Multi-User App Assignment | Simplify User Management in Zoho One

Multi-user app assignment

Prerequisites

  1. Organization Admin
  2. Organization Owner

Overview

Multi-user app assignment allows you to assign multiple users to a single application in Zoho One by displaying all potential conflict information from the application side during the assignment. This feature provides administrators with complete transparency, enabling them to look into each conflict, identify the users involved, and take appropriate action.
In applications such as Payroll, People, and Expense, only a single user can be assigned at a time because of the employee ID constraint. Similarly, in CRM, the limitation arises from the reporting manager constraint. However, with the conflict page handling, it is now possible to assign multiple users to each of these applications.

Multi-user support for People, Payroll, and Expense

Applications such as Payroll, People, and Expense face a constraint regarding employee IDs when assigning multiple users. Now, you can select multiple users and assign a unique employee ID to each one. 

Only in Zoho People app, the last employee ID in the organization will be displayed, allowing you to either enter IDs manually or use the autofill option to assign IDs to the users automatically.
Info
Only if the last employee ID consists of numbers, the auto-filling option will be available.

The steps to autofill employee IDs vary between the two User Interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with the steps that follow.

How to autofill employee IDs 

Spaces UI
Unified UI
Spaces UI
  1. Sign in to Zoho One, then click  in the top-right corner.
  2. Go to Applications, then click People app.
  3. Click  , then click Assign Users. Go to the Individual tab.
  4. Under Choose Users, click  and choose Select users.

  5. Select all your required users and click Done.
  6. Under Employee ID, the Last Employee ID in the organization will be displayed.
  7. Click , check the Autofill ID checkbox under EMPLOYEE ID for automatic assignment, or enter IDs manually. Click Done.
  8. If required, enter other necessary details and click Assign.
Unified UI
  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Go to Applications, then click People app.
  3. Click Assign Users, then go to the Individual tab.
  4. Under Choose Users, click  and choose Select users.

  5. Select all your required users and click Done.
  6. Under Employee ID, the Last Employee ID in the organization will be displayed.
  7. Click , check the Autofill ID checkbox under EMPLOYEE ID for automatic assignment, or enter IDs manually. Click Done.
  8. If required, enter other necessary details and click Assign.

Multi-user support for CRM

In CRM, when the reporting hierarchy is enabled for Roles, only one user can be assigned at a time in Zoho One. However, you can now select and assign multiple users to different reporting managers. A user cannot be reassigned to a different manager once they have been assigned to a reporting manager.
The steps to assign multiple users to different reporting managers vary between the two User Interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with the steps that follow.
Spaces UI
Unified UI
Spaces UI
  1. Sign in to Zoho One, then click  in the top-right corner.
  2. Go to Applications, then click CRM app.
  3. Click  , then click Assign Users. Go to the Individual tab.

  4. Under Choose Users, either select users or attach a file.
  5. Select all your required users and click Done.
  6. Select the required Role and Profile.
  7. If you have selected Manager under Role, you can choose managers under Reporting Manager. If you have selected CEO under Role, all the previously selected users will be directly assigned under CEO.
  8. To assign members to each reporting manager, click  under Choose Users. All the previously selected users will be listed in it.
  9. Select the required users and click Done. 

    Info
    Once a user is assigned to a reporting manager, the user won't be listed in the user picker for another manager.

  10. To add more reporting managers, click   . Only up to 10 reporting managers can be added.
  11. To remove any selected user, click More under Choose Users to get the Users List. Hover over the required user, and click  to remove the user.
  12. Once everything's done, click Assign.
  13. In case of any conflicts, a conflict page with respect to the selected users will be displayed.

    Conflict page handling

    The potential conflicts can be classified as either solvable or unsolvable. The solvable conflicts can be resolved by selecting any of the actions listed by Zoho One. Once selected, they will be successfully assigned to the required application. There are two examples of solvable conflicts: Existing user conflict and License changing user conflict. If there is an existing user conflict, it indicates that the user is already a part of the organization; if there is a license changing user conflict, the selected user might have a license change. To resolve them, one of the four actions displayed must be selected to proceed:

    1. Retain their existing roles and permissions: Here, the user will be excluded from the assignment.
    2. Update to a new profile and role while retaining their existing departments: In this case, the user's role will be upgraded, and their existing departments will be merged with the newly assigned departments.
    3. Update to a new profile and role while removing access to existing departments: Here, the user will be assigned to the newly selected role, and their current departments will be removed. The newly selected departments will replace them.
    4. Retain the existing role in the previous departments and add new departments: If the user already holds the selected role in the existing departments, it will be retained.

    In case of unsolvable conflicts, they cannot be resolved, and the users that come under this category will be skipped during the assignment, i.e., won't be added to the application. A few examples of such conflicts are Closed account user, Spam user account, Minimum one admin required, and External user conflict.
    Info
    If a user falls under both categories, they will only be listed under the unsolvable conflicts. 

  14. After resolving the conflicts, click Import. A summary page with all the required information regarding the assignment will be displayed.
  15. Once you have reviewed all of it, click Done.

Unified UI
  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Go to Applications, then click CRM app.
  3. Click Assign Users, then go to the Individual tab.
  4. Under Choose Users, either select users or attach a file.

  5. Select all your required users and click Done.
  6. Select the required Role and Profile.
  7. If you have selected Manager under Role, you can choose managers under Reporting Manager. If you have selected CEO under Role, all the previously selected users will be directly assigned under CEO.
  8. To assign members to each reporting manager, click  under Choose Users. All the previously selected users will be listed in it.
  9. Select the required users and click Done. 

    Info
    Once a user is assigned to a reporting manager, the user won't be listed in the user picker for another manager.

  10. To add more reporting managers, click  . Only up to 10 reporting managers can be added.
  11. To remove any selected user, click More under Choose Users to get the Users List. Hover over the required user, and click  to remove the user.
  12. Once everything's done, click Assign.
  13. In case of any conflicts, a conflict page with respect to the selected users (Details explained below in the document) will be displayed.

    Conflict page handling

    The potential conflicts can be classified as either solvable or unsolvable. The solvable conflicts can be resolved by selecting any of the actions listed by Zoho One. Once selected, they will be successfully assigned to the required application. There are two examples of solvable conflicts: Existing user conflict and License changing user conflict. If there is an existing user conflict, it indicates that the user is already a part of the organization; if there is a license changing user conflict, the selected user might have a license change. To resolve them, one of the four actions displayed must be selected to proceed:

    1. Retain their existing roles and permissions: Here, the user will be excluded from the assignment.
    2. Update to a new profile and role while retaining their existing departments: In this case, the user's role will be upgraded, and their existing departments will be merged with the newly assigned departments.
    3. Update to a new profile and role while removing access to existing departments: Here, the user will be assigned to the newly selected role, and their current departments will be removed. The newly selected departments will replace them.
    4. Retain the existing role in the previous departments and add new departments: If the user already holds the selected role in the existing departments, it will be retained.

    In case of unsolvable conflicts, they cannot be resolved, and the users that come under this category will be skipped during the assignment, i.e., won't be added to the application. A few examples of such conflicts are Closed account user, Spam user account, Minimum one admin required, and External user conflict.
    Info
    If a user falls under both categories, they will only be listed under the unsolvable conflicts. 

  14. After resolving the conflicts, click Import. A summary page with all the required information regarding the assignment will be displayed.
  15. Once you have reviewed all of it, click Done.