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.
- 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.
- 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.
- 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.
Transfer Related Records
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
- Go to Setup > Automation > Workflow Rules > Create Instant Actions > Assign Owner.
- In the Assign Owner page, go to Select User Based On and do the following:
- Category - Select users, roles or user fields from the drop-down list.
- Criteria - Specify the criteria based on which the record owner will be assigned.
- 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. - Click Assign only to online users, if you want only the online users to be considered.
- Click Send email notification to the selected user, to send email notifications.
- In Transfer Related Records, select the Related records that you want to transfer from the drop-down list.
- Click Save.
Note
- 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.
- You can configure only one assign owner action per rule.
- In case the current record owner is selected under the round robin pattern, the user assignment will be skipped.
- For a module you can configure only 1 assign owner action. You can configure a maximum of 3 actions.
- 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
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 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 Workerly Home
- Forums
- Connect With Us:
- Zoho Recruit Home
- Forums
- Connect With Us:
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
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.
New to Zoho Survey?
Zoho Sheet Resources
Zoho Forms Resources
New to Zoho Sign?
Zoho Sign Resources
Sign, Paperless!
New to Zoho TeamInbox?
Zoho TeamInbox Resources
New to Zoho ZeptoMail?
Zoho DataPrep Resources
Design. Discuss. Deliver.
New to Zoho Workerly?
New to Zoho Recruit?
New to Zoho CRM?
New to Zoho Projects?
New to Zoho Sprints?
New to Zoho Assist?
New to Bigin?
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 ...
New to Zoho LandingPage?
Zoho LandingPage Resources