Assigning Record Owner

Assigning Record Owner

The assign owner action lets you automatically ascribe ownership to a record when the associated workflow rule is triggered. This action applies to all the triggers except delete of a record or cancel of a meeting.
If a record satisfies more than workflow criteria then the owner assignment will be triggered ONLY from the first workflow rule that it matches. For the subsequent workflows, all other actions except owner assignment will be executed. This is because a record owner cannot be kept changing as per every rule. 
Availability
Permission Required
Users with administrative profile can access this feature.


User Assignment

You can select users from three different groups, depending on whom you want to assign the records to.
  1. Based on category - You can select the users from the following categories: Users, Roles and Groups. The user assignment will take place according to the round robin method.
  2. Based on the user criteria - You can define a criteria based on which the user will be assigned to a particular record. All the fields specific to the user module will be displayed here. Also, if more than one users satisfy the defined conditions the user assignment will be based on the round robin method.
  3. Based on assignment rules - You can select the user based on the assignment rule that you have created.

Assigning records to online users

You can assign records to only those users who are online through the web at the moment of assignment. No owners will be assigned or the assign owner action will be skipped if none of the selected users are online. Also, this option will be displayed only when you choose the user assignment based on category or user criteria. 

Send email notification to the selected users

This option allows you to send email notifications to the selected users. Note that the emails will be sent only to the confirmed CRM users.
While assigning the record to an owner, you can also choose to transfer the related records such as open meetings, calls or tasks to the new owner. Only the open activities can be transferred, creation or deletion of a call or task and cancellation of a meeting will not be .

To assign record owner
  1. Go to Setup[] > Automation > Workflow Rules > Create Instant Actions > Assign Owner.

  2. In the Assign Owner page, go to Select User Based On and do the following:
    1. Category - Select users, roles or user fields from the drop-down list.

    2. Criteria - Specify the criteria based on which the record owner will be assigned.
    3. Assignment Rules - Select an assignment rule. All the rules created for the selected module will be displayed. 
      You can also create a new assignment rule. 

  3. Click Assign only to online users, if you want only the online users to be considered.
  4. Click Send email notification to the selected user, to send email notifications.

  5. In Transfer Related Records, select the Related records that you want to transfer from the drop-down list.

  6. Click Save.
Notes
Note
  1. During round robin pattern of assignment if the selected users do not have permission for any module, the ownership of the record will be retained with the previous owner.
  2. You can configure only one assign owner action per rule.
  3. In case the current record owner is selected under the round robin pattern, the user assignment will be skipped.
  4. For a module you can configure only 1 assign owner action. You can configure a maximum of 3 actions.
  5. Assign based on 'Assignment rule' option will be available only for the current module (the module for which the workflow is being created/ edited).

SEE ALSO

      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsRetailOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceForms for Solopreneurs
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit
                              Forms for Government
                              Intake FormsLegal
                              Mobile App
                              Form DesignerHR
                              Mobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic FormsInsurance
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsWufoo alternativeEncrypted Forms
                              Accessible FormsTypeform alternativeSecure Forms

                              WCAG

                                          Create. Review. Publish.

                                          Write, edit, collaborate on, and publish documents to different content management platforms.

                                          Get Started Now






                                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                                Manage your brands on social media

                                                                  Use cases

                                                                  Make the most of Zoho Desk with the use cases.

                                                                   
                                                                    

                                                                  eBooks

                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho Desk.

                                                                   
                                                                    

                                                                  Videos

                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho Desk.

                                                                   
                                                                    

                                                                  Webinar

                                                                  Sign up for our webinars and learn the Zoho Desk basics, from customization to automation and more

                                                                   
                                                                    
                                                                  • Desk Community Learning Series


                                                                  • Meetups


                                                                  • Ask the Experts


                                                                  • Kbase


                                                                  • Resources


                                                                  • Glossary


                                                                  • Desk Marketplace


                                                                  • MVP Corner



                                                                    Zoho Sheet Resources

                                                                     

                                                                        Zoho Forms Resources


                                                                          Secure your business
                                                                          communication with Zoho Mail


                                                                          Mail on the move with
                                                                          Zoho Mail mobile application

                                                                            Stay on top of your schedule
                                                                            at all times


                                                                            Carry your calendar with you
                                                                            Anytime, anywhere




                                                                                  Zoho Sign Resources

                                                                                    Sign, Paperless!

                                                                                    Sign and send business documents on the go!

                                                                                    Get Started Now




                                                                                            Zoho TeamInbox Resources





                                                                                                      Zoho DataPrep Demo

                                                                                                      Get a personalized demo or POC

                                                                                                      REGISTER NOW


                                                                                                        Design. Discuss. Deliver.

                                                                                                        Create visually engaging stories with Zoho Show.

                                                                                                        Get Started Now









                                                                                                                            • Related Articles

                                                                                                                            • Zia's record owner suggestion in Assignment Rules

                                                                                                                              Businesses spend a lot of money, time, and effort to bring leads into the sales funnel. Despite those efforts, research shows that about 24% of U.S. companies take about 24 hours on average to make their first move toward a lead—just enough time to ...
                                                                                                                            • Setting Assignment Rules

                                                                                                                              A sales success is closely coupled with the everyday activities of the reps, such as - number of follow-ups, promptness in getting back to the customers, offering quick answers to their queries, and responding to the support tickets. All these ...
                                                                                                                            • FAQs: Assignment

                                                                                                                              What is an assignment rule and why do I need it? The growth of your business is proportional to how well your sales team is handling the leads inflow and how effective they are in handling the customers and associated deals. Assigning the leads and ...
                                                                                                                            • Assignment Threshold

                                                                                                                              You can use Assignment Threshold to set an upper limit to the number of records that are assigned to individual users. This can be necessary for many reasons: Your customer-facing teams need to maintain their quality of engagement in order to drive ...
                                                                                                                            • What is the key difference between workflow rule for the Calls module and adding Call as an action in a workflow rule?

                                                                                                                              Creating a workflow automation for the Calls module is for efficient call management within CRM — this will automatically perform actions whenever a call is received, made, missed, or scheduled. This significantly reduces the manual effort required ...
                                                                                                                              Wherever you are is as good as
                                                                                                                              your workplace

                                                                                                                                Resources

                                                                                                                                Videos

                                                                                                                                Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                                eBooks

                                                                                                                                Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                                Webinars

                                                                                                                                Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                                CRM Tips

                                                                                                                                Make the most of Zoho CRM with these useful tips.



                                                                                                                                  Zoho Show Resources