CRM Hack #3: How to update formula functions for already created records.

CRM Hack #3: How to update formula functions for already created records.

Hello everyone!

 

It’s Wednesday and we are back with yet another hack.. 

 

I'm sure you've used formula fields to meet some requirements specific to your business. Let's consider an example each for external (customer-facing) and internal facing scenarios where you'd have used formula fields. 

 

i) You are an insurance company and have added a formula to determine the age of your customers to check eligibility for a particular policy. 

ii) You have over a hundred potentials and have created a formula to calculate the commission for your sales representative based on the amount in the potential and stage.

 

Now, in both these cases, you'd want to apply to the earlier records as well, right? Here's a simple hack that lets you do update the formula to the records already created.

 

1. Click on the tools icon at the top right corner and go to Setup.



2. Go to the module concerned, say Leads.




3 You'll find a list of new fields that can be used inside the layout on the left side panel. Select the check box, and drag and drop the field inside the layout and rename it appropriately and save the layout. 





4.Go to leads and select the records that are already available using the corresponding checkbox and click on the three dots at the top. Now,select mass update for the checkbox field that you created .



 




What happens now is a mass update of all the records triggering the formula action as well.


PS: Please note that you can only mass update up to 500 records at a time, by selecting 100 records and navigating to the next 5 pages thus selecting 500 in total.

 

 

Try this and let me know if it helped! Until next Wednesday!


PS: Edit to the post. Initially we had the option to update the formula field based on a field update, but this would update the formula field every time when a record is updated. Hence, now to update a formula field you have to make sure the field to be updated must be invoked with the formula field. Here is a example based on a user a requirement. I have a checkbox field called "Mass update check" In order for the formula field to update based on the checkbox field I have to invoke this field within the formula. Here is the formula with the "Mass update check" check box field invoked.

If(Tostring(${Candidates.Mass update check})=='true',Abs(Datecomp(${Candidates.Candidate Updated Time},${Candidates.Phone screen complete}))/24/60,0)

Check and let us know if you have any further clarification.





    • Sticky Posts

    • How to reach the official Zoho Support channels and avoid fake ones.

      Dear Customers, Thanks a lot for choosing Zoho! Our applications are built to help achieve your day-to-day business goals. We are committed to engaging with you, to understand and develop solutions that enhance your productivity.  We are happy and ready to help you use our services effectively. Understanding and avoiding fake support Just like using popular bank names and financial applications for phishing purposes, using Zoho and claiming to be providing Zoho Support or services with false numbers
    • Function #35: Close all tasks associated with a lead and create a new task.

      Welcome back everyone! Last week, we learnt how to close all tasks of a deal depending upon the deal stage. This week, let's look at a custom function that lets you close all of the tasks associated with a lead while simultaneously creating a new task, like when you need to halt all progress towards a lead while the lead is not available at the moment but create a reminder task. Business scenario: The success of a company, in one way or another, is determined by the leads it gets. Each lead is just
    • Zoho CRM Webinar - Redesigning Daily User Experiences with Canvas

      <br> Your users across roles use the CRM for day-to-day tasks that are necessary. Whether they perform their tasks on time, the right way, or at all depends on a lot of factors, including User Experience. Many businesses struggle with rigid layouts,
    • Join us at the Canada ZUG Meetup: What’s New in Zoho CRM

      Hello Zoho Community! Start your year with fresh insights into Zoho CRM’s latest updates and tools. Whether you're a CRM beginner or a experienced user, this meetup is crafted to help you optimise your processes and leverage new features. Explore practical
    • CRM Hack #2: Automate sending of birthday greetings to your customers.

        Hello everyone! What sets you apart as a sales person is your ability to add that personal touch to your business relationship with your customers. Sending a gift on a special day, or leaving a note wishing them on their birthdays, are small, yet significant actions that show your customers that you care. And these are actions done without any expectations :) You must be engaging with a lot of customers and it is highly unlikely that they all are your friends on Facebook or some social channel,

    Nederlandse Hulpbronnen


      • Recent Topics

      • How can I hide "My Requests" and "Marketplace" icon from the side menu

        Hello everybody, We recently started using the new Zoho CRM for Everyone. How can I hide "My Requests" and "Marketplace" from the side menu? We don't use these features at the moment, and I couldn't find a way to disable or remove them. Best regards,
      • Introducing Workqueue: your all-in-one view to manage daily work

        Hello all, We’re excited to introduce a major productivity boost to your CRM experience: Workqueue, a dynamic, all-in-one workspace that brings every important sales activity, approval, and follow-up right to your fingertips. What is Workqueue? Sales
      • PDF Annotation is here - Mark Up PDFs Your Way!

        Reviewing PDFs just got a whole lot easier. You can now annotate PDFs directly in Zoho Notebook. Highlight important sections, add text, insert images, apply watermarks, and mark up documents in detail without leaving your notes. No app switching. No
      • 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
      • Right Shift key not sending to Zoho Assist environments

        I'm unable to use Right Shift key in Zoho environments. Zoho environments are Win10. Computer I access from is Win 11. Issue started when I changed to Win 11. Have tried: - Multiple browsers - web client AND desktop client - 3rd party mapping tools to
      • How do you do ticket add ons in Backstage?

        Hi Everyone, If you wanted to have general admin tickets and allow for add ons, like camping, or car or Carbon offset. What would you do? Peace Robin
      • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

        Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with
      • validation rules doesn't work in Blueprint when it is validated using function?

        I have tried to create a validation rule in the deal module. it works if I try to create a deal manually or if I try to update the empty field inside a deal. but when I try to update the field via the blueprint mandatory field, it seems the validation
      • Pull cells from one sheet onto another

        Hello all! I have created an ingredients database where i have pricing and information and i want to pull from that database into a recipe calculator. I want it to pull based on what ingredient I choose. The ingredients database has an idea and i want
      • How can Data Enrichment be automatically triggered when a new Lead is created in Zoho CRM?

        Hi, I have a pipeline where a Lead is created automatically through the Zoho API and I've been trying to look for a way to automatically apply Data Enrichment on this created lead. 1) I did not find any way to do this through the Zoho API; it seems like
      • Emails Failing with “Relaying Issues – Mail Sending Blocked” in ZeptoMail

        Hello ZeptoMail Support Team, We are facing an email delivery issue in our ZeptoMail account where emails are failing with the status “Process failed” and the reason “Relaying issues – Mail sending blocked.” Issue Details Agent Name: mail_agent_iwwa From
      • How does Zoho handle support operations for our EU users?

        Dear Zoho users, We have some news and reminders about how we handle support operations for Zoho users in the EU Data Center. This is part of our broader commitment to ensuring GDPR compliance and providing secure data handling for all users. We'd like
      • Sender Email Configuration Error.

        Hello Team, Hope you are all doing well. We are in the process of creating the Zoho FSM environment in the UAE. When we try to add the sender email address “techsupportuae@stryker.com”, we receive the error message: “Error occurred while sending mail
      • Different Task Layouts for Subtasks

        I was wondering how it would be possible for a subtask to have a different task layout to the parent task.
      • Layout Adjustment.

        Hello Latha, Hope you are doing well. I wanted to check with you about adjusting the layout columns in the Service Report from the backend, as currently there is no capability for us to customize the layout from our end. Below is the output that I am
      • Let us view and export the full price books data from CRM

        I quote out of CRM, some of my clients have specialised pricing for specific products - therefore we use Price Books to manage these special prices. I can only see the breakdown of the products listed in the price book and the specialised pricing for
      • Anyone in Australia using Zoho Books AND has their account with NAB?

        Hi I have an account with both NAB and Suncorp. Suncorp transaction come in the next day however NAB transactions take 4-5 business days to appear. eg: A deposit made today in my Suncorp will be imported into Zoho tomorrow. A deposit made today to the NAB account will be imported maybe Saturday (Friday overnight). I have contacted both Zoho and NAB but noone seems to know why. I was just wondering if anyone else in Australia uses NAB and has this issue (or doesn't) maybe we could compare notes and
      • Zoho Often Lag

        Desk Team, We've noticed that Desk, Creator & other apps seems to lag more these days. We often refresh multiple times.
      • Offer already made- but I withdrew it

        I made an offer letter, but made a mistake on it. I withdrew the offer but now I can't recreate the correct offer. Zoho keeps saying that "A same offer has already been made". I look in the "offers" and there are NO offers (this is the first time I've
      • Importing into the 'file upload' field

        Can you import attachments into the file upload field. I would expect it to work the same way as attachments do, But can't seem to get it to work. Moderation Update: The option to import into File Upload and Image Upload fields has been supported. Read
      • Layout Rules Don't Apply To Blueprints

        Hi Zoho the conditional layout rules for fields and making fields required don't work well with with Blueprints if those same fields are called DURING a Blueprint. Example. I have field A that is used in layout rule. If value of field A is "1" it is supposed to show and make required field B. If the value to field A is "2" it is supposed to show and make required field C. Now I have a Blueprint that says when last stage moves to "Closed," during the transition, the agent must fill out field A. Now
      • Why is the ability Customize Calls module so limited?

        Why can't I add additional sections? why can't I add other field types than the very limited subset that zoho allows? Why can I only add fields to the outbound/inbound call sections and not to the Call Information section?
      • Zoho Desk blank screen

        opened a ticket from my email, zoho desk comes up blank, nothing loads. our receptionist also gets the same thing under her login on her computer. our sales rep also gets same thing on zoho desk at his home on a different computer. I tried clearing cache/history/cookies,
      • Exporting All Custom Functions in ZohoCRM

        Hello, All I've been looking for a way to keep about 30 functions that I have written in Zoho CRM updated in my own repository to use elsewhere in other instances. A github integration would be great, but a way to export all custom functions or any way
      • Optimum CRM setup for new B2B business

        Can some advise the most common way to setup Zoho CRM to handle sales for a B2B company? Specifically in how to handle inbound/outbound emails. I have spent hours researching online and can't seem to find an accepted approach, or even a tutorial. I have
      • filter on sheets mobile (iOS, iPadOS) does not work

        I have this issue on every spreadsheet, whether imported or created natively in Zoho Sheets. I can use on desktop without issue: desktop screenshot on iOS the filter dropdowns are not there and there is no way to add them mobile iPadOS looks the same
      • 【Zoho CRM】商談タブへのデータインポート

        Zoho使用前にエクセルで管理していた商談情報を、Zoho一括管理のため、商談タブにインポートしたいのですが、お客さまの氏名だけが紐づけられませんでした。 「Zoho CRMにインポートする項目を関連付ける」のところが画像のようになっています。 (弊社では、「姓」を「★個人データ名」という項目名に変更し、フルネームを入れて使用しています。) どのようにしたら氏名をインポートできるかご存じの方がいらっしゃいましたら、ご教示いただきたく、よろしくお願いいたします。 (投稿先が間違っていましたらご指
      • Canva Integration

        Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,
      • Can't edit Segments

        Happening with 2 different Zoho One environments, in different browsers. Please fix.
      • Zoho Sheet for Desktop

        Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?
      • Transfer ownership of files and folders in My Folders

        People work together as a team to achieve organizational goals and objectives. In an organization, there may be situations when someone leaves unexpectedly or is no longer available. This can put their team in a difficult position, especially if there
      • Consumer Financing

        Does Zoho currently have a payment gateway (such as Stripe, Square, etc) which offers financing for customers? So, let's say the estimate we give the customer is greater than what they can afford at the time, but we can sell the service now, letting them
      • Subform edits don't appear in parent record timeline?

        Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user
      • Zoho CRM - Option to create Follow-Up Task

        When completing a Zoho CRM Task, it would be very helpful if there was an option to "Complete and Create Follow-Up Task" in the pop-up which appears. It could clone the task you are closing and then show it on the screen in edit mode, all the user would
      • Mandatory Field - but only at conversion

        Hello! We use Zoho CRM and there are times where the "Lead Created Date & Time" field isn't populated into a "Contractor" (Account is the default phrase i believe). Most of my lead tracking is based on reading the Lead Created field above, so it's important
      • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

        Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything
      • File Upload field automatically replaces spaces with underscores – support experience

        Hi everyone, I want to share my recent experience regarding the File Upload field behavior in Zoho Creator and my interaction with the Zoho support team. When a user uploads a file, the system automatically renames the document by replacing spaces in
      • Deluge function to copy parent record file upload field to child record file upload field

        I'm stuck trying to write a deluge function that is triggered via automation in child record "Appointments," confirms if a file is in file upload "Report" field of parent "Contacts" record via Contacts lookup field "Contact_Name". If no file is in parent
      • Zoho Books Sandbox environment

        Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need a
      • Make panel configuration interface wider

        Hi there, The same way you changed the custom function editor's interface wider, it would be nice to be able to edit panels in pages using the full width of the screen rather than the currently max-width: 1368px. Is there a reason for having the configuration panel not taking the full width? Its impossible at this width to edit panels that have a lot of elements. Please change it to 100% so we can better edit the layouts. Thanks! B.
      • Next Page