FAQ: Connected Records

FAQ: Connected Records

General Questions 

What are Connected Records in Zoho CRM?

In Zoho CRM, modules can be linked by sharing common records or using lookup fields, which establish a parent-child relationship between modules. While lookup fields are commonly used for interlinking, particularly in Contacts, Accounts, and Deals, other modules primarily depend on lookup fields to form connections.

Unlike lookup fields, which require predefined relationships, it's not feasible to establish fixed connections for every module you might need. This is where Connected Records come in. When you add a module using Connected Records, a relationship is automatically created from the module where the connection is initiated. Currently, only Team modules are supported in the Add Connected Record option.

Connected Records allow you to seamlessly link modules, enabling a unified view of interactions and relationships between records. By bridging the gap between Team modules and Organization modules, this feature helps you:
  1. Gain deeper insights into related data and customer interactions
  2. Streamline workflows by reducing manual data navigation
  3. Enhance collaboration across teams by making relevant records easily accessible
With Connected Records, you can manage module relationships effortlessly, improving efficiency, visibility, and usability within your CRM.

How do Connected Records improve CRM data management?   

Connected Records:
  1. Provide a centralized view of linked records
  2. Improve collaboration between departments using different modules
  3. Automate connections through workflow rules, reducing manual effort

What is the difference between a Lookup Field and a Connected Record?

Feature

Lookup Fields

Connected Records

Relationship Type

One-to-One

Many-to-Many

Data Linkage

References one record

Links multiple records dynamically

Automation Support

Cannot be auto-created via workflow

Can be auto-created via workflow

Visibility

Appears as a field in a module

Appears as a section in module details


Is connected records available for all CRM accounts? 

This feature is available in the next gen UI for all the accounts by default. Currently, only Team modules can be added as connected records. So, the Connected Records related list will appear in a record only when a Team module has been created.

Are there any limitations to the number of connected records that can be created? 

There are no limitations to the number of connected records that can be created.

Technical Questions

 How can I manually create a Connected Record?   

 To add from Org Module: 

  1. Navigate to the org module from where you need to create connected records.

  2. Select the record from the module for which you want to create connected records.

  3. Scroll down to the connected records section and click Add New

  4. Select the team module and create a request.

  5. This record created in the team module will automatically be connected to the record in the org module.

 To add from other team modules:

  1. Navigate to the team module from where you need to create connected records.

  2. Select the record from the team module for which you want to create connected records.

  3. Scroll down to the connected records section and click Add New.

  4. Select the team module and create a request.

  5. This record created in the team module will automatically be connected to the record in the team module.
     


Can Connected Records be created automatically using Workflow Rules?

Yes. You can set up a Workflow Rule to create Connected Records automatically:
  1. Navigate to: Setup > Automation > Workflow Rules.
  2. Click Create Rule and select the module.

  3. Set the Trigger Condition (e.g., Reason for loss is...).
  4. Choose the Instant Action → Create Connected Records.
  5. Select the Target Module, Layout, and Owner, then click Save.

Click Save again to activate this workflow rule.  

  


Can Connected Records be updated automatically?

No, Connected Records themselves cannot be updated automatically. However, you can:
  1. Manually update linked records
  2. Use workflow rules to update fields within the original modules

Can I filter or search for records based on Connected Records?

No, list views do not currently support filtering based on Connected Records. However:
  1. Reports can be created to analyze data across connected records.
  2. Custom searches can be performed using module-specific filters.

Can I delete a Connected Record?

  1. Deleting a Connected Record only removes the link between the two records.

  2. The original records remain intact in their respective modules.


Who can create connected records in my CRM account?

Any user with create team module permissions can create connected records in your CRM account.

What modules can be connected with this feature?

As of now, you can connect any org module with a team module and also connect two team modules.   

Application-Based Questions

How can Connected Records help in the SaaS industry?   

Scenario: A Renewal Specialist wants to check past invoices before renewing a customer's subscription.
  1. A Connected Record links the Renewals module (team module) to the Invoices module (organization module).
  2. The specialist can view all past invoices directly from the Renewals module.
  3. This eliminates the need to search for invoices manually.

How can Connected Records help in healthcare?

Scenario: A pharmacist needs to check a patient’s medical history before issuing a prescription.
  1. The Department module (team module) is connected to the Contacts module (org module).
  2. The pharmacist can see previous prescriptions and issue medication accordingly.

How can Connected Records improve the insurance claims process?   

Scenario: Claim Verification: An insurance agent needs to verify policy details before approving a claim.
  1. They connect the Claims module (team module) with the Documents module (org module).
  2. This allows them to quickly check policy terms and validate applicant details before approval. 

      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

                                                                                                                            • Connected Workflows

                                                                                                                              Connected Workflows is a powerful enhancement that takes cross-team coordination to the next level. While Connected Records allowed teams to share information contextually, Connected Workflows introduces automation to ensure every step in your ...
                                                                                                                            • CRM for Everyone — Availability Information

                                                                                                                              CRM offers varied licenses and editions, necessitating the need to educate users about the availability of its wide range of features. In this article we will explain the edition-specific availability of features in CRM for Everyone for users to ...
                                                                                                                            • FAQs: Team Module

                                                                                                                              Why is there a need of CRM for Everyone? Providing a smooth customer experience is crucial for business success in today's competitive market. The sales process involves multiple stakeholders and teams working together to secure a customer deal and ...
                                                                                                                            • Frequently Asked Questions on CRM for Everyone

                                                                                                                              Are Zoho CRM and CRM for Everyone the same CRM or is it a new CRM from Zoho? We are introducing an upcoming upgrade to your existing Zoho CRM, which we've titled "CRM for Everyone." This isn't a new CRM, but a significant enhancement to the user ...
                                                                                                                            • Adding Team Users

                                                                                                                              Editions: Standard, Professional, Enterprise, Ultimate, CRM Plus DC: All Pricing: $ 9 / team license / month (if paid yearly) $11 / team license/ month (if paid monthly) Related profile permission Users with the User Management > Manage Users ...
                                                                                                                              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