estimates automatically relates payment terms for the payment terms we introduced on Edit contact (Field Payment terms). How can it be done? Our aim is to avoid problems on payment terms introduced and do not need to introduce it manually on each client (for the moment we are introducing this information on Terms and Conditions. Kind Regards,When dispatched to crew, assigning lead missing
Hello, For the past two or three weeks, whenever an officer assigns Service Appointment to a team, the lead person is missing from the assigned service list. Therefore, we have to reschedule the SA and then the lead person becomes visible in the assignedI want to transfer the project created in this account to another account
Dear Sir I want to transfer the project created in one account to another accountCustom Bulk Select Button
Zoho CRM offers the ability to select multiple records and invoke a Custom Button This functionality is missing from Recruit Currently we can only add buttons in the detail page and list But we cannot select Multiple Records and invoke a function withPower of Automation :: Smart Ticket Management Between Zoho Desk and Projects
Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automateNeed to set workflow or journey wait time (time delay) in minutes, not hours
Minimum wait time for both Campaigns workflows and Marketing Automation journeys is one hour. I need one or the other to be set to several minutes (fraction of the hour). I tried to solve this by entering a fraction but the wait time data type is an integerBUG - Google Business Buttons - Add a button to GBP Post
I am experiencing an issue with the "Add a button" feature when creating posts for my Google Business Profile (GBP) through Zoho Social. When I schedule or publish a GBP post and include a call-to-action button with a specific URL, the post itself publishesDo you have software like Windows software?
We want swadeshi softwareSupport for Custom Fonts in Zoho Recruit Career Site and Candidate Portal
Dear Zoho Recruit Team, I hope you're doing well. We would like to request the ability to use custom fonts in the Zoho Recruit Career Site and Candidate Portal. Currently only the default fonts (Roboto, Lato, and Montserrat) are available. While theseTrying to export a report to Excel via a deluge script
I have this code from other posts but it gives me an error of improper statement, due to missing ; at end of line or incomplete expression. Tried lots of variations to no avail. openUrl(https://creatorapp.zoho.com/<username>/<app name>/XLSX/#Report:<reportname>,"sameNeed help to create a attach file api
https://www.zoho.com/crm/developer/docs/api/v8/upload-attachment.html Please help me to create it... It's not working for while. Do you have some example?Export view via deluge.
Hi, Is it possible to export a view (as a spreadsheet) via deluge? I would like to be able to export a view as a spreadsheet when a user clicks a button. ThanksZoho Inventory's latest shipping integration updates at a glance.
Hello Users, We would like to share some important news about our latest improvements in the Shipping integration capabilities of Zoho Inventory that we achieved in 2024 with some of our major integration partners in key editions across APAC, North America,Possible to generate/download Quote PDF using REST API?
See title. Is there any way after a quote has been created to export to a PDF using a specified template and then download it? Seems like something that should be doable. Is this not supported in the API v2.0?Creating an invoice to be paid in two installments?
Hi there, I own a small Photographic Services business and have not been able to find a way to fit my billing system into Zoho, or any other Accounting software. The way my payments work is: 1. Customer pays 50% of total price of service to secure theirBug in allowing the user to buy out of stock items
Hi i want to allow the user to buy out of stock items, according to the commerce documentation if i disable Restrict "Out of stock" purchases it will, but it doesnt work, so i want to know if it had any relation with zoho inventory, and if theres anyReplace Lookup fields ID value with their actual name and adding inormation from subforms
Hi everyone, I wanted to see if someone smarter than me has managed to find any solutions to two problems we have. I will explain both below. To start we are syncing data from Zoho CRM to Zoho Analytics and I will use the Sales Order module when givingCan a Zoho Sites page be embedded into another website (outside Zoho)
Hi All, We have a request from a client - they'd like to take one of our information pages created in Zoho Sites and embed it into their own website? I was told through an email with Zoho that this was possible >>Thank you for your patience regardingBug in allowing the user to buy out of stock items
Hi i want to allow the user to buy out of stock items, according to the commerce documentation if i disable Restrict "Out of stock" purchases it will, but it doesnt work, so i want to know if it had any relation with zoho inventory, and if theres anyTransition Criteria Appearing on Blueprint Transitions
On Monday, Sept. 8th, the Transition criteria started appearing on our Blueprints when users hover over a Transition button. See image. We contacted Zoho support because it's confusing our users (there's really no reason for them to see it), but we haven'tNext Page