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:

Create a global set called "Industry," with industries as picklist values.
Associate the relevant picklists in the different modules with that global set.
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:

Converting existing picklist values to a global set:
Switching the association of a picklist from a local set to a global set and vice versa:
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.
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.

Zoho Desk Resources

Desk Community Learning Series
Digest
Functions
Meetups
Kbase
Resources
Glossary
Desk Marketplace
MVP Corner
Word of the Day

Sticky Posts
Focus Group Webinar - Streamline Record Creation with Wizards
Hi there, With all the time your users spend on record creation, do you feel like they have the most seamless experience while doing it? For different types of records or those with a LOT of fields, do your users spend time navigating to enter data repeatedly?
Notes and Attachments visibility can now be restricted based on profiles
Dear All, We hope you're well! We are here with a quick update about Notes and Attachments profile permissions. In the past, a record's Notes and Attachments were visible by default to all users with record access. However, as notes and attachments can
Identify and prioritize profitable deals: Zoho CRM Forecasts help users focus on revenue-driving opportunities
Post moderated on: 7th November: Release update: This feature is now available for users in all DCs. Dear Customers, We hope you're well! At any given time, a sales rep handles multiple deals, each progressing at its own pace. But not all deals will succeed—some
Gain control over record sharing with portal users through our new enhancement: criteria-based data exposure
Dear Customers, We hope you're well! Portals is a self-service avenue through which your clients can access and manage their direct and related data in Zoho CRM. This empowers them to be more independent and enables them to experience a sense of transparency
Context and convenience just got better with Zia's email intelligence
Dear Customers, We hope you're well! We are in 2024, and email as a tool is only getting more powerful each day. While it enables seamless daily correspondences, we are here with a set of abilities that will enhance your user experience and save several