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 #222 - Client Script Support for Notes Related List
Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore howKaizen #217 - Actions APIs : Tasks
Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.Kaizen #216 - Actions APIs : Email Notifications
Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes areKaizen #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.
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
Is it possible to turn off all capabilities for a customer to schedule, reschedule or cancel an appointment?
Is it possible to turn off all capabilities for a customer to schedule, reschedule or cancel an appointment? I would like to set it up so only staff can schedule appointments. Is this possible?Is there a way to generate a virtual meeting for a group service in Zoho Bookings?
Are virtual meetings not supported for group services/meetings? I have integrated Zoom with one-on-one services, but I need a way to create an online group meeting. ThanksWhere we can change the icon in social preview
Hi, we changed our logo, and the image that appear in preview (ex : when we post a appointment link somewhere) is still our old logo. I did change our logo in the org setting. https://bookings.zoho.com/app/#/home/dashboard/settings/basic-info?clview=falseZoho Bookings changes Lead Source
Hi. i would like to know if there's a way for Zoho Bookings to not change the lead source when booking a lead for an appointment as the lead source will be used in a report. Scenario: Lead source: Website after booking an appointment Lead source: Zoho Bookings Thanks. DanNeed 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 integerSuggestion: Associating Assets with Company in Zoho FSM
Hello Team, I would like to share an idea based on practical experience. Currently, all assets in the Zoho FSM Asset module are linked to a specific contact person. I would like to know if it is possible to associate assets with a company instead. ThisZoho Inventory / Finance Suite - Extend Visibility of File Names on Attachment Fields
Hi Inventory / Finance Suite team, I noticed recently that when you add an attachment field to a module in Inventory, only the first 8 characters of the file name are visible on the details view. 8 characters is not a useful amount and there is plentyMany Notes Becoming Unusable
Hello. The Notebook app is becoming unusable. I'm getting odd-looking results from my searches. Some of the notes, after clicking on them, show an update button that does absolutely nothing. Not sure what has happened, but it would be nice to get thisKaizen #218: Actions APIs - Field Updates
Hello all!! Welcome back to a fresh Kaizen week. In the previous weeks, we covered Workflow Rules APIs, Actions APIs - Email Notification APIs, and Tasks Update APIs. This week, we will continue with another Actions API - the Field Update API in ZohoHow Contract Types and Templates Form the Backbone of Zoho Contracts
Every contract in Zoho Contracts starts with two essential elements: Contract Type and Template. These are not just administrative steps. They define how every contract in your organization is created, governed, and managed over time. Let us look at theZoho Books Finance Modules Not Accessible in Zoho CRM Mobile App
We have integrated Zoho CRM with Zoho Books using the Zoho Finance Suite integration. In the CRM web version, we can see the Finance modules (Estimates/Quotes, Invoices, Sales Orders, Items, Payments) and are able to create invoices and quotes directlyCRM Related list table in Zoho analytics
In Zoho Analytics, where can I view the tables created from zoho crm related lists? For example, in my Zoho CRM setup, I have added the Product module as a related list in the Lead module, and also the Lead module as a related list in the Product module.Zoho learn Custom portal - networkurl & CustomPortalId
I want to get my individual account’s networkurl and customportalId to use in this API: https://learn.zoho.com/learn/api/v1/portal/<networkurl>/customportal/<customportalId>/manual How can I retrieve the networkurl and customportalId using the API? IConnecting zoho creator to zoho writer to send prefilled documents
i will paste the worflow below // Get user's submitted data from the form userSalary = input.Current_Salary; userCIBIL = input.CIBIL_Score; userEmail = input.Email; userName = input.Name; // You need to get the Document ID from the URL of your Zoho WriterZoho Creator to Zoho Writer for prefilled documents...
In response to the question about connecting Zoho Creator to Zoho Writer for prefilled documents, I wanted to share a working implementation that demonstrates how to use the record_id parameter with the Zoho Writer Merge API. This allows Writer to automaticallyIntroducing our latest privacy enhancement - Hiding email IDs in Zoho Cliq Networks
Hello everyone, Zoho Cliq Networks offers a powerful collaboration platform that allows businesses to create dedicated digital workspaces for external vendors, partners, or individuals you want to communicate with professionally without adding them tozoho performance
OVERALL CONFIGURATION OF ZOHO PERFORMANCE Quarterly performance review Self rating and scoring Manager rating and scoringWhen will it be possible to edit Subform records via either views or tabular reports?
Hey there, data maintenance often requires mass update of quite a lot of records. While this is a piece of cake via either List view or Zoho sheet view, the same cannot be carried out for subform records yet. When one of the two options will be made available?Onboarding
Hello Team, Im yuktha working as HR at Ossisto Technologies. We are currently utilizing zoho for onboarding candidate. right now facing issue with onboarding Attaching the screenshots for your referenceHow do I change a form's name? Why isn't this more intuitive?
Can someone please let me know how to change a form's name?Control Over Zia Generative AI Reply Assistance Behavior
Hello, I would like to request an enhancement to the Zia Generative AI feature, specifically concerning the Reply Assistance within Zoho Desk. Current Issue: When replying to a ticket, the Ticket Properties section is automatically replaced by the ZiaZia now integrated with Open AI in Zoho Desk
The powerful integration of Zia with OpenAI, has empowered Zoho Desk reach a new level of efficiency and performance. With contextual self-service capabilities, Zia enables agents to boost their productivity and delivers superior customer experiences.Zoho Desk Partners with Microsoft's M365 Copilot for seamless customer service experiences
Hello Zoho Desk users, We are happy to announce that Zoho Desk has partnered with Microsoft's M365 to empower customer service teams with enhanced capabilities and seamless experiences for agents. Microsoft announced their partnership during their keynoteEmployee self-service portal: Onboarding and continuous learning platform for support reps
Hello everyone, In any organization, employees must go through multiple courses to learn about the product, their organization's standards, and how to respond to customer queries using the knowledge base articles available. This typically requires completing2024 Email Authentication Standards: Elevating Security with Google and Yahoo
In contemporary email communication, email authentication plays a pivotal role in mitigating email fraud, spam, and phishing attacks. Brace yourself for a new level of security. Starting February 2024, Gmail and Yahoo will be implementing robust emailContact custom field in layout
Good day, all, I have an "Extension" custom field in contacts, and would like to display the contact extension in the ticket layout, but I don't seem to be able to. What am I missing? Thanks RudyExact match in name when searching workdrive
Hello, I am wondering how to search workdrive files/folders with an exact match in the name. For example, when I search across folder with the url param search[name]=someName, I get multiple results such as "someName", "someNameAndMore", or "someNameaccount in a diferent bas currency
Is it possible to have an account in currency diferente from base currency?, lets say, the bas currency in japase yen but asset accut called cash dollars in dollars?Meeting impossible to use when sharing screen
he Meeting tool in Brazil is practically unusable when sharing anything, whether it’s a presentation or simple navigation. When accessed via Cliq, the situation gets even worse: even basic calls fail to work properly, constantly freezing. And as you areChanging the Default Search Criteria for Finding Duplicates
Hey everyone, is it possible to adjust the default search criteria for finding and merging duplicate records? Right now, CRM uses some (in my opinion nonsensical) fields as search criteria for duplicate records which do nothing except dilute the results.Is there a way to create a desktop shortcut for a website course portal?
Hello everyone, I recently got a laptop and bought an online course from a website, Skillwint.com, which I visit regularly. I open that site many times a day and want to create a desktop shortcut so I can open it directly instead of searching in the browserSalesIQ Tip for Admins: Your Safety Net for Data Recovery
Ever clicked 'Delete' in your SalesIQ and then realized it was the wrong item? Maybe it was a prospect's chat that held important context you needed to refer to later on. Or, maybe you deleted an elaborate Zobot that you were still testing or planningDepreciated mergeAndStore Function Help!
Hello, I have a function designed to create a PDF containing information from the fields in a Deals record. There is a Writer Mail Merge template in WorkDrive that is populated via Deluge code, and a copy of the resulting PDF is then attached to the record.Can I execute two 'functions' when completing a mail merge from CRM?
Hi, I have set up a mail merge from CRM Deals to a template. I want a copy of this to be saved in Workdrive, and then a copy also saved back into the deal record from which the merge occurred. I can do both independent of each other, and managed to getExternal Share > Edit: Cannot Create Zoho Files
Hi Zoho, When we create an external share link with Edit permission, our external users are unable to create a Zoho file (Zoho Writer, Zoho Sheet and Zoho Show). They can only upload files. They can edit the Zoho files if we create them internally andZoho Mail iOS app update - RTL languages support and access emails using permalink and universal link, image upload resolution
Hello everyone! In the most recent version of the Zoho Mail iOS app update, we have brought in support for RTL languages(Arabic and Urudu), providing a seamless reading experience with proper text alignment and layout throughout the app. We have alsoWhy are emails sending with @viazohocrm.com ?
I just sent out mass emails from CRM. They are sending from the email below and people cannot reply, and they are getting this message: Address not found Your message wasn't delivered to sales.XXXXXXXX.com.au@viazohocrm.com because the address couldn'tDuplicating and referencing datasets
I am moving from PowerBI to Zoho Analytics and while I find Zoho easier to use in many ways, there is one function that I use in PowerBI that I have not been able to find in Zoho. I have several data sets that I need to modify in different ways to getZoho Inventory Now Supports VeriFactu for Businesses in Spain
Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia EstatalEnhancements to Zoho Map integration tasks
Hello everyone, We're excited to announce enhancements to the Zoho Map integration tasks in Deluge, which will boost its performance. This post will walk you through the upcoming changes, explain why we're making them, and detail the steps you need toNext Page