CRM Help

Creating Custom Fields

In Zoho CRM, you can add new fields as per your requirements. These fields will be available to all the users added to your organization's CRM account.

  • Customize Zoho Defined Fields: You can edit, delete and hide some of Zoho defined fields, but note that there are some fields that you cannot delete, remove, rename or change from mandatory settings. These Zoho defined fields are mandatory in Zoho CRM. For example, Last Name in Leads, Subject in Tasks etc.
  • Set Field Access Permissions: You can hide the fields for users in a specific profile or mark the fields as Read Only.

Availability

Profile Permission Required: Users with the Field-level Access permission in profile can access this feature.

Note

  • The maximum number of fields that you can create in each Edition varies. Similarly, there is also a maximum limit for each type of field that you create. For example, out of the maximum limit of 150 per module, you can create only 1 Auto-number fields and 15 Date fields. For more details on the field limits, click here.
  • You can rename the custom fields but you cannot change Field Type (eg. Text, Integer, Date, etc.) of the custom fields.
    For instance, if you create a Text field, you cannot change the same to Integer field.
  • There is a limit to the total number of fields that you can create. There is also a maximum limit for individual field types which is inclusive of the total field limits. Refer the following link to check the field limits: Custom Field Limits

Custom Fields

For almost all of the fields that you create, you need to specify the following:

  • Label: Specify a name for the field.
  • Section Name: Choose a section under which the field should be listed. Whenever required, you can change the placement of the field in any other section. See Also Page Level Customization

Other specifications required for each type of field:

Field Type Other Details
Text Length: Maximum 255 characters are allowed.
Integer Length: Maximum 9 digits are allowed.
Decimal Length: Maximum 16 digits (including decimal places) are allowed.
Percent Label: Specify the field name
Currency Length: Maximum 16 digits are allowed. Rounding Option: Specify the rounding option Decimal Places: Specify the number of decimal places Precision: Specify the rounding precision
Date Format: YYYY/MM/DD Note:Date format will be changed according to user's time zone settings.
Date & Time Format: YYYY/MM/DD HH:MM Note:Date format will be changed according to user's time zone settings.
Email Specify a valid email address
Phone Specify a valid phone number
Pick list Pick List Values: Specify the pick list values
Multi-select Pick list Pick List Values: Specify the pick list values
URL -
Text Area Maximum 3000 characters allowed.
Check box -
Auto Number Prefix: Specify the prefix of the auto-number sequence Starting Number: Specify the starting number of the sequence Suffix: Specify the suffix of the auto-number sequence Existing Records: Select the check-box to apply auto-number to existing records.
Lookup Lookup Type: Select the module for which you like to establish relationship Related List Label: It is the name you give to the entity that will be created under the record's details. For example, Attachments, Contact Roles etc.
Long Integer Maximum 18 characters are allowed

Important Note: Since we have restricted the number of Lookup fields from 10 to 5, you are allowed to create a maximum of 5 Long Integer fields provided you have only 5 Lookup fields. However, you can create another Long Integer field, by deleting one Lookup field. Please note that once the field is deleted, you cannot create another lookup field.

Custom Field Limits

There is a limit to the total number of fields that you can create in you account and also a limit to the type of fields that you create. This varied based on your Zoho CRM Edition. Refer the following link to check the field limits: Custom Field Limits

Add Custom Fields

In each module, you can add custom fields to capture important data specific to your business requirements by specifying some field-related information.

Availability

Profile Permission Required: Users with the Field-level Access permission in profile can access this feature.

To add custom fields

  1. Log in to Zoho CRM with Administrator's privileges.
  2. Click Setup > Customization > Fields.
  3. Select the module from the drop-down list and click New Custom Field.
  4. In the New Custom Field page, do the following:
    • In the Select Field Type section, select the field type.
    • In Provide Field Details section, specify the field details. (Refer to the table above)
  5. Click Save.

Note

  • The Also create for Accounts, Contacts, Potentials option will be available only while creating fields for Leads.
  • The Also create for Sales Orders, Invoices option will be available only while creating fields for Quotes.
  • Once the field is created, you cannot change the 'data type' of the field. For example, an Integer (digits) field cannot be changed into a Currency field.
  • You can edit the custom fields to change the length of the following types of fields. - Currency, Text, Number (Integer), Decimal, Phone, Long Integer and URL.
  • You cannot add custom fields in the Log a Call page. However, you can customize the existing fields using page layout customization.

Edit Custom Fields

To edit custom fields

  1. Click Setup > Customization > Fields.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the drop-down list.
    All the existing fields in the selected module will be listed.
  3. Click the Edit link for the corresponding field that you want to edit.

Delete Custom Fields

The fields that you have created can be deleted, in case you do not need them. Please note that standard fields cannot be deleted and when you delete a custom field, the associated data will also be deleted from Zoho CRM. If you do not want to delete the field, you can also hide it so that it is not used by users. See Also Edit Page Layout

To delete custom fields

  1. Click Setup > Customization > Fields.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the drop-down list.
    All the existing fields in the selected module will be listed.
  3. Click the Delete link for the corresponding field that you want to delete.
  4. Make sure to read the instructions in the pop-up box and then click Yes, Delete now to delete the field.

Create Currency Fields

The currency field allows you to define the decimal and the precision settings based on your selected currency locale. There are four rounding options available for a currency field in Zoho CRM:

To create currency custom fields

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Fields.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the drop-down list and click New Custom Field.
  4. In [Module] New Custom Field page, select Currency from the Field Type list.
  5. In the Field Details section, do the following:
    • Enter a name in the Label field.
    • Select the Section Name from the drop-down list where the field should be displayed.
    • In the Length field, type the desired length of the total number of digits.
    • Select the Rounding option from the drop-down list.
    • In the Decimal Places, type the number of decimal places you require.
  6. Click Save.

Add Pick List Values

By default, some of the industry standard pick list values are available in each module. You can modify the pick list values as per your organization's business process and replace the existing value with new values so that the records are associated correctly.

To add or modify pick list values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Field.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the drop-down list and click the Edit link for the corresponding pick list field.
  4. In the Edit Pick List page, you can do the following:
    • Click Add New Values.
    • Select the check box to use first value as default value.
    • Click Sort values alphabetically, not in the order entered.
    • Click to delete the value.
  5. Click Save.

Note

  • When you edit the value(s), it will not be automatically updated in the records where it is used. You need to individually select the records and update the pick list field.
  • When you delete a pick list value, records that have the field value associated to it will not be deleted.

To replace pick list values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Field.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the drop-down list and click the Replace link for the corresponding pick list field.
  4. In the Find and Replace pick list page, do the following:
    • Select an existing value that needs to be replaced.
    • Enter a value that is to be replaced with another value.

  5. Click Save.

Note

  • When you replace the value(s), it will be automatically updated in the records where it is used. You need not individually select the records and update the pick list field.

Add Multi-Select Pick List Values

This option enables selecting multiple values while creating or editing record. For instance, your organization may be offering different services and some of your customers may be interested in multiple services. In this case you can use the multi-select pick list value instead of single pick list value while creating a potential. Periodically, you can modify the pick list values as per your organization's business process.

To add multi-select pick list values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Field.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the drop-down list and click New Custom Field.
  4. In the [Module] New Custom Field page, select Multi-select Pick List from the field type list.
  5. In the Field Details section, do the following:
    • Enter a name in the Label field.
    • Select the Section Name from the drop down list where the field should be displayed.
    • Specify the pick list values.
    • Select the check box to use first value as default value.
  6. Click Save.

Note

  • When you delete a pick list value, records that have the field value associated to it will not be deleted.

Create Lookup Field

The lookup field helps in establishing relationship between different modules (linking two different modules: Accounts with Contacts) or establishing parent-child relationship with a module. Note that lookup fields cannot be created for Tasks and Events.

Examples of Parent-Child Relationship:

  1. Parent Account - Member Accounts (Doing business with Head Quarter Company and multiple divisions within the company)
  2. Contact - Member Contacts
  3. Case - Sub Case
  4. Potential - Part Payment
  5. Product - Part Products
  6. Solution - Related Solutions

Availability

Profile Permission Required: Users with the Field-level Access permission in profile can access this feature.

To create lookup field

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Field.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the drop-down list and click New Custom Field.
  4. In [Module] New Custom Field page, select Lookup from the Field Type list.
  5. In the Field Details section, do the following:
    • Enter a name for the lookup field in the Label text box. (Eg. Interested Products. This field will be available while creating a lead.)
    • Select the Section Name from the drop-down list where the field should be displayed. (Eg. Lead Information)
    • Select a module from the Lookup Type drop-down. In the field, data from the module selected here, will be listed. (Eg. Products. The lookup field will list all the products)
    • Enter the Related List Label. (Eg. Interested Leads. A related list will be created for the records in the Products module.)
  6. Click Save.

Create Auto Number Field

The auto number type custom field helps classifying the records by unique numbers. Once the auto number field is added to the CRM module, the number is added sequentially to the new records. This can be used to update the existing records also. For instance, Invoice Number, Quote Number and Sales Order.

Availability

Profile Permission Required: Users with the Field-level Access permission in profile can access this feature.

To create auto number fields

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Customization > Fields.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the drop-down list and click New Custom Field.
  4. In [Module] New Custom Field page, select Auto Number from the Field Type list.
  5. In the Field Details section, do the following:
    • Enter a name in the Label field.
    • Select the Section Name from the drop-down list where the field should be displayed.
    • Select the Lookup Type i.e. the data that should be listed in the lookup.
    • Enter the Prefix, Starting Number and the Suffix for the auto number value.
  6. Click Save.

Map Dependency Fields

There are certain fields whose values depend on another field's value. For example, the values in the State field will depend on the country that you select from the Country field. Similarly, the values for the Sub-Department field will depend on the Department field that you select. You can define this parent-child relationship in two drop down fields.

To map field dependencies

  1. Click Setup > Customization > Fields.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the drop-down list and click Map Dependency Fields.
  3. In the Map Dependency Fields page, click New.
    • Select the Parent Field from the drop-down list.
    • Select the Child Field from the drop-down list.
    • Click Next.
    • Select the values for each parent field value.
    • For example, if the parent field is Country, then, select the States for the selected country.
    • Click the Previous or Next links, if required, to map the all the Parent field values to the Child field values.
  4. Click Save.

FAQ

1. Can I rename the default fields available in Zoho CRM?

2. Can I automatically copy the field customizations in various modules?

3. How can I change the picklist values?

4. Can I change the data type for the custom field that I already created?

5. Can I add columns in the popup for the lookup fields?

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