1.  What is a record?

2. What is a 'module' in Zoho CRM?

1. Finding records by searching for tags in the global search menu. The records or other related information matching the search name will be displayed.
2. Creating custom list views by specifying tags as your criteria.                             
   
   
   
   
3. Filtering records
   
4. Creating reports based on the tags associated with your CRM records.
   
5. Using advanced filters to filter out records based on the tags associated with them.

In CRM, you can convert leads to contacts, deals, and accounts and quotes to orders and invoices. If you have added tags to the records in these modules, you can choose to carry over these existing tags to the new modules.

To add tags:

1. Go to any module (Leads, Accounts, Contacts, etc.)
   
2. Select a record from the list view which you want to add tags to.
   
3. Go to Tags in the related list and click  Add Tags.
   
4. Add relevant tags and click  Save.

4. What are dormant records in Feeds?

The Feeds module has a Dormant records option that can help you keep track of all the records that have been inactive for a selected period of up to 6 months. It has a Feeds slider for the number of days and is used to select a limit between 1 and 180. Records that have not been updated for more than the number of days specified with this slider will be listed.

Example: You want to view the records without activities or updates for the past 48 days. You need to set the Feeds slider to 48. The records that have not been updated for more than 48 days will be listed.

To view inactive records,

1. Click the Feeds tab.
   
2. Click Dormant Records on the Feeds tab.
   
3. Move the Feeds slider to the required number.
   The slider can only be set from 1 to 180 days. You can also enter a number from 1 to 180 in the text box and press Enter.

5. How many contacts can be added in the free edition of Zoho CRM?

There are no limits on the number of records in each module. You can add up to 5,000 records to your organization account in the free edition.  Check out the features available in the free edition here .

8. How to share a single record (lead, deal etc.) with several users?

There are two ways in which records can be shared with others in the organization:

 

1. Direct Sharing - Individual records can be directly shared with other users. For example, a deal can be shared with another sales rep.
2. Indirect sharing - A record can be shared as an associated record, that is through related list. For example, a deal can be associated with a contact and when you share the contact's record the deal too will be shared with the other user. This type of sharing is called indirect or sharing records with their related-list.

Remember that you cannot share records from Activities (Tasks, Calls, and Meetings) and Linking modules. 

Setting permission for the users:

 

There are three types of permissions that can be given to the users while sharing a record, depending on the action you want them to perform on the record.

1. Read Only - User can only view the records that are shared with them.
2. Read/Write - Users can view and edit the records that are shared with them. This does not include the permission to change the owner or delete the record.
3. Full Access - User view, edit and delete the records that are shared with them. They can also change the ownership of the record.

Read more about giving permission to share records and private or public sharing .

 

To share individual record

1. Go to the Module from which you want to share a record and select a record.
2. In the Record Details page, click the More Actions icon and then click Share.
   
3. In the Sharing [Record] popup, do the following:
1. Select the record access type: Private or Public.
2. For Public sharing, Choose the access permission: Read Only, Read & Write, or Full Access
3. Click Share.
   
4. For Private sharing, select the users with whom you want to share the record.
5. Choose the access permission: Read Only, Read & Write, or Full Access.
   
6. Click the Add user icon to add more users and define sharing permissions. You can add multiple users with different access permissions.
7. Select the With Related List checkbox, if required. All the associated records will also be shared. In future, if you associate new records, (for example, you add tasks), they will also be shared.
8. Select the Notify through feeds checkbox to alert users when you share records with them.
   
9. Click Share.
   You can always manage the sharing, as required or revoke sharing.

9. Why can't I change the record owner?

To change the record ownership, you must have the  Change Owner permission enabled in your profile.

To enable the Change Owner permission:

1. Navigate to Setup > Security Control > Profiles.
2. Choose the specific profile.
3. Click on Tools on the left.
4. Toggle the Change Owner switch on or off.
   Select the modules where the user will be able to change record ownership. This allows you to still prevent the user from changing ownership for records from other modules.

10. What happens to my open activity if I transfer my records to a different owner?

When you change the ownership of a record, you will have the option to transfer some or all the open activities, like meetings and tasks, to the new record owner.

1. The list of all the records (Leads, Contacts, Accounts, Cases etc.) with some basic information from the list view.
   
2. Each record with all the details related to the record.
   

1. Click the [Module] Tab.
   
2. In the [Module] page, select the list view that contains the records you want to print.
   
3. Click the Print View link. <Image>
   
4. In the Print Preview page, the system displays the list of records.
   
5. Click Print Page.
   

1. Click the [Module] tab.
   
2. In the [Module] page, click the record you want to print.
   
3. In the [Module] Details page, click Print Preview.
   
4. In the pop up window, click Print Page.
   

1. Search for records by Alphabets - Filters out records within a module by clicking the alphabet links on the top right corner in a module. This would take you directly to the matching records that start with the selected alphabet.  <Image>
   
2. Search for records by Information - Filters out specific record(s) from all modules or from a particular module by entering the information in the search box. Note that this is a Global Search and in English. You can select those modules where the search should be carried out.  <Image>
   
3. Search for records by Criteria using Advanced Filters - Filters out records based on the search criteria. You can either specify your own search criteria or select a search criteria.  <Image>
   

     15. What is the attachment limit per record in Zoho CRM?

     16. I have a spreadsheet in which I suspect there are duplicate email IDs. Does Zoho CRM automatically prevent import of these duplicates?

1. Click Setup > Customization > Modules and Fields.
   
2. In the Modules page, select the Leads/Contacts module.
   You need to enable it separately for the Leads and Contacts modules.
3. Select the Do not allow duplicates values for the Email field. This option is available in the Module layout for all unique fields such as Email, Phone Number, Mobile Number, Company etc. When you enable this option in the module layout, you can select the module for which you want the duplicate check to work while you're importing.  
   
4. Click Save.
   

1. Find and Merge Duplicates
   
2. Deduplicate tool (available only in the Professional, Enterprise editions and above). 
   

      17. How can I group records?

      18. Can I attach more than one document at a time to a record?

      19. I am not able to convert or edit a record. Why?

     20. If I delete a comment I made to a record update, will that delete the note that is added in the record’s details page?

     21. Is it possible to edit the documents, once they've been attached to Zoho CRM?

     22. What does "100000 records" mean in the Features Availability & Limits chart?

     23. How can I filter the leads or contacts for whom an email was sent from my CRM this week?

24. Can I notify the lead owner when a new record is assigned?

Yes, you can. While creating a Web-to-Lead form , you must select the Notify Lead Owner check box under Email Notification, so that the corresponding Lead Owner will be notified when a new Lead is created. However, this option is available only in select Editions.

You can also create a workflow rule for this through these steps:

1. Click Setup > Automation > Workflow Rules.
   
2. Click Create Rule.
   
3. Select the desired module.
   
4. Enter a Rule Name and click Next.
   
   
   
5. Execute the workflow based on record action.
   
6. Click Create.
   
7. Select Records Matching the Condition.
   
   
   
8. Select Lead Owner and enter the lead owner's name.
   
9. Create a Task or send an Email notification.
   
10. Click Save.
    

25. How to organize the Related Lists?

To organise the related lists, do the following

1. Log in to Zoho CRM with Administrator privileges.
   
2. Click a [Module] tab.
3. Select a record from the list view.
4. In the [Record] Details page, click the Organize [Module] Details link.
5. In the Organize [Module] Details page, choose the options from the Unselected List.
6. Move the selected options to the Selected List.
7. Change the order of the Related List as per your requirement.
8. Click Save.
   

 26. Can I customize a Related List section in a Record's Details page? If so, how?

Yes. You can customize a Related List section in a Record's Details page. To do so, follow these steps:

1. Click on the [Module] tab. For eg. Leads.
   
2. Open a [Module] List Record.
   
3. Click on the drop down list on top of that related list. 
   
   
   
   
4. 4. Add the columns that you need.  
   
5. Click Save.
   

27. How can I get access to the "Deduplicate" tool?

To deduplicate records

1. Click the Leads, Contacts or Vendors tab.
2. In the [Module] page, under [Module] Tools, click Deduplicate [Module].
3. In the Deduplicate [Module] page, select a field through which you would like to search for duplicate records.

4. Click Next.
5. From the list of matching records, select a record that has duplicates based on the criteria specified.
6. In the Search Criteria section, enter additional search criteria, if required.
7. Click Search. 

8. Click Match all the following or Match any of the following, as required.
9. Under Matching Records, select at least two records to be merged.

10. Click Next.

11. In the Merge [Record] page, select the record that you want to maintain as the Master Record.

The double entries are highlighted. Select the data that is to be retained. You can merge a maximum of 3 records at a time.

12. Click Merge.

28. How do I share records in the Free Edition?

In Zoho CRM, you can share data with other users in the Free Edition by assigning individual records to different users. You can also change the Record Owner using these steps: