Common Record Operations
There are several actions that can be performed commonly on records. Details of these actions and the steps to carry out them are explained in the sections below. Note that these actions are not applicable to all modules.
Clone Record
Permission Required: Create permission of the record
You can easily create a record by replicating the details of another record using the cloning feature. To clone a record:
- Click the record you want to clone and in the [Module] Details page, select Clone from the Edit dropdown button.
- In the Clone [Module] page, make the necessary changes and click Save.
All the details from the source record will be prefilled.
Clone Record From Mobile App
To clone a record from the mobile app:
- Open the record you want to clone.
- Tap more options [
] and select Clone.
- Make the necessary changes and click Save.
Change Owner
Permission Required: Change Owner permission of the record
By default, the user who creates a record will be the owner of the record. You can assign another user as the owner of a record by following these steps:
- Click the record whose owner you want to change and in the [Module] Details page, select Change Owner from the Edit dropdown button.
- Select the user you want to be the owner and click Change.
Change Owner From Mobile App
To change the owner of a record from the mobile app:
- Open the record whose owner you want to change.
- Tap more options [
] and select Change Owner.
- Select the user you want to be the owner.
- Click Change.
Change Territory
Permission Required: Change Territory permission of the record
You can change the territory associated with Requests, Estimates, Work Orders, and Service Appointments. To do so:
- Go to the record whose territory you want to change, and on the [Module] Details page, click Change Territory.
- Select a territory and click Proceed to Confirm.
- Click Change Territory.
The list of related records will be displayed whose territory will also change.
Change Territory From Mobile App
To change the territory associated with Requests, Estimates, Work Orders, and Service Appointments from the mobile app:
- Open the record whose owner you want to change.
- Tap More options [
] and select Change Territory.
- Select the desired territory and click Proceed.
Print Record
Permission Required: Print permission of the record
You can print the details of a particular record. To print a record:
- Click the record you want to print and in the [Module] Details page, select Print from the dropdown button.
- Click Print.
Points to Remember
- If the permission Show Pricing is disabled, then the Print option will not be available.
- In the case of Estimates, you can print the record only after you have emailed the estimate.
Print Record From Mobile App
To print a record from the mobile app:
- Open the record you want to print and select Print from More options.
- Tap the Print [
] icon.
Download Record
Permission Required: Download permission of the record
To download a record as a PDF:
- Click the record you want to download and in the [Module] Details page, select Download from the dropdown button.
Points to Remember
- If the permission Show Pricing is disabled, then the Download option will not be available.
Download Record From Mobile App
To download a record from the mobile app:
- Open the record you want to download and select Download from More options.
- Click Save.
Mass Update
You can simultaneously modify the value of a field across multiple records rather than updating them one at a time.
In which modules can mass updates be performed?
- Contacts
- Companies
- Assets
- Requests
- Estimates
- Work Orders
- Services And Parts
- Equipments
What types of fields can be updated in bulk?
Mass updates can be carried out on certain system fields. Additionally, this functionality extends to custom fields of the type Single Line, Multi Line, Phone, Email, Pick List, Decimal, URL, Number, Long Integer, Checkbox, Date, Date Time, and Currency.
How do I perform a mass update?
Permission Required: Administrator, Dispatcher profiles- Navigate to the desired module and select the required records.
You can use filters to fetch the required records. - Click Mass Update.
- In the Mass Update popup, select the values for Field Name and Field Value and click Save.
Note: The Zoho FSM Org time zone (and not the user/system time zone) will be considered in the date, date time fields. The Org time zone can be configured at Setup > General > Organization Details > Preferences.
What are some examples of scenarios where mass updates can be useful?
Example 1
If you need to escalate the priority of all overdue requests, you can update their priority in one go.
Example 2
If a company changes its communication preference, you can update the preferences for all its contacts.
Note: Communication Preference is a custom field.
Example 3
If you need to correct the purchase dates for multiple pieces of equipment, you can do this in bulk.
Mass Delete
In which modules can mass deletions be performed?
- Contacts
- Companies
- Assets
- Requests
- Estimates
- Work Orders
- Services And Parts
- Equipments
- Trips
- Time Off
How do I delete records in bulk?
- Navigate to the desired module and select the required records.
You can use filters to fetch the required records. - Click Delete.
- Click Delete in the confirmation message.
If there are records associated with the records you are trying to delete, then these records will not be deleted. The details of whether the selected records have been deleted or not will be listed.
Add Record Image
To an Asset, or Service/Part record, you can add a record image. This can help users quickly identify the correct part or asset in the field. In order to add the record image, this field needs to be enabled for the module from the Module Builder. You can upload images in the file format .jpg, and .png with a maximum size of 5MB.
To enable the record image field:
- Navigate to Setup > Customization > Module and Fields.
Only users with the profile Administrator will have this option. - Click on Assets or Services And Parts.
- Enable the toggle for Record Image and click Save.
To add an image to a record:
- Go to the module and click on the record to which you want to add the record image.
- Click on the Image field.
- In the Upload Image popup, click on Choose File to Upload and click Upload.
- Click Save in the record.
The record image will be shown in the top left corner of the Record Details page. To edit this image, click on Edit and click on the Image field. You will have the option to remove or change the image.
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