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

          • No practical examples of how survey data is analyzed

            There are no examples of analysis with analytics of zoho survey data. Only survey meta data is analyzed, such as number of completes, not actual analysis of responses, such as the % in each gender, cross-tabulations of survey responses. One strange characteristic

          • Zoho Creator as LMS and Membership Solution

            My client is interested in using Zoho One apps to deploy their membership academy offer. Zoho Creator was an option that came up in my research: Here are the components of the program/offer: 1. Membership portal - individual login credentials for each

          • Adding Chargebee as a Data Connector

            Is it possible to get Chargebee added as a Zoho Analytics data connector?

          • Webform & spam

            Hi, We set up 2 webform on our website, fowarding the content to Zoho CRM. Since it has been opened up, we are getting lot of spam message (for now about 20 a day). To lower the  amount of false new leads we added the captcha field and new enquieries are send to the Approval Leads list. However we still get some spam. Is there any "anti spam" mechanism built in Zoho CRM, or how is the best way to avoid these kind of spam ? Thanks

          • Dropbox to Workdrive

            Namaste, Trust you all are doing well. Wanted to check how this can be done with Zoho flow. I typically receive dropbox links from my clients. Is there a way where I can provide the link to Zoho flow and it downloads the files from dropbox link to a work

          • Deals by Stages Funnel not showing in correct order

            Using the Stage-Probability Mapping for the Deals module we have created a steps our deals will pass through, RFQ, Closed/Lost, Declined/No-Go, Pricing, Submitted, Negotiations, Won. However when I view the Deal By Stages Funnel it does not show in the

          • Confirmation prompt before a custom button action is triggered

            Have you ever created a custom button and just hoped that you/your users are prompted first to confirm the action? Well, Zoho knows this concept. For example, in blueprint, whenever we want to advance to the next state by clicking the transition, it is

          • How to create auto populate field based on custom module in Zoho CRM?

            Hello, i'm still new to Zoho CRM and work as administrator in my company. Currently, I'm configuring layout for Quotes Module. So, the idea is, I've created a read-only field in Quotes called "Spec". I want this field automatically filled with Specification

          • Rich Text For Notes in Zoho CRM

            Hello everyone, As you know, notes are essential for recording information and ensuring smooth communication across your records. With our latest update, you can now use Rich Text formatting to organize and structure your notes more efficiently. By using

          • Office 365 and CRM mail integration: permission required

            Has anyone run into this weird problem? My email server is Office 365. When I try to configure Zoho CRM to use this server, a Microsoft popup window opens requesting user and password. After entering that, I get a message in the Microsoft window saying

          • Deluge - Can't get phone number SalesIQ

            Hey folks, I’m building a custom plug for SalesIQ that’s supposed to register leads into Zoho CRM. The SalesIQ chat is being implemented on WhatsApp, and in my plug I’m using this line: mobile_clean = session.get("phone").get("value"); From what I understand,

          • Zoho Desk - Community

            As a regular user of Zoho Cares Community I would really love to see the publish date of articles. For example, when I look at Announcements, it would be very beneficial to see which ones were posted recently, over those which have just and a recent comment.

          • access to quartz for my customers

            Hi how can I have access to the application quartz you use for us to send you screen rocording, this feature would be immensely useful for our customers support https://quartz.zoho.com/

          • Issue with Inline Images in Email Reply via Zoho Desk API

            Hi, I am attempting to send inline images in an email reply using the Zoho Desk API, but the images are not being displayed inline for the recipient. I have followed this documentation: https://desk.zoho.com/DeskAPIDocument#Uploads https://desk.zoho.com/DeskAPIDocument#Threads#Threads_SendEmailReply

          • How to search a value stored in a subform?

            Hello, We store serial numbers in subforms but now we would like to be able to search the values to be able to easily find the record with the serial number. I saw that it's not possible to search such values through global search but is it possible to do it an other way? Thank you,

          • Field Dependency Not Working on Detail Page in Zoho Desk

            Hi Support Team, I’ve created field dependencies between two fields in Zoho Desk, and they are working correctly on the Create and Edit layouts. However, on the Detail page, the fields are not displaying according to the dependencies I’ve set — they appear

          • How do the keyword critera work?

            Hi, I'm working on automated assignment of tickets based on keywords. How does this feature work? Where does this criteria look for keywords - email address, subject, email body? Can you please clarify this as I want to avoid overlapping with criteria

          • Error: Unsupported content type: text/html;charset=UTF-8 after tryeing to get the token for n8n automation

            I am working on ZOHO Desk automation and need to get the ZOHO auth token for n8n I have created the app in ZOHO Desk API, got client id and client secret. Added all data required to get a token in n8n. After I sign in with my ZOHO credentials in ZOHO

          • Improving Collaboration Features in Zoho Portal

            Hello Zoho Community, I’ve recently started exploring Zoho services and I’m really impressed with the wide range of features. However, I feel there is still room for improvement in the collaboration area. For example, it would be really helpful if we

          • Automated Shopify Emails Not Being Delivered

            I have an ecommerce store with Shopify. I recently set up my email to be served through Zoho. Since doing this, customers are not receiving some of our automated emails from Shopify itself. Our initial email that confirms their purchase goes through but our Shipping Notification that is automatically sent out upon fulfillment is not going through. Sometimes we get a notice that it's been classified as spam, sometimes nothing. I can send/receive email via Outlook on my desktop and I can send/receive

          • Send a campaign to one recipient.

            Very often I speak to a customer and they say they didn't see my email (maybe it went in Junk, maybe they deleted it). Anyway, I just want to go into the Campaign and send it to one person. You already have a feature very close to this - when sending a Test. While developing a campaign, I can send tests to anyone. Why can't we have this AFTER  the campaign has been sent? I know, there's a caveat, and that's in the use of merge tags. Most of the time I only use FNAME, but maybe you could check if

          • Try FSM again for our business

            We already have our customers individual equipment in CRM with serial numbers, install dates, warranty length and importantly next service which is generally 2 years. a month before the service date is due we get get a report and send out service reminders.

          • Get Cliq Meetings in my O365 calendar

            Hi, we are currently evaluating to replace the Teams Messaging and Meetings with Cliq. We currently still have all our email and calendars in O365. What i want to achieve is, to create a (ZOHO) meeting from Cliq and have this meeting added to my Outlook/O365

          • Issue with Zoho Help Portal – Tickets Missing or Not Answered

            Hi, How are you? I think there may be an issue with the Zoho Help Portal. I opened a few tickets directly in the help portal a some time ago but never received any response I also opened ticket 148356451 by email. I did receive a reply to it, but the

          • DUNS & Bradstreet and Credit risk monitoring integration with Zoho books

            Small businesses not being paid by bigger clients and clients of all sizes is a huge problem. It will be nice if Zoho develops integration with DUNS & Bradstreet(D&B) and Credit risk monitoring integration with Zoho books. That have small businesses can

          • Zoho Forms - Form Rules based on attachment fields

            Many businesses use forms to collect documents and images from customers. In many cases, you may want to trigger a notification or other automation based on whether or not an attachment was added. I've noticed that attachment fields do not appear in Rules

          • Can't open draft email for editing

            Last night I started composing an email and I let it save in drafts. This morning I want to continue working on the email. It is in my Drafts folder but it will not open. The only option there is to delete it. This is not the first time it has happened. On previous occasions I have just deleted the draft and started afresh, but I really want this one back. Windows 10 with Pale Moon 28.10.0 browser.

          • Open filtered deals from campaign

            Do you think a feature like this would be feasible? Say you are seeing campaign "XYZ" in CRM. The campaign has a related list of deals. If you want to see the related deals in a deal view, you should navigate to the Deals module, open the campaign filter,

          • Change scheduling emails time

            When sending an individual email there is a great feature to schedule them to send later. I could only use the one time that is suggested. Is there a way to select another time? Regards, Glenn

          • Zoho CRM: how can I control which contacts to sync with Outlook?

            I was just playing around syncing contacts from Zoho to MS Outlook (MS365 account.) The problem is our firm has hundreds of thousands of contacts and I don't want to bury my contacts list in outlook. Any help with this is greatly appreciated.

          • How to overcome limitations in meetings

            As a company, one of our deliverables is a meeting between two other companies, where we act as facilitators. So, if we recorded this meeting  in Zoho CRM, it should be connected to 2 accounts, 2 contacts, and 1 campaign (a campaign, in our use, is the

          • Different MRP / Pricing for same product but different batches

            We often face the following situations where MRP of a particular product changes on every purchase and hence we have to charge the customer accordingly. This can't be solved by Batch tracking as of now so far as I understand Zoho. How do you manage it as of now? 

          • Add a 'Log a Call' link to three dot icon in Canvas

            Hi, There's a three dot element when creating a canvas called 'More'. I would like to modify this to add a link that says 'Log a Call' in order to quickly record the details of a cellphone call. I'd also like this to be a simple 'contact' selection and

          • Syncing Zoho Forms with Bigin - Embedding issue?

            Hello everyone, I created a Zoho Form for a page on my GoDaddy website to collect leads, which then transfers the data to Bigin. However, I'm facing an issue where it doesn't seem to work properly. I've integrated Zoho Forms with Bigin and tried embedding

          • Can not add fields to a Section

            I feel like I'm missing something obvious: I can add new Sections to my form but I can not add fields to the Sections. I've tried fields already on the form as well as dragging and dropping new fields into the Section but nothing will go into it. What

          • Record Logged in User while using CRM lookup field

            Is it possible, while using the Zoho CRM lookup field, to automatically use the user account logged into Zoho CRM in a hidden field? I was hoping to add employee accounts to my current plan. But would like a record on the Form submission of who submitted

          • Form Rules for Suburb Categories to alternate landing pages or Making a Fields Contents ALL CAPS

            I need to send differentform submissions to two to three different thank-you URLs (for Meta/Google pixels) depending on which suburb a user selects in a form. I have ~400 suburbs split into two categories (A and B, based on business value). Current challenges:

          • Collaps Notes

            There are times when long/large notes are added to a record i.e. Accounts or Deals etc. Currently, the full note is displayed in the notes related list section. It would be great if by default only 5 to 10 rows of the note are displayed when the note

          • Zoho Down

            I have a drop in my Zoho One services.

          • Runing RPA Agents on Headless Windows 11 Machines

            Has anyone tried this? Anything to be aware of regarding screen resolution?

          • Next Page