Transfer Records and Assignment configurations during User deletion

Transfer Records and Assignment configurations during User deletion

Hello everyone,

We have made few updates to the Delete user option in Zoho CRM. The update will allow you to transfer the records and the assignment configurations of one user to another before deleting them from the CRM account.

While deleting a user will come across the following options:
  • Delete users without transferring their records: You can select this option if you do not want to reassign any record to other users. For example, if the records were co-owned by other users then you do not have to reassign them. Also, if you want to maintain the history of the deleted records you can choose not to transfer the records.
  • Delete users after transferring the records: You can select the following options from the below list:
    1. All the open records owned by the user only in the Deals and Activities modules. Note that, the closed records that are in the deleted user's ownership will continue to display their name.
    2. All the assignment configurations that are meant to assign new records to the deleted user through field update actions in workflows, blueprints, and macros and also through assignment rules.
      For example, if an assignment rule is configured to assign record to a deleted user, then it can be transferred to the new user.
    3. All the rule-based criteria that are associated to the record owner such as custom views, workflows, approvals, case escalations, blueprints.
      For example, if a workflow is configured such that the record owner's overdue task is escalated to the manager, then if the record owner is the deleted user the record will be transferred to the new user. And, the rule will also be applicable to the new user.
Besides this, there are a few instances when we will retain the deleted user's name or not transfer the records to a new user. You can find those instances here.

Kindly refer to our help document for more details.
Also, take a look at our post on: Important Updates in Zoho CRM Outlook plug-in and Marketplace


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