FAQs: Data Administration (General)

FAQs: Data Administration (General)

How can I delete the existing data in my Zoho CRM account and start with a fresh account?

You need to manually delete all the data in your account to start a fresh account. You can also close the existing account and sign up for a new Zoho CRM account with the same email address (Not Recommended).

How do I delete attachments to free up storage space?

When mails (with attachments) are sent using the email template, the attachment is counted only once for your storage, For example, if you send emails to 100 users, the document attached is not counted on your storage 100 times. Only the document(s) attached to the template are considered for storage.

If you want to delete the attachment in the email template, you can edit the template and remove it. Also, you can navigate through the records and delete the attachments that you do not require.

Related Link
Email Templates

You can link contacts to an Account using the Field Mapping page. Learn more about field mapping here.

I want to add another component to the “All” tab. Can I customize it?

No. Currently the “All” tab cannot be customized. By default it displays updates from your Customers, Potential Contacts, Leads/Contacts and Unknown people. It is not possible to remove or add other components to this tab.

How can I create a backup of the email conversations of a deactivated user in Zoho CRM?

You can create a backup of all email conversations of a deactivated user through these steps:
  1. Click Setup > Users and Control > Security Control > Zoho Mail Add-On Users.
  2. In the Zoho Mail Add-on Users page, select the check box corresponding to the deactivated user.
  3. Click Latest Backup.
  1. You can take a backup of the POP3 email accounts only. Backup cannot be taken for IMAP accounts.
  2. You can take a backup of the email accounts with Record-Level Sharing and Complete Sharing Account Types only. Also, the administrator can lock the mail add-on configuration of the users, so that they do not change their email account settings to Private Account, before their accounts are deactivated.
  3. The email address domain, of the account that you want to take backup, should match with your domain.

How do I prevent duplicate leads and contacts from getting created, when those leads and contacts use multiple email addresses to communicate?

You can use unique fields to prevent duplication of leads and contacts. For instance, if a lead or contact has a different email ID but other fields, such as name, contact number, or mobile phone number are the same, you can mark name as a unique field. This will ensure that the same lead or contact isn't created more than once. You can also use the "de-duplication" and "Find and Merge" options to find existing duplicates in the leads or contacts modules and merge them into a single record.

Read more about creating unique fields

Does CRM storage also include mail storage for Zoho Mail Add-on users?

No. The Mail storage is the same that is provided by Zoho Mail. Zoho CRM storage does not include mail storage. However, the attachments sent with your emails are included in the CRM storage. The attachment limit varies based on your Zoho CRM Edition.
This is the total attachment size, and is inclusive of the attachments included in the email templates.

How do I remove sample data from Zoho CRM?

To remove sample data from your CRM account, do the following:
  1. Go to Setup  > Data Administration > Remove Sample Data.

  2. Click Yes, Proceed.

    The sample data removal process will be scheduled. You will be notified once the sample data has been completely removed.

20. Can we update/append data to existing leads? For example, when existing leads have further enquiries about a sale, they need to be manually distributed to the sales team. Can this be avoided?

You can generally identify duplicate records through a unique field, such as Email address or Phone number.
If you are importing leads to Zoho CRM, you can use the Overwrite option to append the values to the existing leads. 

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