Function-2: Round-Robin assignment of records

Function-2: Round-Robin assignment of records


Welcome back folks!
Last week, we saw how to update sales commission in quotes using a custom function. This week, let's see an interesting use case asked by many of you - auto-assignment records by round-robin method.
Business scenario:
Right now, the solution allows you to auto-assign leads from web form and imported lists. Let us look at a need where you want to auto-assign leads from in-bound calls in a round-robin method, across modules.

Prerequisite: You must create a permanent record in the specific module, leads in this case and assign that record to the first user in round-robin.

Here’s how you add this custom function to your CRM account:
  • Go to Setup>Automations>Actions >Custom Functions > Configure Custom Function > Write your own.
  • Enter the name of the Custom function. For example: “Round-robin assignment”.
  • Select the module as Quotes. Add a description(optional).
  • Click “Free flow scripting”.
  • Copy the code given below.
  • Click “Edit arguments”.
  • Enter the name as “leadId” and select the value as “Lead Id”.
  • Click Save.

As you have created a permanent record, this function does the assignment on a round-robin basis without errors. Note that the function won’t work if you don’t create a permanent record .
The script:

Code for Version 2.0 API:
 
firstRefRecordDetails = zoho.crm.getRecordById("Leads", xxxxxxxxxxxxx);
firstOwner = ifnull(firstRefRecordDetails.get("Owner"),"").get("id");
if (firstOwner = "User_ID_1")
{
UpOwner = "User_ID_2";
}
if (firstOwner = "User_ID_2")
{
UpOwner = "User_ID_1";
}
updatefirstRef = zoho.crm.update("Leads", "xxxxxxxxxxx".toLong(), { "Owner" : UpOwner.toLong() });
info updatefirstRef;
mp = map();
mp.put("Owner", UpOwner.toLong());
updateResp = zoho.crm.update("Leads", leadId.toLong(), mp);
info mp;
info updateResp;


Code for Version 1.0 API:

leadIdStr = input.leadId.toString();
firstRefRecordDetails = zoho.crm.getRecordById("Leads", xxxxxxxxxxxxx);
firstOwner = ifnull(firstRefRecordDetails.get("SMOWNERID"),"");
if (firstOwner = "User_ID_1")
{
UpOwner = "User_ID_2";
}
if (firstOwner = "User_ID_2")
{
UpOwner = "User_ID_1";
}
updatefirstRef = zoho.crm.updateRecord("Leads", "xxxxxxxxxxx", { "SMOWNERID" : UpOwner });
mp = map();
mp.put("SMOWNERID", UpOwner);
updateResp = zoho.crm.updateRecord("Leads", leadIdStr, mp);
info mp;
info updateResp;
—————————————————————————————————————————
Note:
  • Replace 'xxxxxxxxxx' with the permanent record id mentioned in the pre-requisite.
  • The above code is an example for assigning the records in the Leads module. You can use this code for any other module by changing the module name and parameters. 
  • Assigning to a user requires the User ID and not the user name. The user ID is found in the Setup page of your CRM. Take a look at the screenshot below for more details.


Do try this out and let me know how it worked. If you have questions, ask away. Share this with your team if you think they'll find this useful. See you all next week with another interesting custom function in this series. Until then !

Update: As you must be aware, API V1.0 will be deprecated and support for version 1.0 API will be available only till Dec 31, 2018. Version 1.0 compatible Functions will continue to work until Dec 31, 2019. You're advised to migrated to API Version 2.0 at the earliest. Check this announcement for more. We've updated the post to include the Version 2.0 compatible Function.

    • Sticky Posts

    • Function #46: Auto-Calculate Sales Margin on a Quote

      Welcome back everyone! Last week's function was about displaying the discount amount in words. This week, it's going to be about automatically calculating the sales margin for a particular quote, sales order or an invoice. Business scenario Where there is sales, there's also evaluation and competition between sales reps. A healthy rivalry helps to better motivate your employees to do smart work and close deals faster and more efficiently. But how does a sales rep get evaluated? 90% of the time, it's

    • Zoho CRM Functions 53: Automatically name your Deals during lead conversion.

      Welcome back everyone! Last week's function was about automatically updating the recent Event date in the Accounts module. This week, it's going to be about automatically giving a custom Deal name whenever a lead is converted. Business scenario Deals are the most important records in CRM. After successful prospecting, the sales cycle is followed by deal creation, follow-up, and its subsequent closure. Being a critical function of your sales cycle, it's good to follow certain best practices. One such

    • User Tips: Auto-Create Opportunity/Deal upon Quote Save (PART 1)

      Problem: We use quotes which convert to sales orders but Users / Sales Reps do not create opportunities / deals and go straight to creating a quote. This leads to poor reporting. Implementing this solution improves reporting and makes it easier for users.

    • Custom Function : Automatically send the Quote to the related contact

      Scenario: Automatically send the Quote to the related contact.  We create Quotes for customers regularly and when we want to send the quote to the customer, we have to send it manually. We can automate this, using Custom Functions. Based on a criteria, you can trigger a workflow rule and the custom function associated to the rule and automatically send the quote to customer through an email. Please note that the quote will be sent as an inline email content and not as a PDF attachment. Please follow

    • Function #50: Schedule Calls to records

      Welcome back everyone! Last week's function was about changing ownership of multiple records concurrently. This week, it's going to be about scheduling calls for records in various modules. Business scenario Calls are an integral part of most sales routines.. Sales, Management, Support, all the branches of the business structure would work in cohesion only through calls. You could say they are akin to engine oil, which is required by the engine to make all of it's components function perfectly. CRM

      • Recent Topics

      • Zoho Recruit -> Exchange Online Relay

        HI! I have tried to connect Recruit to our MS 365 Exchange Online without any luck. I use this guide https://help.zoho.com/portal/en/kb/recruit/outreach/email-relay/articles/email-relay-zoho-recruit#Configuring_Email_Relay_Settings Do anyone have the

      • Error AS101 when adding new email alias

        Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.

      • an issue in Zoho CRM where the workflow rule is not triggering

        H I’m currently facing an issue in Zoho CRM where the workflow rule is not triggering when a new lead is created through a webform. I’ve double-checked the criteria and field updates, everything seems fine but it still doesn’t fire. Has anyone faced this

      • 401 Unauthenticated Error – Zoho CRM to Google Sheets Integration

        Hi I'm building an Automation Function in Zoho CRM using Deluge that appends contact data from Zoho CRM into a Google Sheet whenever a new contact is created. WHAT I'VE DONE: I created a connection in Zoho CRM (Developer Hub → Connections) with the following

      • Power up your Kiosk Studio with Real-Time Data Capture, Client Scripts & More!

        Hello Everyone, We’re thrilled to announce a powerful set of enhancements to Kiosk Studio in Zoho CRM. These new updates give you more flexibility, faster record handling, and real-time data capture, making your Kiosk flows smarter and more efficient

      • Real signature in Zoho Expense PDF report ?

        Hello ! Is there a way to put a real signature on the signature line when a PDF report is generated in Zoho Expense? Through Zoho Sign or another way? Can't seem to make it work.

      • Income not showing in direct bank feed

        Hi, I am trying to enter income without knowing or mentioning customer, as i am told, my client wants single or cash basis accounting but i seriously struggling......................

      • I am not able to check in and checkout in zoho people even location access allowed

        This issue i am facing in mackbook air m1, I allowed location in chrome browser and i also tried in safari but getting similar issue. Please have a look ASAP.

      • Preview future shift rotation in Shift Schedule

        Hi, What if, instead of the current behavior, the Shift Rotation feature in Zoho People allowed users to preview future shift schedules before the scheduler execution? Currently, when a shift rotation is configured (for example, monthly rotation), the

      • Automatically Update Ticket Status in Zoho Desk Based on Actions in Zoho Projects

        Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to manage tasks related to customer tickets, and it works well for linking and tracking progress. However, there are a few important automation capabilities

      • Sign Out

        Hello, I have a doubt with Permalink. I have a view created with critera to show only the records belonging to the user who has sign in. The problem is that the different users use the same computer and some times the user login keep signed, and when I send the permalink (by email) of the view, the users enter with other login signed. Moreover the permalink view doesn�t allow to do a log out. May I add something in the permalink to request always sign in? Sorry for my English. Many thanks! Regards

      • Announcing new features in Trident for Windows (v.1.39.4.0)

        Hello Community! Trident for Windows just received a major update, with a range of capabilities that focuses on strengthening communication and simplifying workflows. Let’s dive into what’s new! Upload email attachments to WorkDrive. Until now, you could

      • Introducing Automatic Field Addition (Text Tags) in Zoho Sign

        Hello, Today we are excited to announce the general availability of automatic field addition (text tags) feature in Zoho Sign. Now, you can now add text tags in the content of your documents and Zoho Sign will automatically add the corresponding fields when they are uploaded for the signing process. For example: when you add text tags to your sales orders, new employee contracts, and NDAs, Zoho Sign will add the corresponding fields when these documents are uploaded for the signing process. If you

      • Introducing Built-in Telephony in Zoho Recruit

        We’re excited to introduce Built-in Telephony in Zoho Recruit, designed to make recruiter–candidate communication faster, simpler, and fully traceable. These capabilities help you reduce app switching, handle inbound calls efficiently, and keep every

      • Zoho Delayed Posting & Loss of Article Thumbnails on BlueSky

        Hello! I am wondering if anyone else has had the either of the following issues when posting to socials via Zoho and if there is a fix? 1. Post says it is scheduled or it is live when sent off via Zoho but it doesn't show up on socials till some time

      • Write-Off multiple invoices and tax calculation

        Good evening, I have many invoices which are long overdue and I do not expect them to be paid. I believe I should write them off. I did some tests and I have some questions:  - I cannot find a way to write off several invoices together. How can I do that,

      • Splitting Transactions in Zoho Books

        I have read in past forum posts that the ability to split bank transactions would likely be implemented - it's definitely a typical accounting program feature.  I'm new to Zoho and thought I'd found nirvana until I realized this feature doesn't seem to

      • Ability to assign Invoice Ownership through Deluge in FSM

        Hi, As part of our process, when a service appointment is completed, we automated the creation of the invoice based on a specific business logic using Deluge. When we do that, the "Owner" of the invoice in Zoho FSM is defaulted to the SuperAdmin. This

      • Statement Aging On Cutomer Statement

        Hello, Is it possible to put aging on customer statements? Current 1-30days 31-60days 61-90days 91-120days Over 120 days. See attached image from another accounting package. Many customers pay off a statement and clear older invoices.

      • Unveiling the next iteration of Ask Zia in Zoho CRM: An all-new chat interface, conversation history, actions, and much more

        Your CRM assistant just leveled up. Zoho CRM's Ask Zia functionality now offers a more conversational and context-aware experience to help you not just understand your data, but act on it—all from one chat window. With its redesigned interface and expanded

      • Response rate and time on social media

        Hello, I just want to know if it's possible to manage the response rate and response time from my social media on zoho social ? I don't see any statistical reports on the online scoreboard ? Thank you in advance for your response and sorry if the question has already been posted

      • Whatsapp BOT with CRM

        Hello, how do you use Whatsapp integrations in zoho CRM?

      • Ability to translate Zoho CRM Kiosks

        Hi team, Is support for translating kiosk text and screen names in the Zoho CRM translation tool planned on the roadmap? Thanks,

      • Create Receipt of a Donation (not a sale)

        We are a non-profit organization that receives general donations. How do I create a receipt of payment for the donor and categorize the payment as a Gift? I tried the method of creating an invoice; however that automatically created a "Sales" transaction

      • Whatsapp Limitation Questions

        Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible based

      • Editing the list of Categories in the Categorize Manually section of Banking in Zoho Books

        Hi, I need to create two new Categories called Withdrawals and Deposits to categorize payments in a bank account. How do I edit the Categories list?

      • Can I write a check in Zoho Books with no associated bill?

        This currently does not seem possible, and I have a client that desperately needs this function if I am able to convert them with Quickbooks. Thank you in advance for your reply. 

      • Internal Fillable Contract with Zoho Writer (Before Sending to Client)

        Hi everyone, I’m trying to automate the following process in Zoho CRM and would appreciate some guidance. Process: When a Deal moves to a specific stage, CRM triggers an automation. CRM sends a contract template to an internal team member so they can

      • [Free Webinar] Intelligent document processing with Zoho RPA

        Hello everyone! Greetings from the Zoho RPA team! We're excited to invite you to our upcoming webinar on intelligent document processing with Zoho RPA, where we'll introduce powerful new capabilities designed to make your automation journey smarter, faster,

      • Enhancements for Currencies in Zoho CRM: Automatic exchange rate updates, options to update record exchange rates, and more

        The multi-currency feature helps you track currencies region-wise. This can apply to Sales, CTC, or any other currency-related data. You can record amounts in a customer’s local currency, while the CRM automatically converts them to your home currency

      • Export Invoices to XML file

        Namaste! ZOHO suite of Apps is awesome and we as Partner, would like to use and implement the app´s from the Financial suite like ZOHO Invoice, but, in Portugal, we can only use certified Invoice Software and for this reason, we need to develop/customize on top of ZOHO Invoice to create an XML file with specific information and after this, go to the government and certified the software. As soon as we have for example, ZOHO CRM integrated with ZOHO Invoice up and running, our business opportunities

      • Project Management Bulletin: March, 2026

        We are passionate about equipping our users with efficient solutions that help them run their businesses successfully. Our collective efforts over the past 2 years have culminated in the launch of Sprints 3.0— built with reliable features, impactful integrations,

      • Send emails directly via Cases module

        Greetings all, The ability to send emails from the Cases module, which users have been eagerly anticipating, is now available, just like in the other modules. In Zoho CRM, Cases is a module specifically designed for managing support tickets. If your organization

      • Webinar Alert: Supercharge landing pages with data insights | Zoho LandingPage

        Every visitor to your landing page leaves behind valuable data, but are you leveraging it to improve conversions? Join our expert-led Landing Page Analytics webinar to learn how to track, analyze, and optimize landing page performance with Zoho LandingPage’s

      • Bulk Deletion of Zoho Projects Using Node.js and Zoho Projects API

        Zoho Projects currently does not provide a built-in option to delete multiple projects in bulk from the UI. When working with testing environments or large numbers of temporary projects, deleting them one by one becomes time-consuming. To address this,

      • Advance Payment Record Removed When Deleting Applied Credit from Bill

        Hello, So while working with vendor advance payments, I noticed that removing the applied credit from a bill also removes the corresponding entry from the Payments Made section. What I did : Recorded an advance payment to a vendor through Payments Made.

      • Show unsubscribed contacts ?

        Hello, I would like to display the unsubscribed contacts. Unfortunately, I do not have this subscription type as described in the documentation (https://help.zoho.com/portal/en/kb/marketing-automation-2-0/user-guide/contacts/contact-management/articles/subscription-type-24-1-2024#Subscription_Type_field.)

      • Track Marketing Automation Campaigns in Zoho CRM

        Hello, I've been searching but haven't found the exact answer to this question. I am looking to track Marketing Automation email campaigns and activities inside of Zoho CRM. Use Case: Action: Prospect Submits A Lead Form Outcomes: Prospect created in

      • Validation rule for Date field

        The condition settings for a Date field are are absolutlly usless. Conditions can only be set for a specific date, which is logically ineffective in most cases. When setting a condition for a Date field, users usually need to compare the value relative

      • Easily map shift data fields during user imports

        Greetings all, You can now include all your shift-related data for your users without any hassle during user imports. With this enhancement, the Map Import Fields to Zoho CRM option includes all shift-related fields: Current Shift, Next Shift, and Shift

      • Next Page