Switching from old UI to the NextGen UI 

1. Are Zoho CRM and CRM for Everyone the same? 

2. What’s new in Zoho CRM?

• A New User Interface

• Teamspaces

• Team Modules

• Interactions Tab 

• Chart Views 

• Timeline View 

• Connected Record

• Team User

• Requester Roles

3. Why should I switch to the NextGen UI of Zoho CRM?   

What if you could do more with the help of this new CRM?

4. What are the key differences between the new UI and the old UI?

• Navigation and Layout:
  Old UI: Modules are listed in a top navigation bar with limited screen space for record content. Accessing setup configurations requires navigating through multiple screens.
  NextGen UI: Modules are now listed on a vertical left panel, offering more space to view records. Two new sidebars give quick access to configurations, hence no need to dive deep into the Setup page.
  → Learn more about the new navigation
• Module creation and configuration:
  Old UI: All module and layout configurations are accessed through the central Setup area, requiring deeper navigation and more clicks. Only custom modules can be created in Old UI. In New UI, you can create modules for your team using the team module and you can also create custom modules.
  NextGen UI: You can now create and manage Team Modules directly from the sidebar, with easier access to field layouts, automation, and permissions—all without switching to the full Setup page. 
  →Navigating to the nextgen UI
• Views and Record Interaction: 
  Old UI: List view, Kanban view and canvas view are the default mode of record interaction. It supports basic filtering and search, but lacks visual context.
  NextGen UI: Multiple views like Grid, Timeline, and Chart are now available along with other old UI views. These support inline editing, visual layouts, and built-in charts.
  → Grid View
   → Timeline View
   → Chart View
• Team-Based Access:
  Old UI: There is no structured concept of teams or departmental workspaces. Custom modules are shared across all users based on profile permissions.
  NextGen UI: Teamspaces let departments work independently with their own modules (Org and Team modules) and roles like Admin, Member, or Requester to control access. In Org modules, automation requires the "Manage Automation" permission, which applies system-wide. But in Team Modules, a user can create automation only for that team module if they're its Admin even without the Manage Automation permission.
• Connected Records:
  Old UI: Linking related records requires manual lookups fields that too is limited with parent-child relationship in records.
  NextGen UI: Modules can be intelligently linked so that related data is shown automatically without giving full access to other modules.
• Cross-Team Collaboration with requesters: 
  Old UI: Collaboration between teams rely on email, chats, or external tools.
  NextGen UI: Requests can be raised between teams (e.g., Sales to Legal) and tracked within CRM—no more relying on email or external tools.

• Interactions Tab:
  Each record has a timeline-style view that shows all related calls, emails, tasks, and updates in one place—helping users understand the full customer journey without switching tabs.

5. Which features from the old UI have been removed/replaced, and why?   

1. Tab Groups has been replaced with Teamspaces
   

1. Navigating to configuration through the module's ellipsis icon (three dots).
   
2. Theme Modes The old UI supported a fixed light theme. The new UI introduces multiple display modes: Light, Dark, and Auto (system-driven), allowing users to personalize the interface based on preference or device settings.
   

6. Will my existing data and settings carry over to the NextGen UI?

7. How do I switch from the new UI to the old UI?

• Step 1: A banner will now be available at the top of the screen for all Standard and Professional edition Admins. You can simply click Access Now to switch to the new UI and access CRM for Everyone.
  
• Step 2: Go through the onboarding tour to learn what you can do in this new version.
  
• Step 4: You can choose to extend this access to other users in your organization immediately or later. Once extended, all users in the organization will see a banner at the top of their screens, from which they can access the new UI by clicking "Access Now."
  
  

Additional Notes:  

1. This toggle is available during the initial rollout period to support smooth adoption.
   
2. Data and configurations remain consistent across both UIs.
   

---

8. Admins see two options when switching to the Next Gen UI in Zoho CRM: ‘Extend to all users’ and ‘Extend later’. How do these options work?

During the transition to the Next Gen UI, admins are given two choices: extend the UI to all users organization-wide or postpone this decision. If they choose Extend Access Now, this prompt will be shown to the admins.
 

Once the org admin extends the access now, all users in that org will see a banner prompting them to switch to the new UI and access CRM for Everyone features.

If they opt to extend it later, they can still do so anytime by clicking the profile icon at the bottom left and selecting the option to extend the Next Gen UI to all users.

---

9. Once the CRM admin enables the Next Gen UI for the entire organization, how is it applied to individual users? 

As mentioned earlier, if the admin selects the "Extend Later" option while enabling the Next Gen UI for the organization, users will see a prompt to upgrade to CRM for Everyone after 30 days.

For example, if the admin selects "Extend Later" on June 4th, org admins will receive a reminder banner indicating that users will soon see a banner prompting them to switch to the Next Gen UI and access CRM for Everyone features.

10. How can I switch back to Old UI from the new UI? 

11. Will my personalized settings and preferences be preserved when I switch back to the old UI? 

1. All record data, custom fields, workflows, automation rules, and module configurations.
   
2. Profile-level permissions and sharing settings.
   
3. Teamspaces are not accessible in the old UI. However, any Teamspaces you created will be archived and preserved, and will reappear when you switch back to the NextGen UI. In the old UI, Tab Groups will be shown instead of Teamspaces.
   
4. Team Modules created in the new UI remain intact when switching back to the old UI, and their data will still be visible. However, you cannot create new Team Modules from the old UI.
   
5. All existing Connected Records and the ability to create new ones are available in the old UI as well.
   
6. Features like Timeline View, Grid View, and the Request tab are available only in the NextGen UI. When switching back to the old UI, these features are not accessible.
   

1. The UI layout preferences (e.g., sidebar customizations, collapsed/expanded views).
   
2. Modules views like Grid View, Split View or Timeline View.
   
3. The theme mode (Light/Dark/Auto) selected in one UI is not reflected in the other.
   
4. Any quick access pins or shortcuts configured in the navigation panel.
   
5. Sandbox behavior is version-dependent. If a sandbox is created in the nextgenUI and you switch, you must refresh or recreate it to view it in the Old UI.  
   

13. How does switching UIs affect collaboration with colleagues?   

1. All records, including those in standard modules (Org modules), remain accessible to users regardless of the UI they’re using.
   
2. Role and permission-based access to records continues to function consistently across both UIs.
   

1. Users operating in the Old UI can view or interact with their Team Modules but can not create a new team module in the Old UI.
   
2. Teamspaces, which are only available in the NextGen UI will not be accessible in the Old UI but the data will be archived and preserved.
   
3. If a team relies heavily on these structures for collaboration, users in the Old UI will be excluded from that context unless they switch to the new interface.
   

1. Features like the Requester tab are not available in the Old UI.
   
2. Users in the NextGen UI can raise structured requests or coordinate across modules, but those actions and interfaces are not visible to colleagues still using the old UI.
   

14. Will toggling between UIs disrupt my current workflow or scheduled tasks?   

1. Workflow Rules, Assignment Rules, Blueprints, and Approval Processes: These remain intact and continue functioning as configured, even if you toggle between UIs.
   
2. Scheduled Actions (e.g., emails, field updates): These are unaffected by UI changes.
   
3. Work in Progress: Drafts, pending approvals, and in-progress blueprint stages retain their states during the switch. However, presentation of that data may vary in the old UI, especially for new elements like Requester tabs or Connected Records, which are not available in the Old UI.
   

15. What should I do if I encounter issues or bugs while switching between the new and old UI?   

1. After switching UIs, it's recommended to refresh the page or perform a hard reload (Ctrl + Shift + R or Cmd + Shift + R).
   
2. In case of display issues or module misalignment, clear your browser cache and cookies.
   

• Ensure that you have not lost access to features due to profile-level permissions or admin settings. Some UI features, like Team Modules or Teamspaces, are permission-based and may appear missing if your access is limited.

• Some features—such as Grid View, Connected Records, and the Request Tab—are available only in the NextGen UI, and their availability also depends on the CRM edition and whether the account has access to CRM for Everyone. If you’re in the classic UI, these features will not be visible by design, and their absence should not be mistaken for a bug.
  See Also>> CRM for Everyone — Availability Information

1. If a module or view fails to load, try switching to the other UI and then returning. Temporary glitches may be resolved through a UI toggle.
   

1. Use the Help icon in the CRM interface to raise a ticket.
   
2. Email Zoho CRM Support at support@zohocrm.com with details.
   
3. Include screenshots, browser details, and the exact steps that triggered the issue.
   

16. How can I provide feedback on my experience switching between UIs?   

1. You can email support@zohocrm.com with detailed feedback. Make sure to include any screenshots, examples of missing functionality, or edge-case behavior when switching UIs.
   
2. Feedback shared through these routes is actively considered as part of product refinement.
   

17. If I customize my dashboard or views in one UI, do those changes reflect in the other?

1. Dashboard components, charts, KPIs, and widgets created using the Analytics tools remain available across both UIs.
   
2. However, the interface and layout used to view and interact with dashboards may differ.
   
3. Dashboards created in the old UI are accessible in the new UI and vice versa, however:
   
1. The visual design may be enhanced in the new UI.
   
2. The positioning and display preferences (e.g., widget resizing or reordering) may not render identically when switching.
   

1. Custom views created in either UI (such as filters, sorting logic, or column selections) are retained and visible in both old and NextGen UIs.
   
2. However, view-specific preferences, such as using Grid View, Timeline View, or Chart View, are exclusive to the NextGen UI.
   
3. If you’ve set Grid View as your default in the new UI, the Old UI will default back to List View, since Grid View is not available for the Old UI.
   

---

FAQs related to the NextGen UI 

18. How is Team Module related to Teamspace?    

19. Are team modules specific to a particular team space?    

20. How many team modules and custom modules can be added to a Teamspace?   

21. Who can create the team modules in Zoho CRM?  

22. How can I establish a relationship between two modules: Org to Org, Org to Team, and Team to Team?

Using Lookup Fields:

Lookup fields allow you to establish one-to-one relationships between modules. This method is ideal for scenarios where records from one module consistently reference a specific record from another.

• Org Module to Org Module: Supported. You can link modules like Deals to Accounts using lookup fields.

• Team Module to Org Module: Supported. A team module can include a lookup field referencing any org module.

• Team Module to Team Module: Supported. A team module can have lookup fields referencing other team modules.

• Org Module to Team Module: Not supported. Organization modules cannot have lookup fields pointing to team modules.

Example: A Product Launch team module in the Marketing Teamspace can have a lookup field referencing a "Documentation" module in the User Education Teamspace. This enables cross-team visibility without merging workflows.

23. How many user types are there for a Team Module?     

1. Admins have full control over the Team Module, including fields, permissions, configurations, and records.
   
2. Managers have complete visibility and control over its records.
   
3. Members and participants have different levels of access to records, with members able to view all records and participants only able to view their own. Both will be able to create, edit, and delete their own records.
   
4. Requesters can create and track records using the My Requests tab without direct access to the Team Module.
   

24. Who is eligible to be assigned as an admin, a member, or a requester within a Team Module?

25. Can a user in a Teamspace automatically have access to all modules in the Teamspace?      

26. Can I import data into my Team Module?   

27. Is it possible to personalize a list pages in a Team Module using Canvas?      

28. How many layouts can a Team Module have?     

29. Where can a Requester raise their request?       

31. What are the fields that are not available in team modules?       

32. What are the maximum number of fields that can be added to a Team Module?   

33. How many Teamspaces can I add in my CRM?      

1. Zoho CRM Standard Edition: Allows up to 5 Teamspaces.
   
2. Zoho CRM Professional Edition: Permits the creation of up to 10 Teamspaces.
   
3. Zoho CRM Enterprise Edition: You can add up to 25 Teamspaces.
   
4. Zoho CRM Ultimate Edition: Also offers the ability to add up to 25 Teamspaces.
   

34. Can a user be a part of more than one Teamspace?        

35. What will happen when a Teamspace is deleted?       

36. Can Organization modules be added to multiple Teamspaces?       

37. What is a requester, and what can they do?   

1. Raise requests in Team Modules without having edit or view access to all the records.
   For example, a sales rep (requester) can submit a request to the legal team for drafting a contract via a Legal Team module.
2. Fill out a request form configured by the owning team. These forms may include required fields and validations based on what’s needed to fulfill the request.
   
3. Track the status of the requests they’ve submitted, depending on visibility settings configured by the admin.
   
4. Participate in coordination without needing full access to another team’s module. This enables structured cross-team collaboration.
   

1. They cannot view or modify records in the Team Module unless explicitly granted additional access.
   
2. They do not own the record; they only initiate a request tied to the record.
   
3. They cannot configure the module, layouts, or workflows related to it.
   

38. How does coordination of work across all modules operate, and what problems does it solve? 

39. What can Team Module users do and can not do in Team Modules?   

40. What Team users cannot configure or do in Organization modules and in the NextGen UI?     

Note: These restrictions ensure that Team Users operate strictly within the boundaries of their assigned team modules unless explicitly elevated.

41. How does the Connected Records feature work?     

• Linking records yourself : Users can manually connect one record to another using the “Add Connected Record” option.
  For example, a sales rep working on a deal can link it to a legal request so the legal team knows which deal it relates to.
• Linking records using a workflow : Admins can set up rules that automatically connect records when certain conditions are met.
  For example, if a deal is marked as “Closed Won,” a related onboarding request can be created in the Implementation Team Module and linked to that deal. This is done through a workflow rule that creates the new record and links it back to the original one.

See Also >> Connected Records

42. What is a Grid View and how is it used to extract insight?     

43. What is a Timeline View and how is it used to extract insight?     

44. What is a Chart View and how is it used to extract insight?      

45. What is the Interactions Tab and how is it used to extract insight?     

46. What types of automation are supported in team modules? 

1. Workflow Rules : Team Module Admins can create workflow rules that trigger actions when records are created or updated. With workflow rules, team module admins can:
   
1. Update fields within the same module or a connected team module
   
2. Send email notifications to CRM users or customers
   
3. Assign tasks or meetings to team members
   
4. Create records in other team modules
   
5. Use existing webhooks or custom functions created by org admins. However, the cannot create new ones.
   

• Assignment Rules : Automatically assign ownership of records based on predefined conditions. Useful for distributing work among team members based on criteria like record type, source, or region.
  
• Blueprint : Allows teams to define a structured process for record handling using stages and transitions. Actions can include mandatory fields, checklists, and validation rules. Transition actions can include sending emails, updating fields, assigning tasks, or creating records in connected modules.
• Approval Process : Supports multi-level approval flows within the team module. Approvers can be specific users or roles within the team.  
  

1. Review Process
   
2. Escalation Rules
   
3. Cannot create new custom functions or webhooks directly within the Team Module (Team Admins).
   
4. Cannot automate across unrelated team modules or org modules, unless done by Org Admins.
   

Admin-Related FAQs 

47. Does the addition of a Team Module Administrator roles affect the authority of the Central Administrator in Zoho CRM?

Working with Team modules

Team Module: Read-Me-First Guide for Admins

48. How many Team Module administratorss can be added to a Team Module?

49. Who can create or manage Teamspaces?

50. Can an Team Module admin see the team's records?        

51. Does a created Teamspace automatically grant all the access to a Teamspace admin to view and access the team modules/modules in it?   

52. Who can be made an administrator for a Teamspace?    

• Any active user in your organization can be designated as the admin for a Teamspace.
  
• Each Teamspace is limited to having just one admin. However, any user who holds an administrator profile or has the Manage Teamspace permission is capable of managing the Teamspace. 
  

53. What is the difference between a CRM administrator, a Teamspace administrator, and a Team Module administrator?   

54. Can team module admins manage automation or integrations within their modules? 

1. Assignment Rules: They can assign records or tasks based on predefined logic.
   
2. Workflow Rules: Automate actions such as field updates, record creation, notifications, or task assignments.
   
3. Blueprints: Set up step-by-step processes to ensure that users follow specific procedures before moving forward.
   
4. Approval Processes: Route records through approval chains before a stage is finalized.
   
5. Field Permissions: Control which roles can access or modify certain fields.
   

1. Webhooks
   
2. Custom functions
   
3. Actions by Zoho Flow
   

1. Other team modules not under their administration.
   
2. Any org modules (like Leads or Deals).
   

Pricing Related FAQs 

55. Is there an additional cost if I decide to upgrade to CRM for Everyone?        

56. Who are team users and what capabilities do they have?     

57. How can I integrate team users into my current team or organizational structure?   

Make sure to:

1. Add them to the right Teamspace
   
2. Give them a role in the Team Module
   
3. Define what they can do
   
4. Keep access limited to what they need
   
5. Let them collaborate through Requests
   

58. Will the introduction of the team user affect my current pricing plan or billing structure?  

1. $9 per user per month when billed annually
   
2. $11 per user per month when billed monthly
   

59. Which editions of Zoho CRM support CRM for Everyone?   

60. Is CRM for Everyone available in Zoho One or CRM Plus?