Introducing Admin Tools — An Interface for Configuration Management

Introducing Admin Tools — An Interface for Configuration Management

We are thrilled to introduce to you, Admin Tools, a new feature in Zoho CRM, that is designed to simplify CRM administration, especially when you have a myriad configurations in your account.

CRM Administration is a challenging ride that primarily involves mapping your organization problems to CRM solutions, followed by efficient execution or "configuration" of those chosen solutions. At this point, a key factor to remember is that, it's an administrator's responsibility to not only create these useful configurations but also monitor their usage periodically, throughout their tenure as an admin. There could be workflows that are outdated, templates that fail to call the respective merge fields, and reports that are no longer valid.

Also, in case of multiple CRM administrators, there could be scenarios where Administrator A has configured settings for ad-hoc needs and these get abandoned when they leave. In such cases, it's all the more important to periodically take stock of which of these CRM settings are still useful and which are no longer necessary. If you do not clear out these junk configurations, you may end up with the following inconveniences.

— a system that no longer works as expected
— running out of limits for each configuration (example, workflows, templates, fields).
— breaks in your teams' functions

It is therefore essential to weed out unused/outdated configurations in your CRM system, and here's where Admin tools enter the picture. Admin Tools offers you a better interface to view a master list of configurations and delete the ones you don't need anymore.

Admin tools currently lets you delete unused templates, custom views, workflow rules and reports.


For example, here is a list of all custom views in the Leads module.


All you need to do is select the ones you don't need anymore and delete them in bulk.


Alternatively, you can use criteria to filter out a specific set of custom views for easier management.

a) For instance, if you want to filter out Custom Views that were last accessed a year ago. Then you can use the Last Accessed date as part of the criteria and get this done.


Similarly, the "Last used" time factor is also available for Reports, Templates and Workflows.


b) In another scenario, if a user called Amelia Burrows is leaving the organization and you need to delete all Custom Views made by Amelia, you can use the filter "Created by" and choose the user. Custom Views that match the said criteria get displayed. You can select them all and delete them.

Similarly you can use the most suitable set of criteria to filter out configurations of your choice and delete them. It's important to note that these configurations deleted via the Admin Tools are deleted forever.

You can also view the history of all deletions done via the Admin tool by feature, and by time.


Note that this feature will be rolled out to all users in a phase-wise manner, starting this week. Please check this out when you can and offer your thoughts and suggestions. 

Learn More: Help Document

      • Recent Topics

      • Notes created in mobile app not syncing with web notebook

        I have created certain notes in a new notebook in mobile app. The new notebook is also created using mobile app and when I logged in through web I am unable to see notebook that I have created using mobile app. there is no trace of notes in which i have created in mobile app on the web even after days of creating in mobile app This is not the case vise-a-versa. the notes and note book created on web are accessible on mobile app on real time.  this is very inconvenient and big demotivating factor

      • Match Transaction > Filter | Allow wildcards in search

        The Filter function is useful for narrowing down to a specific set of transactions. It would be useful to have the ability to use wildcards in search. e.g. customer name "starts with" or " * " as a placeholder. e.g. "National * " instead of "National

      • Marketing Automation Emails Going to Spam

        Google is trapping all the marketing automation emails in spam. My domain has a perfect reputation and it looks like Zoho has a low reputation which is sending it to spam. When I pull the email out of spam and click on a link in the email, I get this

      • Convert Request to Forum Topic

        I know you can convert a forum topic to a request and a request to a solution in the knowledge base, but how do you convert a request to a forum topic?  Is this possible?  If not is this a feature coming down the pipe in the near future? Thanks!

      • Zoho Sign / Prefill By You - Editable by Them!

        Zoho Sign seems to have two field options available - an empty field for signer(s) to complete or a field that has been prefilled by you, that becomes read only once sent.  What I would like is an option on the pre-filled by you fields, to leave them

      • Is the Contacts sync between Campaigns and CRM bi-directional?

        Is the Contacts sync between Campaigns and CRM bi-directional?

      • Task does not syncing to google calendar shedual

        Hi why does the tasks activities do not syncing with the google calendar like the event option does?

      • Bug with Zobot Human transfer

        I have configured the brand, the operator, and the Zobot in Spanish. However, no matter what I do, it always says "YES" instead of "Sí" or "Sure, why not " instead of "Claro, ¿por qué no?" when asking if the user wants to contact a human operator. The

      • This mobile number has been marked spam. Please contact support.

        Hi Support, Can you tell me why number was marked as spam. I have having difficult to add my number as you keep requesting i must use it. My number is +63....163 Or is Zoho company excluding Philippines from their services?

      • Something went wrong. One or more fields contain errors

        I am getting this error but there is no way to debug what field is causing the issue . I have over 100 fields. Everything was working fine and then i fixed some fields that should have the same field names but had a typo and i am getting this error. It

      • Integrating Zoho Desk Instances from two separate organizations

        Is it possible to integrate Zoho Desk with an instance from another organization? For example, creating a ticket in one organization can cause the creation of a ticket in the second organization? Or certain tickets from one organization be viewable by

      • Knowledge base bug - Error: Article couldn't be updated.

        It took me a while to figure this out, truly one of the most irritating bugs in Zoho. I hope you find this information helpful. When using the knowledge base to create articles, make sure your keywords are in lowercase and separated by commas. Otherwise,

      • Is this possible with Campaigns?

        My company is currently moving CRM's from Monday to Zoho One. Currently, our marketing lead process is send out 7 sms messages over 14 days if the lead is in a certain status. If we don't get a response the lead is put into a "Closed" status. Do we buy

      • How to view two portals (Zoho CRM & Zoho Books) in single login

        Hello there, I need to create a portal access for the Customers. Customer data present in two applications namely Zoho CRM & Zoho Books. My requirement is to show the two different portals(Zoho CRM Portal & Zoho books Portal) in single login. I could

      • Updating Bounced Contacts in Campaigns to the CRM

        The article explains how to update Opt-outs from Campaigns to CRM, but not bounces. While Campaigns will automatically remove any bounced emails from future campaigns, is there a process by which a bounce will update or make a notification in the CRM

      • Bandwidth, voice and poor video

        Dear Team, The webinar has made things quite easy and convenient for educators around the world. We are an art & culture-based organization where students and researchers are our major audience.  While using the Zoho webinar platform, we have observed that the audio lags and the video is of poor quality and often freezes. Some participants don't hear what is being spoken.  We also found that even a slightly slow internet connection disrupts the webinar while it should be working well even on lower

      • Zoho books and venmo

        Hi, Is there a way to hook Venmo into zoho books? I have a Venmo business account and want to be able to sync that. I know you can do it with the paypal integration but I dont want to use paypal for the fees and that doesnt allow me use/integrate my current

      • Global Sets for Multi-Select pick lists

        When is this feature coming to Zoho CRM? It would be very useful now we have got used to having it for the normal pick lists.

      • 550 5.4.6 Unusual sending activity detected. Please try after sometime. <a href=https://www.zoho.com/mail/help/usage-policy.html target=_blank>Learn more.</a>

        Please help me with this. Sending of mails is blocked.

      • The Social Wall: November 2024

        Hey everyone, As we move into December, we're excited to share all the updates that went live in Social during November. View, monitor, and respond to your WhatsApp and Telegram messages from Inbox Take your communication a step further by integrating

      • Segmenting Contacts Based on Product Purchased

        I am trying to organize our main Marketing Automation email list in a way that segments contacts based on products they have purchased (for example in this case it is 3 different products). To my knowledge, this would require the sync from Zoho CRM to

      • Urgent Assistance Needed with DKIM Verification

        Hi, I have been trying to verify the DKIM for the past month using your instructions as well as other resources. Unfortunately, I have not been able to resolve the issue, and it remains persistent. I need to address this problem as soon as possible so

      • How do I attach tasks from one task to other tasks in the same project

        How do I attach tasks from one task to other tasks in the same project

      • Incorrect Handling of XLSX data

        Trying to import an XLSX schedule of bills into Zoho Books I ran across the problem of date formatting. To replicate: Build a CSV file with bill dates in whatever format you like and import it - this should work if you match the "dd/MM/yyy" etc. format

      • Zoho Books Invoice Salesperson: requires ID but there is no "Fetch salesperson" action

        Hi, I am trying to attach a Salesperson to a Zoho Books invoice. In Zoho Flow, the salesperson field required an ID. However, I only have the salesperson name, I need to fetch salesperson by name and then provide the ID. There is no option to fetch salesperson...

      • Change format of quantity format

        Hi,  I would like to change the qunatity format from 1,00 to 1.  Is this possible?   thanks!

      • Ticket Views: filter criteria -> dynamic date values in relation to the current date

        Hello all, It would be very helpful if you could build custom views in such a way that you do not have to adjust the criteria daily or at whatever interval in order to change the fixed date value as needed. For example, I would like to create a view that,

      • Captchas: No support for Google reCAPTCHA or similar

        Hi all, The current captcha integrated into Creator is very basic, and often near-impossible to read. I'm building an app for a charity which includes a couple of public-facing forms, and this is a real issue for people with dyslexia and related conditions - it's effectively excluding them if you want any form of spam protection at all on your published forms (and that being said, the current captcha doesn't even seem very effective - bots can often read it more easily than humans). I've raised this

      • Maintain consistency in ticket responses with shared snippets

        Hello everyone! We are excited to announce that our highly anticipated snippet sharing feature is now available to all users. As you know, snippets are pre-defined message templates, or canned messages, that help agents respond to tickets with efficiency.

      • Tickets - Zoho Desk

        Hi Team, My Clients need to see their tickets created and the status of the ticket in the Zoho Support Desk itself. How can I do this? My Client doesn't have a Zoho Account. They need to access the ticket by the provided link without signing in.

      • Automatically assign Contacts to Account owners

        Hi, I have a finite number of accounts set up in the CRM, and each new contact that comes in is automatically assigned to an Account according to a rule I set up. I want the Contact owner in the Contacts module to be assigned to the relevant Account owner.

      • Making Copies/Duplicates of Zoho Forms (Shared)

        Question to the community: is there a way to take a 'shared form' , make a duplicate copy and save under My Forms, so that i can use that which was already created as a template to make updates to and use as a test form and be able to have full access,

      • Using IMAP configuration for shared email inboxes

        Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure

      • Can you help us creating a customised form with payment link?

        I would like to create a customised Transport form where the user will be asked to make payment basis the drop/ pick up they select.

      • Deleting or disabeling predefined ticket list views

        Is it possible to delete or disable predefined views or is this still not possible? For instance, we are not using the chat function and therefore have no use for the "Missed Chats" view. Thanks!

      • Email an Invoice from API

        When calling the API to email an invoice, it seems it does not actually send it. Below is a screen shot where I used an API call for the bottom record, and it updated its' status to "Due Today", but no email was actually sent. The top record, I hit the

      • Unable to load your extension. Please check your plugin-manifest or Resources.json.

        Hi Team, I am using the config module with multiple fields of different types, such as checkboxes and picklists. However, I am encountering the following issues: Error Message: When loading the extension, I get the error: "Unable to load your extension.

      • Layout Rules / Quick create

        Hello, is there a way to create a layout rule for quick create option? Regards, Katarzyna

      • Issue with Create Note Button and Popup Form in Leads Module

        Hello Zoho Community, I am trying to implement a "Create Note" button in the Leads module with the following functionality: 1. When the button is clicked, a form should pop up with fields to add notes. 2. After filling out the form and clicking Send,

      • Finding draft ticket replies

        Is there a way to see all tickets which have draft replies?

      • Next Page