Conditional Assignment - Overview | Admin Guide - Zoho Directory

Conditional assignment - Overview

General Info: Only the Standard plan allows you to assign apps to specific members of a group.

What is conditional assignment?

Conditional Assignment removes the time-consuming task of assigning apps individually to users by automating it based on preset conditions. The conditions are triggered whenever confirmed users are added to or removed from a group.

Let's look at an example: Amelia is the system administrator of Zylker. She decides to use Slack and Zoho Desk. Zoho Desk supports role and department assignment through Zoho Directory and has three default roles (Admins, Agents, and Light Agents). Amelia also sets up two departments (Zylker Finance and Zylker Sales) in Zoho Desk. She doesn't want to spend time assigning the apps to every new user individually, so she decides to use Conditional Assignment to simplify the process. She creates two groups, Employees and Managers, and becomes a member of both.

She then sets conditions to assign Zoho Desk through Conditional Assignment.
  1. She creates a new condition, giving all members of Managers Admin access to the Finance Department.
    Conditional assignment - Assign Managers Admin access to the Finance Department.
  2. She creates a second condition, giving all members of Employees Agent access to the Sales Department.
    Conditional assignment - Assign Employees Agent access to the Sales Department.
  3. She sets a third condition giving all Zylker users Light Agent access to the Sales Department.

She also adds a condition for Slack to be assigned to all Zylker users.

Since all three conditions apply to Amelia, the priorities of the conditions are checked. Priority plays an important role during app assignment.

Condition priority

Priorities affect application settings during app assignment. Mastering the use of priorities can help you create powerful assignment automation.

When multiple conditions are added for an application, the conditions are prioritized in the order they are added. You can re-order these conditions in the Conditional Assignment section in the Applications page.

Priorities also affect application settings based on the setting's type: single value fields or multiple value fields. When multiple conditions apply to a user, only the field value of the highest priority condition will be taken in to account for single value fields. However for multiple value fields, the combination of all the values will be applied.

In the above example, all three conditions apply to Amelia, and because the Managers group was added first, it has the highest priority. Role is a single-value field, so Amelia is an Admin. Department is a multiple-value field, so Amelia is given access to both Finance and Sales departments.

Removing users from a group

When a user is removed from a group, their permissions also change accordingly.

Let's assume an employee, Arthur, goes on a sabbatical, promising to rejoin Zylker. So Amelia removes him from the groups, but not from the company. His Agent access is revoked, but he remains a Light Agent in Sales due to the third condition. He also retains his Slack access.


    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION









                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Assign apps using conditions

                                                                                                                General Info: Only the Standard plan allows you to assign apps to specific members of a group. Prerequisites Permissions required to perform this action: Assign apps Assign apps using conditions: Sign in to Zoho Directory, then click Admin Panel in ...
                                                                                                              • Assign app to everyone in the organization

                                                                                                                Prerequisites Permissions required to perform this action : Assign apps to users view groups Assign app to everyone in the organization Sign in to Zoho Directory , then click Admin Panel in the left menu. Go to Applications, then click the app you ...
                                                                                                              • Assign app to a group

                                                                                                                Prerequisites Permissions required to perform this action : Assign apps View groups View users Assign app to a group Sign in to Zoho Directory , then click Admin Panel in the left menu. Go to Applications, then click the app you need to assign. Click ...
                                                                                                              • Edit application settings

                                                                                                                Prerequisites Permissions required to perform this action : Edit app settings Edit application settings Info: Application settings are available only for Zoho apps. Each Zoho app has specific application settings. In Zoho Directory, you can use these ...
                                                                                                              • Delete condition

                                                                                                                General Info: Only the Standard plan allows you to assign apps to specific members of a group. Prerequisites Permissions required to perform this action : Edit app settings Delete condition: When a condition is deleted, the priorities of the ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources