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 #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.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.
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
Partial payment invoicing
Greetings I have questions related to payments and retainer invoices: 1. When I want to issue a partial payment invoice, I can't specify the portion to be paid or already paid, then balance to be shown as Due. 2. Retainer invoice is only available asInputting VAT Pre-Registration expenses for first VAT Return
Hi Zoho, I've just registered for VAT and am setting up Zoho to handle calculations and VAT return submissions. I'm struggling to figure out how to input the last 4 years worth of expenses into Zoho so that they're calculated in the VAT module. When IAnyone else experiencing very slow loading of pages in Zoho Projects?
I reported this yesterday only to be told there are no issues but is anyone else experiencing stupidly slow loading of pages. On our loading screen, it is taking often as long as 60 seconds to load a page and just stays on this screen for ages! OtherZoho Desk Lookup Field Reporting
Thank you for adding the ability to add additional lookup fields for desk tickets. My question is how do you report against these fields? For example: Associating related accounts to the primary desk ticket account, I am not able to add the lookup fieldsIntegrating asana will cause notification messages to pop up continuously
When I create or edit a task in Asana, the Asana bot keeps updating messages to group chat, which causes the cliq to keep popping up notifications.Entire notebook that had notes has disappeared
I don't know how tf this happened. All I did was uninstall and reinstall the mobile app after fixing a bug I had. After I reinstalled the app, everything was synced back except for one folder which had a bunch of notes in it. None of those notes are inMy site has disappeared from web builder
www.mproperties.uk My site above is still working. However it has completely disappeared from my Zoho sites' web builder. I am therefore unable to edit my site whatsoever. Please help.Trying to trigger email notification based on rollup summary field
Hi there, I'm trying to trigger an email notification via Workflow Rules wherever the rollup summary field "Total Shipments" goes from empty to not empty. However this field is not available from the picklist of options in the Workflow rule. Can anyonezia data enrichment - switch to webamigo Extension
Hello, I have so far used data enrichment via Zia. Now I have installed the Webamigo extension to expand personal data. Unfortunately, nothing has changed after the installation; are there any additional steps needed to switch from the previous methodExport Timeline
With the new Timeline features, it would be really helpful to have the option to export a timeline. When handling customer complaints, having the full breakdown of everything that happens on a module is great but we usually have to send this to anotherInteractions Tab in Zoho CRM: A 360° Omnichannel View of Every Customer Touchpoint
Hello Everyone, Hope you are well! We are here today with yet another announcement in our series for the revamped Zoho CRM. Today, we introduce Interactions Tab a new way to view all customer interactions from one place inside your CRM account. CustomersHow to resubscribe a contact marked as "Unsubscribed (Marked by Recipient)" without using a form?
Hello, I have a question regarding Zoho Marketing Automation functionality. Is there a way for an administrator to change the subscription status of a contact marked as "Unsubscribed (Marked by Recipient)" back to "Subscribed" without using a form? Ideally,Linkedin: when Zoho Social is going serious with it?
Hi, it's been said in the past that Linkedin related features in Zoho Social were well behind those of other social networks because of limitations imposed by the platform. Now that we see around my tools (take taplio.com) frankly outpacing ZSocial on5名限定 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ(7/24)
ユーザーの皆さま、こんにちは。Zoho ユーザーコミュニティチームの藤澤です。 7月開催のZoho ワークアウトについてお知らせします。 2ヶ月ぶりに、渋谷にて「リアル開催」します！ ▷▷詳細はこちら：https://www.zohomeetups.com/20250724Zoho ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho ワークアウト」を開催します。 Zoho サービスで完了させたい設定やカスタマイズ、環境の整備など……各自で決めた目標達成に向け、How to get fields centered in a form?
Is it possible to center fields in a form? Some of my forms do some don't and it is really not aestheticly pleasing? Any help would be greatly appricated. Thanks, Michael McNeillMake Packages from multiple sales order of a single customer
Our customers sends orders to us very frequently, some times what customer wants is to ship items from 5 to 6 sales orders in a single shipment. it will be very nice if, zoho can implement this function, in which we can select items from other sales orders of the customer.Webhooks and Integration
Hey, I was looking to create automation using webhooks or something equivalent of a trigger based mechanism, to connect it as an integration. But I don't find any relevant APIs to setup these webhooks/notifcations for the "Zoho Books". Can anyone pleaseZoho Books X Zoho Expense
Hello there, Please can you tell me if it is possible to sync from Books to Expense? I much prefer the Expense reports to that of Books and the Credit Card feeds work via expense and not Books for me. However I find books is much better to deal with theABILITY TO LOG INTO CUSTOMER PORTAL
I think it would be very helpful to have a button in Zoho Books to be able to see the customer portal so we can see what they see to help them navigate through the portal. Many times, the customer will call about the portal, but without visibility intoSort, filter & save views for BOOKS PROJECTS
Thanks for all the updates. Our firm uses the module for simple internal project accountancy. This means we do everything from the Projects Section but this isn't user friendly at all. You can't do anything with customized your own fields which basicallyedit input format in custom field - sales order
hi, I want to integrate a custom field (multi line text box) in our sales order. It needs to show upper case and lower case letters, numbers, spaces, hyphens and "/". What do I need to put in the custom format to configure these signs? Thanks, TinaThis transaction type cannot be matched with a line on the statement.
When using the books API https://www.zohoapis.com/books/v3/banktransactions/uncategorized/${transaction.transaction_id}/match I get this error "This transaction type cannot be matched with a line on the statement." What I'm doing is for the uncategorizedTimesheets
I wanted to create the timesheets remainder for our team mates who miss out the weekly timesheet entries. While creating the email templates, I couldn't see anything related to timesheets. Since it shows projects Can you help me find and build a oneCan we embed a Kanban Type of report using iframe too?
I tried embedding a report as iFrame but it only appear as List View. It would be helpful if can also embed a Kanban Type of report.Weekly Tips : Save Time with Saved Search
Let's assume your work requires you to regularly check emails from important clients that have attachments and were sent within a specific time period. Instead of entering the same conditions every time—like sender, date range, and attachments included—youHidden Fields with Data Pre-Population and Notification Integration in Zoho Bookings Forms
Dear Zoho Bookings Support Team, We'd like to propose a feature enhancement for Zoho Bookings forms that would improve data management and workflow efficiency: the ability to create hidden fields with pre-populated data. Current Functionality: Zoho BookingsTip #37 – How to ensure compliance and accountability using Advanced Session Audit – ‘Insider Insights’
Hello Zoho Assist Community! This week we will be discussing how to strengthen your remote support operations with better visibility and control. Let’s say your support team handles a growing number of remote sessions each day. At the end of the week,Replace an existing zoho show file with an uploaded one.
For Zoho WorkDrive Upload API method, I have override-name-exist option, which I can use like this: curl https://www.zohoapis.eu/workdrive/api/v1/upload \ -F "filename=mypres.pptx" \ -F "parent_id=j3tzq1ae09c0cd91540df8d01670af05b657e" \ -F "override-name-exist=true"Tip of the Week #66– Use internal comments to collaborate and resolve issues faster!
Ever found yourself stuck on a customer query because you needed inputs from your teammate? Or sent a reply too soon and realized later that someone else on your team had a better context? When you rely on back-and-forth messages in external chats orUsing Zoho One to manage two (or more) businesses
We are one company that operates two business, a scenario that Zoho One doesn't really seem to handle very well, and one which I can't imagine is at all unique to us! (It is basically designed to facilitate branding and use for one business only per subscription).Skip order confirmation step in commerce?
We have a store to sell products that are not shipped to a customer. Right now, when the order is placed, we have to manually 'confirm' the order so the sales order can convert to an invoice and charge the customer. Is there a way to skip the manualFree Shipping Coupon - Zoho Commerce
I love the Zoho platform. Zoho Commerce is no exception; however, I'm struggling with a few common features I cannot find or are missing that I hope someone can help me with. Is there a way to create a coupon code for free shipping?Is there a way to link an item to a liability account?
I collect customer deposits for certain services and hold them in a liability account. However, Zoho Books doesn't let you create an item and assign it to a liability account so how do I create an invoice with an item that records it as a deposit intoSelect a balance sheet account when creating an invoice
Hi, it would be very helpfull to be able to select a balance sheet account when invoicing clients. We bill 30% of the job at signing and we would like to add to deferred revenues. I have to create a transit revenue account and then tranfer to the rightHow to work out commission in zoho commerce based on coupons
HI There Is there any way to produce report based on coupon name in zoho commerce We need to pay commission to various channels who are helping us to increase the online sales so we have number dedicated coupons assigned to the above mentioned channelsRequest for Subform Styling Feature in Zoho CRM Canvas
Dear Zoho CRM Team, We have observed that in the Zoho CRM Canvas view, it is currently not possible to set presets or manage the styles of subform fields. Additionally, the ability to edit subform data directly within the Canvas view appears to be limitedHow to Delete Old Tasks/Streams Assigned by Deactivated Users? 'Operation Not Permitted' Error
Hello, I’m using Zoho Mail and have several old tasks assigned to me in Tasks and Streams. These tasks were created by former employees whose accounts are now deactivated. When I try to delete these tasks, I get an "Operation Not Permitted" error. TheseZoho Books - Sales Person Contact Details on Quotes
Hi Zoho Books Team, I've had various clients ask me about showing the phone number and email of the sales person on Quotes to help eliminate any barriers to closing sales. When I tell them that it is not possible they are always surprised and say somethingRelated products category instead recommended products.
Hi there, It is possible to show related products of the same category (as it works in the rest of the ecommerce) instead of showing recommended products.Uploading PDF files
How do I upload a PDF file to my ZOHO site?Next Page