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

      • Timesheets

        I wanted to create the timesheets remainder for our team mates who miss out the weekly timesheet entries. While creating the email templates, I couldn't see anything related to timesheets. Since it shows projects Can you help me find and build a one
      • Can we embed a Kanban Type of report using iframe too?

        I tried embedding a report as iFrame but it only appear as List View. It would be helpful if can also embed a Kanban Type of report.
      • Weekly Tips : Save Time with Saved Search

        Let's assume your work requires you to regularly check emails from important clients that have attachments and were sent within a specific time period. Instead of entering the same conditions every time—like sender, date range, and attachments included—you
      • Big Things Just Dropped in the SalesIQ Universe: Top Upgrades You’ll Love in Nova’25

        Nova'25 has landed, and it’s packed with meaningful upgrades to help you engage smarter, work faster, and scale with ease. Whether you're into proactive messaging, smarter automation, or better admin control, there's something here for everyone. Here's
      • Hidden Fields with Data Pre-Population and Notification Integration in Zoho Bookings Forms

        Dear Zoho Bookings Support Team, We'd like to propose a feature enhancement for Zoho Bookings forms that would improve data management and workflow efficiency: the ability to create hidden fields with pre-populated data. Current Functionality: Zoho Bookings
      • Tip #37 – How to ensure compliance and accountability using Advanced Session Audit – ‘Insider Insights’

        Hello Zoho Assist Community! This week we will be discussing how to strengthen your remote support operations with better visibility and control. Let’s say your support team handles a growing number of remote sessions each day. At the end of the week,
      • Replace an existing zoho show file with an uploaded one.

        For Zoho WorkDrive Upload API method, I have override-name-exist option, which I can use like this: curl https://www.zohoapis.eu/workdrive/api/v1/upload \ -F "filename=mypres.pptx" \ -F "parent_id=j3tzq1ae09c0cd91540df8d01670af05b657e" \ -F "override-name-exist=true"
      • Tip of the Week #66– Use internal comments to collaborate and resolve issues faster!

        Ever found yourself stuck on a customer query because you needed inputs from your teammate? Or sent a reply too soon and realized later that someone else on your team had a better context? When you rely on back-and-forth messages in external chats or
      • Using Zoho One to manage two (or more) businesses

        We are one company that operates two business, a scenario that Zoho One doesn't really seem to handle very well, and one which I can't imagine is at all unique to us! (It is basically designed to facilitate branding and use for one business only per subscription).
      • Skip order confirmation step in commerce?

        We have a store to sell products that are not shipped to a customer. Right now, when the order is placed, we have to manually 'confirm' the order so the sales order can convert to an invoice and charge the customer.  Is there a way to skip the manual
      • Free Shipping Coupon - Zoho Commerce

        I love the Zoho platform. Zoho Commerce is no exception; however, I'm struggling with a few common features I cannot find or are missing that I hope someone can help me with. Is there a way to create a coupon code for free shipping?
      • Is there a way to link an item to a liability account?

        I collect customer deposits for certain services and hold them in a liability account. However, Zoho Books doesn't let you create an item and assign it to a liability account so how do I create an invoice with an item that records it as a deposit into
      • Select a balance sheet account when creating an invoice

        Hi, it would be very helpfull to be able to select a balance sheet account when invoicing clients. We bill 30% of the job at signing and we would like to add to deferred revenues.  I have to create a transit revenue account and then tranfer to the right
      • How to work out commission in zoho commerce based on coupons

        HI There Is there any way to produce report based on coupon name in zoho commerce We need to pay commission to various channels who are helping us to increase the online sales so we have number dedicated coupons assigned to the above mentioned channels
      • Request for Subform Styling Feature in Zoho CRM Canvas

        Dear Zoho CRM Team, We have observed that in the Zoho CRM Canvas view, it is currently not possible to set presets or manage the styles of subform fields. Additionally, the ability to edit subform data directly within the Canvas view appears to be limited
      • How to Delete Old Tasks/Streams Assigned by Deactivated Users? 'Operation Not Permitted' Error

        Hello, I’m using Zoho Mail and have several old tasks assigned to me in Tasks and Streams. These tasks were created by former employees whose accounts are now deactivated. When I try to delete these tasks, I get an "Operation Not Permitted" error. These
      • Zoho Books - Sales Person Contact Details on Quotes

        Hi Zoho Books Team, I've had various clients ask me about showing the phone number and email of the sales person on Quotes to help eliminate any barriers to closing sales. When I tell them that it is not possible they are always surprised and say something
      • Related products category instead recommended products.

        Hi there, It is possible to show related products of the same category (as it works in the rest of the ecommerce) instead of showing recommended products.
      • Uploading PDF files

        How do I upload a PDF file to my ZOHO site?
      • How to send invoices to 2 emails?

        Hi! We are sending invoices to the "Customer email" field that is defined Zoho Books and is obtained/synced from a custom email field in Zoho CRM. But in some clientes, the invoices have to be sent to 2 emails and we are wondering how this could be accomplished.
      • It returns 1 record

        Var1= Tools_Request[Liability_Receipt == input.Liability_No]; for each rec in Var1.Tool_Request_Description { Var2= (ET_Inventory[SKU == rec.Tools_SKU].SKU).getAll(); } info call for Var2 It only fetch 1 record On record file
      • Narrative 5: The essential role of SLAs

        Behind the scenes of a successful ticketing system - BTS Series Narrative 5: The essential role of SLAs Every organization that interacts with customers establishes a timeframe within which agents should respond to queries as part of a service level agreement
      • Nextdoor Integration

        Does Zoho social work with Nextdoor? www.nextdoor.com? Are there any plans for an integration?
      • My email sending has beed blocked due to high bounce rate. NEED HELP

        User ID: 886739811 Dear Zoho Team, I hope this message finds you well. My account (User ID: 886739811) was blocked from sending emails last week due to an unusually high bounce rate. This spike was caused by a bot attack on our platform, which led to
      • Can Zoho CRM Emails be used in Zoho Analytics in any capacity?

        We're wanting to display details about Lead Activity in regular reports through Zoho Analytics but we're having difficulty integrating Emails at all. We'd like to be able to note when an email is received and when it is sent somewhere other than just
      • IF Statement in Zoho CRM Formula Field

        Hi, I am attempting to write a formula field that will give me one result if one statement AND another statement are true, then a different value if the first statement AND a different statement are true, else 0. Stated differently: if account = destination
      • Scheduled Maintenances

        Hi, Why is adding scheduled maintenance so arduous. It should be a simple process and take very little time for basically a recurring job. Creating 3 records with similar data seems crazy to me. Is there a easy way to do this? I have to create hundreds
      • Subform Fields for Form Rules & Subform Fields as a Condition with Form Fields as the Action

        Hi, The Subform in Field Rules is great, but it is missing completley from Form Rules and it lacks being able to have Subform Fields in the Condition while having Form Fields in the Action, it works the other way around. Thanks Dan
      • Power of Automation :: Implementing Deadline-Based Task Scoring with Custom Fields

        Hello Everyone, A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate
      • Zoho Forms - Subform Integration with Zoho CRM?

        I created a form in Zoho Forms that includes a sub-form for information that I want to integrate with the CONTACTS module. I am unable to find a way integrate/map the fields in the sub-form with the Contacts module in Zoho CRM. Is there a way to do this
      • Filter by user in Pivot Chart

        I have a Pivot chart where the data should be filtered by user. The user enters the system and should see only the data that correspond to it. Can anyone help me?
      • Is ZeptoMail Still Supported? No Response to API Query in Over a Week

        Is ZeptoMail Still Supported? No Response to API Query in Over a Week I’m posting here to express my growing frustration and concern over the lack of professionalism I’ve experienced with Zoho's ZeptoMail support. On July 21st, I received a response asking
      • Add ID to the recycling bin page

        Feature request to add the ID to the recycling bin page. This would be helpful for reference when trying to recover things. This is the long zoho ID for each item. - ticket ID - contact ID - account ID - etc.
      • Remove System Defined Ticket Layout

        Hi ZohoDesk, I have created a new Ticket Layout and made it the default and I want to remove the original default one so there is only one to choose from. It won't allow me to do this, or go into the options and take the tick out of the show in Help Center.
      • ZOHOLICS Japan 2025 開催のお知らせ

        ユーザーの皆さま こんにちは、Zoho コミュニティチームの中野です。 年に一度の自社最大イベント、「ZOHOLICS Japan 2025」(ゾーホリクス)の開催が決定しましたので、こちらでお知らせします。 今年の開催回は、特別ゲストやZoho のエキスパートが、 最新のDX事情や皆さまのビジネスプロセス改善、業績アップのヒントとなる情報をお届けします。 Zoho コミュニティからは、Zoho Championの西尾さん(@西尾 真言)、 コミュニティアンバサダープログラム(ZCAP)メンバーの箕輪さんにご登壇いただき、
      • Unable to connect Zoho Learn to other Zoho Tools

        Hello Zoho, Can you work on Zoho Learn. I am unable to connect it with other Zoho tools like Zoho people or even Zoho SalesiQ. This is needed, especially if I am connect Ai to my systems. Please work on connecting your applications better, especially
      • Chatbot for Urdu language

        Hello, I have successfully set up Zoho Desk and integrated it with Moodle using ASAP. I am now looking for a chatbot that supports the Urdu language to enhance student support. My goal is to enable the chatbot within ASAP so that students can ask questions,
      • Multi Level Hierarchical Query

        Hi guys I have a situation where i am trying to extract the descendants of a particular entry. So long story short, i have the Account table with Agency (A) id = 1, and that has child Agency (B) id = 2. This child agency (B) has a child agency (C) id
      • AI-Powered Grouping and Tagging of Related Issues and Tasks in Zoho Projects

        Dear Zoho Projects Team, Greetings, We would like to suggest a feature that would greatly enhance how we manage feature requests and bug reports submitted through the Zoho Desk to Zoho Projects integration. Use Case: Our support agents handle customer
      • How to change side bar from dark mode to light mode?

        The side bar on the left side in workdrive doesn't appear to have a way to fix it from dark mode - is there a way to? I can't read in dark mode without excessive headaches, and I would really like to be able to see while I have workdrive open, as workdrive
      • Next Page