Assigning Record Owner | Zoho CRM - Help

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. 
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.
  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).


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