Assign Apps Using Conditions | Admin Guide - Zoho One

Assign apps using conditions

  1. Sign in to Zoho One, then click Admin Panel in the left-menu.
  2. Go to Applications, then choose an app.
  3. Go to Conditional Assignment, then click Assign Group.
  4. Choose a group to apply the condition to, or click Everyone if you want to apply the condition to your entire organization.
  5. Check Also apply condition to existing members to apply the conditions to the users already present in the chosen group. If this is unchecked, those users will be excluded from the condition.
  6. Check Overwrite the roles assigned manually to Users to apply the condition to users who already have access to the app. If this is unchecked, those users will be excluded from the condition and retain the role assigned manually by the admin.
  7. If you want to filter users based on criteria, choose Users matching criteria under Apply rule to. Otherwise choose All members.
  8. If you choose Users matching the criteria, set the criteria:
    1. Choose an attribute to filter users by.
    2. Set the value for the criteria, and the relationship between the attribute and the value.
    3. Click Assign.
  9. If you add more than one criteria, set the criteria pattern.
  10. Choose the application settings. The application settings changes based on the application being assigned. Some apps might not have any application setting.
  11. Click Save to save the rule.
  12. To add another rule, click ADD NEW RULE.
  13. Note: When you add more than one rule, if the first rule was applied to All members, it will be changed to Other members. Choosing Other members will assign the app to users who don't match the previous rules.
  14. After adding the required rules, click Assign.
If multiple rules are present, they will be checked in the order they are added. Only the users who don't match the first rule will be checked against the second, and so on. You can also add multiple conditions for an application. However, the conditions will be prioritized based on condition priority.

Setting criteria and criteria pattern

Criteria are the fundamental filters of Conditional Assignment. If you choose Users matching the criteria when configuring the rule, you can add one or more criteria to filter the users.

You can set criteria using the 13 available attributes:
  1. Group Role
  2. First Name
  3. Last Name
  4. Primary email
  5. All Emails
  6. Created time
  7. User Type
  8. User Status
  9. Reports to
  10. Location
  11. Designation
  12. Department
  13. Member of Group
Info: If you've added custom fields, you can also use them as attributes.
To filter users more precisely, you can add multiple criteria. When you add the second criteria, you can connect it to the first criteria using AND/OR relationships. An AND relationship means the rule will only apply to users who fit both criteria, while an OR relationship means the rule will apply to users who fit either criteria. By default, newly added criteria are related to the existing ones through an OR relationship.

You can set the criteria pattern by clicking Edit next to CRITERIA PATTERN. It uses brackets to group criteria and change the way they relate to each other. Let's look at a few examples:
  1. ((1 AND 2) OR 3) — This means the user must fit either the 3rd criteria or the first two criteria for the rule to apply to them.
  2. (1 AND (2 OR 3)) — This means the user must fit the first criteria and either of the last two criteria for the rule to apply to them.

Consider the following case: you need to assign Zoho CRM only to active users in California and New York who joined in 2018. You can do this with a single condition, by assigning the app to Everyone and setting these criteria:
Setting criteria and criteria pattern

Once you get the hang of using attributes (like User.UserType, User.Designation, and User.ReportsTo) and criteria patterns, you'll be able to create custom conditions to suit all your automated app assignment needs.

    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

                                                                                                        • Conditional Assignment - Overview

                                                                                                          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 ...
                                                                                                        • Set up Zoho One

                                                                                                          Sign up for Zoho One   If you're new to Zoho, follow these steps: Go to Zoho One's homepage , then click START YOUR FREE TRIAL. Enter all the requested details, then click GET STARTED NOW. Go through the onboarding tour, choose a category to start ...
                                                                                                        • Assign app to everyone

                                                                                                          Sign in to Zoho One , then click Directory in the left menu. Go to Applications, then click the app you need to assign. Click Assign Users, then go to the Everyone tab. Configure the condition to apply to All Users, then set the application settings. ...
                                                                                                        • Duplicate conditions found in last rule. Similar conditions have been defined in previous rules. Please change the criteria to proceed.

                                                                                                          Description You may encounter this error when you're trying to add two rules with the same criteria while assigning applications using conditional assignment. Reason You may have accidentally set two rules with identical criteria while assigning ...
                                                                                                        • Assign app to group

                                                                                                          Sign in to Zoho One , then click Directory in the left menu. Go to Applications, then click the app you need to assign. Click Assign Users, then go to the Group tab. Find and select the group. Configure the condition to apply to All Users, then set ...
                                                                                                          Wherever you are is as good as
                                                                                                          your workplace



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


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


                                                                                                            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