1. Is it possible to limit access for users based on their departments?
Yes. Zoho CRM allows you to set permission for modules, records, layouts, and fields to determine whether users from a particular role or department can access the data or not. For example, if you want the sales department to have access to only the Leads, Accounts, Deals, and Contacts modules while the customer support team can only access the Cases and Solutions modules, you can create two profiles, Sales and Support, and give them access to the relevant modules.
To create a profile, navigate to Setup > Security Control > Profiles, click Create New Profile and enter the details.
Once you create the profiles, set the module permission:
- Navigate to Setup > Customization > Modules and Fields > Leads.
- Hover over the Leads module and select Module Permissions.
- Select the profiles to give access, in this case, Administrator and Sales. Follow the same steps for other modules.
You can also use layouts to manage different departments. To limit layout access:
- Navigate to Setup > Customization > Modules and Fields > Leads > Standard Layout.
- Click the gear icon and select Layout Permission.
- Select the profiles to give access, in this case, Administrator and Sales. Follow the same steps for other layouts.
2. How can I customize Zoho CRM for many different services?
Use conditional layouts to customize Zoho CRM for many different services. For example, if you have an automobile service centre which offers different kinds of service such as general service, paid service, monthly service or free service, there are different sets of conditions for each type of service. According to the service that the customer selects, you can define the fields that need to be displayed.
3. If I deactivate a layout, what happens to the records that already belong to that layout and associated workflow rules?
When you deactivate a layout, you will be prompted to transfer the existing records associated to the layout to one of the other layouts in the module. As for workflow rules, they do not get deleted. However, when you remove a layout, the records will no longer meet the criteria for the layout so the actions do not get executed.
4. If I delete a field from one layout, will it be deleted from another layout where it is used as well?
No. If you delete a field from one layout, it will be pushed to the Unused Fields section for that layout. It will not be deleted from another layout. You can bring a removed field back to the layout from the Unused Fields section.
5. Can I map the fields of one layout with the corresponding layouts of another module?
Yes, if you have created multiple layouts for a module, you can enable the conversion of leads across layouts of modules. Let's say, for instance, that you have created a layout called Mobile Service in the Leads module. All the fields of Mobile Service from the Leads module can be mapped with the Mobile Service layout of Contacts, Accounts and Deals based on your requirements.
6. If a record has been created and the layout not been made available to the record owner, can he still access and edit the record?
Yes. Even if a layout of the record is not available to the owner of the record, he/she can access and edit the record.
When you attempt to delete a layout, you will be prompted to transfer the records of that layout to another existing layout.
Once you've deleted that layout, the records will be transferred to the layout that you have chosen.
12. I am not able to create a new layout. Why?
These are the reasons why you may not be able to create a new layout:
13. If I change a field's properties in one layout, does it get reflected in another layout? Where it is used?
No. If you change the field properties of a field in one layout, the changes are effective for that layout only.
14. Can a profile have multiple page layouts?
Yes, a profile can have access to more than one layout - however there can be only one default layout for a profile.
To manage layout assignment
Go to Settings > Setup > Modules and Fields > Layout.
Click the Layout Assignment button.
In the Layout Assignment popup, assign layouts to each profile and select the default profile for each layout.
For example, here, the profile Sales managers
has access to 3 layouts, but only one layout can be set as the default layout for the profile - in this case, Mobile Sales.
This means that the users under the Sales managers profile can access all the three layouts but if they create records using the CRM mobile app, the records will be pushed to the Mobile Sales layout by default.
15. When a layout is cloned, are the fields of the layout also cloned?
Yes. When you clone a layout, all the fields and sections along with the field and section properties are cloned to the new layout. You can edit the new layout to make the desired changes.
16. Can I have different set of options for the Stage /pick list field in different layouts?
Yes, you can.
17. Can I set different set of mandatory fields in different layouts?
Yes, you can.
18. How will records created via APIs be associated to different layouts?
Records that are created via APIs will be associated to the default layout specified for that module.
19. How can I associate records created via webforms to a layout?
While creating the webform, you will have an option to choose the default layout to which records created via webforms should be assigned. All records created via webforms will then be assigned to the chosen layout here.
20. How can I associate records to layouts on import?
To associate records to layouts on import:
Go to the desired module.
Click Import > Import [records].
In the Import Records screen, select the import file and select a value for Layout field.
Click Next and proceed to execute map fields and import the records.
21. What happens to a module's existing records when I create page layouts for the first time?
When you create a page layout for the first time, your existing records will be assigned to the Standard layout of the respective module.