Create records with images with ICR
- Release plan: US, IN, EU, CN | All paid editions
- Release status: This feature is fully available for the customers of the following DCs: US, EU, CN
Multiple Records from a ZIP of images: Bulk-import a ZIP file containing up to 50 images, where each image creates its own record. Use this when you have a batch of separate documents (for example, 50 individual business cards) and want one record per image.
Business Scenarios
Multiple records: You're a sales rep who just returned from a trade show with 40 scanned business cards. Instead of creating each lead by hand, you zip the images and use Create Multiple Records, so Zia extracts the details from each card and creates a separate lead record per image, turning a stack of cards into a populated pipeline in one import.
Why This Matters
Time savings: Quickly create records from images instead of processing each file separately, whether it's one enriched record or dozens of individuals.
Higher accuracy: Zia ICR automatically extracts and maps data, reducing manual typing errors.
Better data completeness (Single Record): Information spread across several documents (ID, passport, business card, invoice) can be consolidated into a single, enriched CRM record before creation.
Scalable data entry (Multiple Records): Convert a large batch of scanned documents into individual records in one import, without touching each one manually.
Reliable automations: Clean, validated data at record creation ensures that downstream automations, workflows, and analytics function correctly.
Before you begin
Ensure your images are clear and legible for accurate data extraction.
Ensure the image upload field used for input image storage has the properties set to allow a minimum of three images.
Choose the extraction type when you create the ICR rule. Select Field Prompt to extract the fields you choose directly from the image, without manual intervention or training. Use Template-driven extraction only when you create a single record from a single image.
For Single Record creation:
Configure an ICR rule for the module and layout. This is mandatory. Learn more about ICR rules.
Without an ICR rule, you can still manually map fields, but these manual changes will not be saved as an ICR rule and will not be retained the next time you use this flow.
To create a single record, ensure the images meet the supported formats: jpeg, png, svg
For Multiple Record creation (bulk import):
An ICR rule is not required for the module/layout. However, an ICR rule is a saved configuration that stores your field mapping preferences, so you don't have to manually select the fields every time you import records. Hence, it's recommended you set up an ICR rule if you'll be doing bulk imports regularly, as it saves time and ensures consistency across imports.
To create multiple records, ensure all the images are compressed in a zip file before starting the import. Only a zip file or a zipped folder of images is supported for multiple record creation. Individual loose images cannot be uploaded directly.
Create records with images
Navigate to the required module (for example, Leads).
Click on the dropdown available next to Create Lead.
Click Create from Image.
From the layout dropdown (for example, Web Leads), choose the layout in which you want to create the record.
In the Create record from image pop-up;
Select Single Record to create one record from up to three images.
Select Multiple Record to create multiple records from images in a ZIP file. Each image creates one record.
Optionally, click Download sample images: .ZIP to know the recommended input format and structure.
Creating a single record with one or multiple images
Upload a maximum of three images from which you want to extract text.
Click Yes, Proceed. Zia will start extracting the data, and once extraction is complete, it will associate the extracted values from the image with the CRM fields.
Review the extracted values. On the left panel, use the navigation controls to switch between the uploaded images (for example, Uploaded image(s) 1/3), and confirm that:
Text such as name, address, ID number, or product details is correctly recognized.
Critical information (e.g., unit price or rate) is extracted accurately.
In the General fields section, verify that each extracted value (for example, "Liam Anderson") is mapped to the correct CRM field (for example, "First Name"). If there are more than one extracted value for a CRM field, choose one from the dropdown. If needed, change the target field by selecting another CRM field from the dropdown.
In the Subform section, review the mappings for line items or repeating values, and confirm the number of extracted rows (for example, 4 rows extracted). Ensure each subform column (e.g., "Product/Description," "Qty," "Rate," "Amount") is mapped correctly to CRM subform columns (e.g., Single Line 1, Single Line 2, etc.), and enable or disable mappings using the checkboxes.
Use the Add button on the left panel if you want to include more images (if you have uploaded less than three images).
Confirm that all mandatory CRM fields (as defined in your module layout) are either mapped to at least one extracted value or manually filled if extraction didn't find a value.
- Mandatory fields are not listed for value selection in this flow. Instead, after proceeding, you will be directed to the record's form view, where standard field validation applies, and the record cannot be created until mandatory fields are filled. If any mandatory field is missing or invalid, you may be prompted to correct it before proceeding.
- If you notice fields like "Unit Price" or values under "Rate" not being extracted correctly, they can be improved using prompts in the ICR rule configuration. Existing prompts defined in the rule are reused and pre-populated on this screen.
After reviewing and adjusting the mappings:
Click Proceed to create the record using the mapped values. If you want to abort the operation
Click Cancel to discard the current extraction and mapping session.
You'll be taken to the record form view, where the validation is applied. You can review, add, and modify the values as needed.
If you chose Multiple Records:
Choose the layout from the dropdown.
Click Browse and upload the zip file or drag and drop the file. The file will be unzipped and the system will check the format.
Click Yes, Proceed.
You will be taken to the import flow for images.
Actions
Under Choose Layout, select the layout from the drop-down. If you have already chosen the layout, you can also change it in this step.
With How should the records in this file be processed? you can control how the records in your file are handled.
Choose any one of the options listed below
Add as new Leads: Use this option if you want to create a new lead record for each row in your file. You can choose a field to check for duplicates (for example, Email, Phone, or any unique identifier). If a record in your file has the same value in that field as an existing lead, the system will skip creating a new record for that row to avoid duplication.
Update existing Leads only: Use this option if you want to update only the leads that already exist in your system. The system will look for matches based on the chosen unique field (such as Email or another key). If a matching lead is found, its details will be updated with the new data from your file. If no matching lead is found, that row will be ignored (no new record is created).
Both: Use this option if you want to both create new leads and enrich existing ones in a single import. If a record in your file matches an existing lead (based on the selected field), the existing lead will be updated/enriched with the new information. If no matching lead is found, the system will create a new lead record for that row.
Module-Field Selection
Under General Fields to be Extracted, choose the fields you want to extract information for.
Under Subform Fields to be Extracted, you can add subforms, choose the fields you want to extract information for each subform.
Enable Advanced extraction prompts for Zia when your documents use varied or inconsistent formats, contain organization-specific terminology, or have ambiguous fields that could be confused with one another. Choose the field and in the prompt, give the instructions. For example, telling Zia to "extract the value under TOTAL DUE, not SUBTOTAL, for the Amount Payable field.
Click Next. If you want to go back to Actions, click Previous.
Extraction
The Extraction tab allows you to feel confident about Zia's extraction accuracy before committing to a full bulk import. Rather than extracting all images at once, you first extract a small sample so you can verify the results are accurate and adjust field mappings if needed, before the same extraction logic is applied to the rest of the images.
The left panel displays the sample images, the center panel shows a preview of the record corresponding to the selected image, and the Extract button is available on the right. Once extraction is complete, the extracted information along with the corresponding field mapping is displayed on the right panel.
Click Extract.
Review the extracted details on the right and adjust the field mapping if required.
Click Next. If you want to go back to Module-Field Selection, click Back to Field Selection.
- Zia randomly selects a set of up to five sample images from your upload for the sample extraction preview. From these, you can extract from one or two images as samples, and field mapping will be configured based on your selections. If fewer than five images were uploaded in total, all of them are shown as samples, and you can still choose two for extraction. Field mapping for these sample images will be configured based on your selections.
- Zia extracts all the text it finds in an image, which means it may pick up details that don't match any field in your layout. Once extraction is done, review the results and unselect any values you don't need, keeping only what's accurate and relevant.
- If you've used zero-shot field prompting for the module, Zia may sometimes find inconsistencies between the image and your layout. For example, the image says "USA" while your layout expects "United States of America." When this happens, Zia flags the mismatch and lets you fix it on the spot: you can pick the correct value from the available picklist options, or, if you're an admin or have edit permissions for the record's layout, add a new value directly from that field.
Assign
Enable Assignment Rules if you want to assign owner to the records based on assignment rules.
Enable Manual Lead Approval as a safety net if you're not fully confident in the extraction accuracy for this batch. This lets you review each record before it's added to the module, rather than relying solely on the sample extraction preview. These records will sit in an "Awaiting Approval" state until someone with approval permissions reviews and approves them.
Enable Trigger Automations and Process Management if you want Workflow rules, Approval processes, Review processes, Blueprints, and CommandCenter actions fire for records created/updated by the import.
Under Assign follow-up tasks, you can choose a follow-up task to new records.
Click Submit to complete the process. If you want to go back to Extraction, click Previous.
Once the import is complete, it will be listed under Import History, where you can view the import status and the skipped records along with reasons, similar to CSV import history.
View import history and skipped records
- Navigate to Setup → Data Administration → Import → Import History
- Each import appears on a timeline, grouped by the day it ran, with the time, the module name, and a success indicator.
- Click View Imported Modules next to the import you want to review.
- Review the summary table. For each module, the table shows how many records Zia added, updated, and skipped.
- A mandatory field value is not present in the image, or Zia cannot extract it. Zia skips that record and does not create it.
- You chose Add as new Leads, and the record matches an existing record on the field you selected to check for duplicates.
Update existing records
In addition to creating records from images, you can also enrich your existing records using images uploaded to your records.
To enrich existing records
Go to the record you want to enrich, upload the image you'd like to refer to for enrichment in the source image field or any image field, and save it.
Click on the image.
Click on the Enrich from Image button in the top-right corner of the preview.
Zia will have isolated characters in the image. Validate the enriched and existing data and click Proceed.
After associating, you will be navigated to the Edit record page, with the enriched fields highlighted for quick reference.
Click Save to record the new changes.
Note: Ensure you have the any new fields chosen in the ICR rule.Key Highlights
Multiple Image Upload for Single Record: Upload up to three images to create a single CRM record.
Automatic Data Extraction: Zia ICR extracts text from the uploaded images and suggests mappings based on your existing ICR rule and layout.
Pre-populated Field Mappings: If an ICR rule exists for the selected module and layout, its configurations (fields, prompts) are pre-populated in the mapping screen.
User Verification and Edits: You can review all extracted values, modify mappings, and add or remove fields before the record is created.
Validation and Mandatory Field Support: The system respects mandatory fields and field-level validations, ensuring data integrity.
No Two-way Sync with ICR Rule: Adjustments made during this flow do not modify the underlying ICR rule. They only affect the current extraction session.
Limitations
Single Record Creation
Maximum number of images: You can upload up to three images to create one record.
Supported file types: jpeg, png, svg.
Extraction accuracy depends on:
Image quality (clarity, resolution).
Orientation and cropping of the document.
Presence of complex layouts or overlapping elements.
Multiple Record (ZIP) Import
For bulk import (Multiple Record mode) as shown in the screenshot:
ZIP file maximum size: 1 GB
Maximum image size inside ZIP: 20 MB per image
Maximum image count per ZIP: 50 images
When a ZIP with up to 50 images is uploaded, Zia ICR can:
Show a sample subset (for example, 5 images) in the sample extraction preview.
Allow extraction on only a subset of images at a time (for example, 2 images), depending on the configuration and performance constraints.
There is no dedicated field to store the source images for import-created records; instead, it's linked/downloadable via the record's Timeline log.
Rule coverage limitations: If the existing ICR rule does not cover some fields (for example, Unit Price or Rate fields in invoices), those values may not be extracted unless the rule’s prompt and mappings are enhanced separately in the rule configuration.
General Constraints
- Extraction type: Template-driven extraction applies only when you create a single record from a single image. All other options use Field Prompt extraction.
- Fields to be extracted: For general fields, you can select a maximum of 15 fields for extraction. For subform fields, you can select a maximum of 20 fields from a single subform or from three tables. Only up to 20 rows in total can be extracted.
- Layout dependence: Mappings are tied to the selected layout. Changing the layout may change mandatory fields and available fields.
- Manual intervention still required: For complex documents or inconsistent formats, user review and corrections may still be needed.
- Language / character limitations: Extraction quality may vary for special characters, non-Latin scripts, or handwritten content, depending on your ICR configuration and engine support.
