What is a Wizard?

Availability

Permission Required

Users with Administrative profile can create, edit, and delete Wizards.

Recommended use cases

Displaying different sections of a record such as user details, employment history, educational qualification, insurance details etc., in single view can cause confusion. Instead, showing each section as separate buttons in the home screen will allow the sales reps or portal users to navigate between the sections easily based on the requirements. 

This approach can be helpful in processes where the application forms are extensive and the user wish to skip a few details at the moment like loan application, property selection, visa submission etc. 

Insurance form: A simple, interactive form for purchasing insurance makes filling forms much easier and smoother. You can embed your software application into the wizard using widgets, and allow the record creator to check if the applicant has other insurances with your company or whether his application was rejected in the past and the reason of rejection. So, while creating the record, the user can access the company's database to verify information before saving the record. 

University admission form: The application form for admission to university is much comprehensible and clutter free with the help of a wizard. Separate screens are used to capture additional details like projects, presentations etc. which reduces the chances of overseeing important details during submission. The database can be embedded in the wizard, to enable the record creator to auto-populate the admission number and registration id of an existing user using the widget. 
 

Product purchase form: A product order form is divided into different screens to accommodate orders from different products. This way the agents can directly open the product order form for which the customer wants to place an order. In addition to this, the agents can check if the product delivery is available in a particular area with the help of custom button without having to leave the wizard screen. 

 

Creating a wizard 

In Zoho CRM, you can customize the record detail page using wizards, to segment a single form into several concise segments. Each section will appear as a screen and the user can navigate across the screens using buttons such as next, save, more etc. You can create wizards in both standard and custom modules and also across different layouts (you can add upto 4 layouts). 

You can select the fields that should appear in each section and use different formatting options to design a unique form (wizard) to suit your business requirements. A wizard consists of the following elements:

• Fields - All the fields, sections, and subforms that you have added to the layout will be displayed under the Fields tab. You can drag and drop the desired fields into each segment. You can also toggle to add the record image in the wizard.
  Note that, you cannot create a field from this screen.
  
  
• Components  - You can add a single-line text component, widget, or query component to the wizard. You can add up to five text components, one widget, and one query component on a wizard screen.
  
  
• Text: In the text component you can use merge fields to display the record-related information for the users. 
  For example, a message can be displayed to the record owner stating that the address details for the particular record have been successfully added. Using merge fields the exact field values will be reflected in the message.
  
  
• Widget: Using widget you can pass information from Wizard to Widget and vice-versa. Only while passing information from widget to wizard the following API must be used in the widget SDK:

  ---

  ZOHO.CRM.WIZARD. Post(data) [data is a JSON object that contains the value that needs to be populated in the record].
  data=
  {
  field_api_name: field_value
  }
  Example: The below API will pass the last name and first name of the customer from a widget to the wizard. 
  ZOHO.CRM.WIZARD.Post(
  {
  “Last_Name”: “Brooks”,
  “First_Name”: “Nathan”,
  “);
  

  ---

• Query: The Query component in Wizards is designed to aid users in managing and gathering data more efficiently by providing predetermined actions based on the results of a search query. The Query component operates as a search field with a search parameter and a preset comparator, which is subsequently matched against a field in the current or related module.
  

  The query component includes various functionalities that can be used in different ways. For example, when matching records are found in a query search, you can configure actions to:
  
• Choose a record from a set of eligible options and save it in a lookup field.
  
• Navigate to any specific screen.
  
• Display a widget on the present screen.
  
• Display a popup message.
  
• Display a message within a text element.
  
• Display an in-line message within a field.
  Again, if the search in the query component fails to find matching records, you have the option to create a record in the current or related module, besides the actions described above.
  Each action may have an added static sub-criteria to decide whether the action needs to be triggered.
  The component is designed to be repurposed within any wizard belonging to the same module, with only the actions section being editable. The target field and comparator aspect of the component remains constant.

• Buttons  - Buttons can be used to save a record or to link different screens. On a single screen, you can add up to 10 buttons. You can use only one button to link a screen. Depending on the action that you want these buttons to perform, you can name them: Save, Next, Edit, Product name etc. You can specify if a button should be used to save a record by checking the Use this button to save the record option. For example, you can check this option to ensure that the record is saved when the Done, Submit or Save button is clicked by the user.
  
  
  
  Also, you can toggle the Show acknowledgement message button to display a message when the user clicks on the Save button. Additionally, you can use merge fields to display personalized messages in the acknowledgement message.
  
  For each button, you can define the visibility, style, and actions.
  
  
  
• Visibility  -  You can set the visibility of the button to: always show, hide button or disable button. Also, you can set conditions when the button should be hidden or disabled, for example, if the correspondence address and email address fields are empty the Next button should be disabled/hidden.
  
• Style  -  You can select the shape of the button as normal, rounded or curved. Additionally, choose from the most frequently used colors, or  use the multi-picker to choose advanced colours to suit your brand requirements.
  
• Actions  -  You can set actions like sending email notifications to the record owner whenever the Submit button is clicked. You can also set actions using webhooks or write your custom actions. For example, you can write a webhook to notify the students when their application form is submitted to the university portal.
  
• Custom Buttons -  These buttons can be used to perform specific actions that involve fetching data from CRM modules, third-party applications or other Zoho apps. For example, using a custom button you can: 
  
• Check if the customer is authorized for a trade license. You can fetch relevant information from the local municipal body during record creation or editing in the wizard.
  
• Verify the customer details and autofill information from the third-party website into your CRM fields. 
  
• Send information about the record to other apps for further processing. If a certain process requires the customer to submit documents for further processing, then the agent (record creator in CRM) can hit the submit button after uploading the necessary documents which will pass the information on to the third-party app.  
  
  

Notes:

1. Fields that are present in the selected layout in Wizards will be displayed in merge fields.
   
   

1. If a field added as a merge field in Wizard is removed from the original layout, the merge field value will be displayed as ${Unsupported_Field} 
   

1. If the field values are empty or if the values are removed, the merge field in the text component of the acknowledgment message will be displayed as a blank value. 
   

Points to remember w.r.t custom buttons

1. A custom button can be used to save a record. 
   
2. You can add only ONE custom button on a screen.
   
3. You CANNOT link a custom button to a screen. 
   
4. Only those buttons that have been created under the wizard placement during the creation of custom buttons will be available in a wizard. Read more
    
   
5. You can allow selected profiles to access the button. For example, only the regional sales managers can submit customer documents to the municipal body for the processing of trading license, then you can restrict other users from accessing the custom button. To facilitate this, you can set the button permission as regional sales manager only. This way, users from other profiles will not be able to view the button (they will be able to view the wizard and other buttons based on profile permission).
   
6. You can set the visibility (show, hide or disable) and style for the button. 
   
   Button-based actions cannot be set for a custom button. For example, unlike buttons custom buttons cannot automate email notifications, webhook or custom actions. 
   
7. The custom button actions will be defined by the function that you have created for the button during creation. For example, a button can invoke a URL, open a web tab, perform any custom action etc.   
   
8. The custom button is not supported in copy customization. Hence, during copy customization, if a custom button is a save button we will change it to a regular button. Any other button will be removed from the wizard and the wizard will be disabled. The user can enable it.
   
9. Functions in a Custom button support the following 4 keys:
   
1. 'reloadRecord' - used to reload the CRM UI when some data has been changed through a custom button.
   
2. 'message' - user can be shown a message every time a custom button is executed. A transaction's success or failure can be shown as a popup notification.
   
3. 'status' - the key can be used to prevent a record from being saved due to any logical failure after the execution of the custom button.
   
4. 'isCascadeEnabled' - can be used to pass data from one custom button to another. If there are two custom buttons then this key will help pass response from the first custom button to the next button if this key is enabled. The response will be available in the 'cascadedResponses' key. 
   

Tips 

Make note of the following points while creating a wizard to prevent errors.

1. Avoid looping of screens, that is if screen 1 > screen 2 > screen 3 > screen 4 > screen 2 is connected in this manner, you will not be able to save the wizard. The path should be defined in such a way that the record creator doesn't come across the same screen again. 
   
2. Avoid repetition of fields. If a field is added to screen 1 then do not reuse it in the subsequent screens. This is mainly done to prevent users from entering values in the same field again. For example, if you have already added "company name" in screen 2 you shouldn't add it again in screen 3. However, you can add it if the screens are arranged in such a manner that the record creator fills the value only once. For example, if a button on screen 1 directs to screen 3 then the record creator will see the "company name" field only once. 
   

To create a wizard

1. Go to Setup > Customization > Wizards.
   
2. Click Create Wizard.
   
3. In Create a Wizard page, enter the Wizard Name, select a Module from the drop-down list and choose the Layouts.
   
4. Click Next.
   
5. In the Design page, Double click to create a screen.
   
   You will be redirected to the wizard designing page.
6. On the Wizard design page do the following:
   
   • Enter the Screen name.
     
   • Enter the Segment Title.
   • In the Fields tab:
     
   • Toggle to add the record image in the wizard layout.
     
   • Drag and drop the required fields into the segment.
     
     
   • Click on the setting icon in the segment to set the order in which the tab key navigates—i.e. upon clicking the tab key, choose whether the fields will be selected from left to right, or from top to bottom. 
     
     
   • Click the Components tab and drag and drop the Text component. Type your content in the text box. 
     
   • Click the Components tab and drag and drop the Wizard component.
     
   • Type your content in the text box. 
     
   • Select a Widget from the available list and click Install. You can also create a widget from here. 
     
   • Click + Button select Button or Custom Button. 
     
   • If you select Button, do the following: 
     
   • Click the Button and enter Button Name.
     
   • You can drag the buttons to reposition them in the desired place.
     
   • Check Use this button to save the record, if you want to save the record. 
     
   • In the Visibility tab and select the Always show, Hide or Disable button. Click Set criteria to define conditions for Hide or Disable button.
     
   • In the Style and Action tabs select a desired option. 
     
   • Click Done.
     You will be redirected to the main design page, where you can add more screens.  
   • In the wizard design page, drag and drop the cursor from the button(s) to add another screen.
     Alternatively, you can click the Link to the screen appearing over the button.
     
   • If you select the custom button, do the following:
   • Click the + Custom button to create a button or choose a button from the displayed list.
     The custom buttons created in the CRM account will be displayed here. 
      
     
   • On Create your button page
     
     , enter the Button Name and Description.
     
     
   • Select an action for the custom button from the existing functions or custom actions present in the drop-down list.
     

   • If you choose existing functions, the function already present in the Zoho CRM will be displayed. You can either configure or duplicate the existing functions according to your need.
     
     

   • If you choose to write a new function, click on writing functions from the drop-down. Fill in the details needed, and click save it will redirect you to the IDE page, where you can write your custom functions.
     
     

   • Configure the parameters based on your needs, and click save.
     
     

   • The custom button will be displayed on the Wizard design page.
     
     

   • Change the Button Name and Description under Custom Button Properties, if needed.

   • Check Use this button to save the record, if you want to save the record.

   • In the Visibility tab and select the Always show, Hide or Disable button. Click Set criteria to define conditions for Hide or Disable button.
     

   • In Style select a desired option.
     

     
     
   • If you choose custom actions you can either select URL or Web Tab. Provide the needed details and click save.
     
     
     
     
     
   • Follow steps 6 onwards to add fields and buttons to the subsequent screens.
     
   • Click Save Wizard. 
     

Creating Conditional Rules

Conditional Rules inside Wizards let you create dynamic changes to your forms based on user's input. It is defined by a set of criteria and actions. Criteria are conditions, describing the values of the field that needs to be satisfied. 

A list of actions that can be performed when a criterion is met are:

1. Choose when to apply the conditional rule: You can select whether the conditional rules will be applied only when the wizard is created, edited, or either of them. This would stop applying the rule every time a record is edited.
   
   
2. Set Mandatory Fields: Select the fields to be set as mandatory
3. Set value: Based on some pre-defined conditions, value can be set for fields.
   
   NOTE: System mandatory fields will not be available in the Set Value field options.
4. Lock specific fields: You can lock fields when a criterion is met. In the case of fields like a permanent account number that should not be modified every time you are editing a wizard, can simply be locked.
   
   Upon locking fields, you will have the option to allow edits to specific profiles. You can simply select the profiles that should have permission to edit even the locked fields if necessary.
   
   
5. Show Subform, Text Components and Widget: You will have the choice to show or hide the available subforms, text components, and widgets available on the particular screen. You can also set titles for the text component.
   

1. Go to the Wizard's design page.
2. Click the Set up conditional rule link.
3. Click the +Create Conditional Rule button.
   
4. In the Conditional Rule popup,
   
1. Set the rule trigger — Create and Edit, Create, Edit.
   
2. Define the condition.
   
3. Select the fields from the multi-select picklist Show fields.
   
4. Select from the option of fields in Set Mandatory Fields.
   
5. Set Value to a  particular field.
   
6. Lock fields from editing.
   
7. Exclude specific profiles if needed.
   
8. Show subform fields.
   
9. Show Text component.
   
10. Show Widget.
    
5. Click Save.