Introducing Global Sets for easy management of similar picklists in CRM

Introducing Global Sets for easy management of similar picklists in CRM

[Update | Sep 2024] We've increased the maximum count limit for global sets. These new limits are now live for AU and JP data centers and will be gradually opened to all. Please check this link for the updated limits.

Hello folks,

As administrators who implement and manage CRM solutions, you may have dealt with picklists that are present across multiple modules and have the same picklist values.

For example, consider picklists with industries as picklist values. These are used across leads, contacts, accounts, and custom modules. The purpose of collecting this detail is, among other things, to tailor our communications around the needs and perceptions of these industries.

Until now, you most likely have added and updated the values for each picklist to make sure that they were consistent across the CRM.

This would've involved the repetition of the same set of actions for each picklist. Needless to say, this is tedious and susceptible to error.



Now, we'd like to present a solution to make this task easier.

We're thrilled to introduce a new feature called Global Sets, which is designed to simplify working with similar picklist fields in Zoho CRM.


A global set is an admin-defined set of picklist values that can be associated with multiple picklists across modules.

In the case of industry picklists, we can:
  1. Create a global set called "Industry," with industries as picklist values.

  2. Associate the relevant picklists in the different modules with that global set.

  3. Make changes in the "Industry" global set and let the CRM take care of making changes in all other places, like associated picklists, existing records, workflow rules, etc.
Some other useful options include:
  1. Converting existing picklist values to a global set:

  2. Switching the association of a picklist from a local set to a global set and vice versa:
  3. Mapping values when switching from a local set to a global set to preserve data integrity*:

    *If the same value is present in the global set, the value is mapped automatically. It's mandatory to map a value if it's used in places like workflow rules, field updates, etc.
  4. Viewing all of the picklists associated with a global set:

Limits:
  • Number of global sets: 10 (Enterprise) | 25 (Ultimate)
  • Number of picklists (across modules) that can be associated with the one global set: 15 (Enterprise/Ultimate)
  • Number of picklists in a module that can be associated with different global sets : 7 (Enterprise/Ultimate)
  • Number of values in a global set: 1,000 (Enterprise/Ultimate)
  • For now, global sets can't be associated with multi-select picklists.
Updated limits [Sep 2024] [These new limits are now live for AU and JP data centers and will be gradually opened to all. ]
  • Number of global sets: 30 (Enterprise) | 50 (Ultimate)
  • Number of global sets per module: 15 (Enterprise/ Ultimate)
  • Number of picklists that can be associated with one global set: 30 (Enterprise/Ultimate)
  • Number of used values in a global set: 1,000 (Enterprise/Ultimate)
  • Number of unused values in a global set: 500 (Enterprise/Ultimate)
  • For now, global sets can't be associated with multi-select picklists.


    This feature is available in the Enterprise and Ultimate editions of Zoho CRM. It has been rolled out to all users in all DCs.

    To learn more about this feature, please refer to our help documents: Overview of global sets | Working with global sets (for how-to's)

    Once you've taken this feature for a spin, do let us know what you liked and what you didn't like in the comments section below.




          • Recent Topics

          • Ticket Export Does Not Include Ticket Threads

            Dear Zoho Desk Support Team, I hope you’re doing well. I would like to report an issue regarding the ticket export functionality in Zoho Desk. Currently, when exporting tickets, the ticket threads or conversation history are not included — only the ticket

          • Payments made notification

            This is a really wonderful feature but we can only use it for about 50% of payments made & have to revert to sending statements which is a real chore. Credits applied to the bills paid in the notification aren't included & this causes great confusion in the accounts receivable departments. Please, please add this required feature asap ! .....

          • Ability to add VAT to Retainer Invoices

            Hello, I've had a telephone conversation a month ago with Dinesh on this topic and my request to allow for the addition of VAT on Retainer Invoices.  It's currently not possible to add VAT to Retainer Invoices and it was mutually agreed that there is absolutely no reason why there shouldn't be, especially as TAX LAW makes VAT mandatory on each invoice in Europe!   So basically, what i'm saying is that if you don't allow us to add VAT to Retainer Invoices, than the whole Retainer Invoices becomes

          • ZOHO DESK link with Power BI

            HI, I am using ZOHO Desk for last two years and now my client is asking to integrate ZOHO desk data to Power BI so that they can use Data for reporting. Kindly guide in details so that i can give access to ZOHO desk export data for more visibility.

          • URLs being masked despite disabling tracking

            Hey, We had disabled click tracking from an email update we are sharing with our users. Despite this, the URL the end user is receiving is masked, and looks like "https://qksyl-cmpzourl.maillist-manage.net/click/1d8e72714515cda6/1d8e72714515ca70" instead

          • Dashboard Autorefesh

            Good day, I am a dashboard that displays the number of tickets based on "Product Name". This dashboard is displayed on a big TV for the team to monitor. Can the dashboard auto-refresh every few minutes to display the new values? Currently, we have closed

          • Deferred/ Unearned revenue

            Dear Zoho Team, Just in case you have missed out my query posted few days ago: We issue invoices relating to 12-month web hosting service. When we issue the invoice, we should record the entire amount of the invoice as DEFERRED/UNEARNED REVENUE (ie. $10

          • Report Hover Setting

            Would be great if we will able to show information to the user while hovering a record in a report.

          • Bigin Android app update: Zoho Books integration

            Hello everyone! We’re excited to introduce Zoho Books integration on the latest version(v1.8.5) Bigin Android app. Once the integration is completed in the web(bigin.zoho.com), the Zoho Books tab will be visible in detail View of Contacts, Companies,

          • Audit Log enhancements: Increased retention period, better user visibility, and more

            Hello everyone, The Audit Log brings in the following enhancements which improve the overall ability to manage data. Why did we make these updates? Extended Data Retention: Audit data can now be filtered and exported for a 60-day period, doubling the

          • Question Regarding Managing Sale Items in Zoho Books

            Good day, I was wondering about something. Right now, Zoho Books doesn’t seem to have a way to flag certain items as being on sale. For example, if I want a list of specific items to be on sale from October 1 to October 12, the user would have to export

          • [WEBINAR] Smooth year-end closure with Zoho Books (KENYA)

            Hello there, This webinar is for all Kenyan businesses looking to wrap up their financial year smoothly! Join our free session to learn how Zoho Books can simplify your year-end process. What to expect from this webinar: - All the latest updates in Zoho

          • System flaws and lack of response from Zoho

            I have had to go on here as no-one is replying to my emails regarding my problem (been 10 days and no email reply) and your chat facility online through your Zoho Books software opens and closes immediately, so not functioning properly. I actually called

          • Customer Grouping

            Hi, how can I group multiple customers into single group. So that I can have idea of accounts receivables of all the customers in single group. Like if there are multiple subsidiaries of same company we have having a business with, and want to view the

          • Two currencies

            More and more I am finding that internattional payments' fees are unpredictable. I would like, on my invoices that are in a foreign currency (eg. USD$ or EUR€) for there to be a GBP£ TOTAL display alongside the invoice's currency total. This would make

          • Zoho Books | Product updates | September 2025

            Hello users, We’ve rolled out new features and enhancements in Zoho Books. From PayNow payment method to applying journal credits to invoices and bills in other locations, explore the updates designed to enhance your bookkeeping experience. Integrate

          • GST Slabs Redefined: Stay Compliant Using Zoho Books!

            Hello Everyone! The Government of India is rolling out new GST rates, a major reform aimed at simplifying the current tax structure starting 22 September 2025. GST will move from four slabs (5%, 12%, 18%, 28%) to two main slabs (5% and 18%), plus a special

          • Zoho Books | Product updates | October 2025

            Hello users, We’ve rolled out new features and enhancements in Zoho Books. From iOS 26 updates to viewing reports as charts, explore the updates designed to enhance your bookkeeping experience. Zoho Books Updates for Apple Devices At WWDC 2025, Apple

          • Need Inactive accounts to be visible in Reports in Zoho Books

            I N=need Inactive accounts to be visible in Reports in Zoho Books to do recons of the accounts but when i see the same they are not visible in the Accountant - Account Transactions report

          • Edit item custom fields

            Getting this error : Transactions have been created with the custom field. Hence it cannot be deleted. Not trying to delete it, just trying to change which modules to show in or to not show at all in transactions !

          • Zoho Books - How to Invoke a Custom Function in Schedulers

            We have multiple schedulers that send emails to customers in batches. Currently, we are maintaining the same code across several schedulers. Is it possible to use a custom function inside a scheduler script? If yes, how can we invoke the custom function

          • Use Zoho Books to bill for work done in Zoho Desk??

            I'm trying to see if something is possible (and if yes, how). We use Zoho One to manage our business. We have a lot of clients that will put in a ticket (via portal) to have work done. Out techs will pick up the ticket, do the work, and then log the time

          • Zoho Finance Suite - Customer Custom Tabs - Dynamic Link

            Hi Finance Suite team, When creating a Custom Tab for a Client Portal, there is no option to add dynamic parameters. This would be very helpful for adding Zoho Analytics dashboards which can be dynamically filtered through the URL to only show information

          • Modular Permission Levels

            We need more modular Permissions per module in Books we have 2 use cases that are creating problems We need per module export permission we have a use case where users should be able to view the sales orders but not export it, but they can export other

          • Blueprint or Validation Rules for Invoices in Zoho Books

            Can I implement Blueprint or Validation Rules for Invoices in Zoho Books? Example, use case could be, Agent confirms from client that payment is done, but bank only syncs transactions tomorrow. in this case, Agent can update invoice status to done, and

          • Feature Enhancement Request – Text Formatting Options in Item Description (Zoho Books/Quotes Module)

            Dear Zoho Development Team, Greetings from Radiant360 Integrated Technical Services LLC. We would like to bring to your attention a functional limitation we've encountered within the Item Table / Quote Description section of Zoho Books (and Zoho CRM Quotes).

          • Add Option to Mass Dispatch by User

            Hello! We are using the dispatch console to dispatch service appointments to our service ressources. Right now, the process is our dispatcher verifies each ressource's route for the day and dispatches it after validation. Sadly, there doesn't seem to

          • Bank Receipt Catagorization

            Hi, how can I match a bank deposit to multiple customer's invoices ? For e.g. A single person paid to us on behalf of different five customers. I need to keep the separated invoices for each customer

          • Payment on a past due balance

            Scenario: Customer is past due on their account for 4 months. We suspend their billing in Zoho books. Customer finally logs into the portal and enters a new credit card. We associate that cardwith their subscription, which will permit the card to be used

          • How to export all line-item descriptions for a specific item in Zoho Books?

            I am trying to audit a specific item (“Item X”) that has been invoiced multiple times with different line-level descriptions. Here’s the situation: I am using Zoho Books (Professional). Each invoice may contain the same item but with different descriptions

          • List of hidden features

            Hi Friends, I had another support chat today and low and behold the feature that I wanted just simply needed to be "enabled". I thought I'd share, and maybe see if others had some similar experiences. 1. This one is from 5 ish years ago. I asked if there

          • How to change a BAS that has been filed

            I have discovered that a group of expense transactions were accidentally placed in a asset account rather than an expense account. As a result I need to adjust the transaction and consequently most of my BAS to correct the error. Because the BAS have

          • How to Export PDF with a custom Template

            I need to export Sales Order with a Custom Template I have created How can I do it? I see an API to export the PDF but how can I choose which template to choose to generate the PDF

          • Associate email with a potential or project.

            I have a pivotal requirement to associate emails from various suppliers (contacts) with different potentials or projects, on an email by email basis as they come in. This question appears to have been raised before but I cannot find a definitive yes "it can be done". Could anyone please tell me, yes or no.  If the later I can stop wasting time and look at alternative crm systems. I would love not to have to do this. Thanks in advance.

          • Function with Search Records was working until a few weeks ago, around when "Connected Records" was released

            I have a custom function that has been running for nearly a year now, which suddenly stopped working around the time Zoho released the "Connected Records" update. The function is no longer finding the record using the searchRecords function. I've changed

          • Is CRM On Premise available

            Hi Zoho team, Can you please let me know that CRM Zoho is available for On Premise as well? Thanks, Devashish

          • How to sync from Zoho Projects into an existing Sprint in Zoho Sprints?

            Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make that

          • Online Assessment or any aptitude test

            This video is really helpful! I have one question — if I share an assessment form link (through email or with the application form on my career page), how does Zoho Recruit evaluate it? Can a candidate use Google or external help while taking the test,

          • Editing the Ticket Properties column

            This is going to sound like a dumb question, but I cannot figure out how to configure/edit the sections (and their fields) in this column: For example, we have a custom "Resolution" field, which parked itself in the "Ticket Information" section of this

          • Incoming Threads Report

            From data to decisions: A deep dive into ticketing system reports Customers raise questions and issues through multiple channels, such as email, chat, or tickets. To monitor the number of queries received on a specific day from each channel, leads can

          • Next Page