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 Customize Zoho CRM 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. See Also Custom Field Limits
  • 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.

Custom Fields

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

  • Label: Specify a name for the field.
  • Field Properties: Specify properties of the field such as description, field values and so on.

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 Specify the Character limit: Small is 2000 characters, Large is 32000 characters.
Text Area Large will not be available while adding criteria in any feature.
Both Text Area Large and Small cannot be used for sorting records in ascending or descending order.
Checkbox -
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 checkbox 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. (Available in Paid Editions of Zoho CRM except the Standard Edition)
Long Integer Maximum 18 characters are allowed (Available in Paid Editions of Zoho CRM except the Standard Edition)

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 varies based on your Zoho CRM Edition. Refer the following link to check the field limits: Custom Field Limits

Note

  • Custom fields are not available in the Free edition of Zoho CRM.
  • Lookup and Formula fields are not available in the Standard Edition of Zoho CRM.

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 create new custom fields

  1. Log in to Zoho CRM with Administrator's privileges.
  2. Click Settings > Setup > Customization > Modules.
  3. Click the desired module.
    The Layout Editor opens.
  4. From the New Fields Tray on the left, drag and drop the required field type into the desired module section on the right.
  5. Name the field and define the Field Properties as required for the field.
  6. Click Save Layout.

Note

  • The [Module] Name field of a custom module can be renamed whereas the [Module] Name field of a pre-defined module cannot be renamed.
  • In the case of the Name field for a custom module, the user can choose between the field types, Text and Auto Number. Once chosen, the default Name field type cannot be changed. 

    Also, if the Name field of the custom module is an Auto Number field, the respective module cannot have any other Auto Number field as only one Auto Number field is allowed per custom module.
    Existing custom modules cannot have the Auto Number as the default Name field. So a work-around would be to create a new custom module and choose Auto Number as the Name field type and then import the existing records.
  • 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.
  • 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.

Edit Custom Fields

To edit custom fields

  1. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the Module list view.
    The Layout Editor opens.
  3. Go to the field you wish to edit and rename the field of edit the Field Properties.
  4. Click Save Layout.

Set Field Permission

You can set the different field permissions for different users when you create a field or even at a later time.

To set field permission

  1. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the Module list view.
    The Layout Editor opens.
  3. Go to the required field, click the Settings icon and select Set Permission.
  4. In the Set Permission popup, define the permissions for each profile. 
  5. Click Save.
  6. Click Save Layout.

Mark a Field as Required

To mark a field as a required field

  1. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the Module list view.
    The Layout Editor opens.
  3. Go to the field you wish to edit, click the Settings icon and select Mark as required.

Mark a Field as Unique

A unique field is that field in a record whose value makes the record unique. Email addresses of people are good examples of unique fields because clearly, two people cannot have the same Email address. It is a very unique attribute. Other examples include Social Security Numbers, Passport Numbers, Product codes and the like. In Zoho CRM, you can mark a field from any module as "Unique". Once marked as "Unique", these fields play a vital role in managing duplicate records in Zoho CRM in various instances including manual creation of records as well as records created via import, APIs, lead/sales order/quote coversion.

To mark a field as unique

  1. Click Settings > Setup > Customization > Modules.
  2. In the Modules List Page select the desired module.
  3. Click the Settings icon on the field that you wish to mark as unique.
  4. Select the Do not allow duplicate values option from the Settings drop-down list.
    This option is applicable if the field that you want to mark as unique is a predefined field.
    Marking the Primary Email field for the Leads/Contacts module as unique will ensure email duplication check for the selected module.

    If the field you wish to mark as unique is a custom field, then select Field Properties from the Settings drop-down list.
    In the Field Properties popup, select the Do not allow duplicate values checkbox.
  5. Click Save Layout.

In the Fields List View page, under the Data Type column, the field for which you have selected the Do not allow duplicate values option will be indicated as a Unique field. For example, Text (Unique).

Note

  • The Unique Fields feature is available only in the paid editions of Zoho CRM.
  • Only users who have the Customize Zoho CRM Permission enabled in their profiles will be able to mark a field as unique.
  • A module in Zoho CRM can have 2 unique fields. Following are exceptions to this condition, as they can have 3 unique fields.
    • Leads/Contacts/Custom modules (Email address + 2 fields)
    • Products module (Product Code + 2 fields).
  • Only Text, Email, Phone, Integer, Long Integer, URL fields can be marked as unique across all modules. The Twitter field can be marked as unique for the Leads/Contacts module.
  • The unique fields are NOT case sensitive. That is, if the incoming unique field's value is "ABC" and in the existing record, it is "abc", Zoho CRM will still identify this as a match.
  • Once a field has been marked as unique, it may take a little while for Zoho CRM to index this change in the database. That is, after marking a field as unique, if you immediately create a record in the module with the same value, Zoho CRM may not recognize the unique field value. It may allow the duplicate to be created, because the change has still not been indexed. In such a case please try after a few minutes.
  • The Activities module cannot have a unique field.
  • In Zoho CRM, unique fields are supported for records that are created manually and via imports, APIs and leads/quotes/sales orders conversion.
  • Unique fields are not supported for records that are created via CRM migration, MS Outlook and Google synchronization, restoration from the Recycle Bin.
  • Unique fields are not supported for records in the Zoho Sheet View.

Remove/Delete Custom Fields

The fields that you have created can be removed, in case you do not need them. When you remove a custom field, it is moved to the Unused Fields section. This means that it is only removed from the layout and not the CRM itself.
To delete the field permanently from the CRM, you must delete it again from the Unused Fields section.

To remove custom fields from the layout

  1. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the modules list view.
  3. Click the Trash icon for the corresponding field that you want to remove.
  4. Make sure to read the instructions in the pop-up box and then click Yes, move to unused fields to remove the field.
    The removed fields are pushed to the Unused Fields section.

Note

  • When a custom field is moved to the Unused Fields section, it is only removed from the module's layout and not Zoho CRM. As long as the removed field is in the Unused Fields section, you can restore it by dragging and dropping it back in the required section.
  • Restoring a field from the Unused Fields section restores its associated data as well.
  • When a removed field is in the Unused Fields section, it is still part of the database. Therefore the total number of fields allowed for your Zoho CRM Edition includes the fields in the Unused Fields section.
  • To delete a custom field permanently from Zoho CRM, you must delete it again from the Unused Fields section.
  • Once deleted from the Unused Fields section you cannot bring back the custom field and its associated data.
  • Standard fields that are provided in Zoho CRM by default can be moved to the Unused Fields section but cannot be deleted permanently.

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 type custom fields

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Click the required module from the module list view.
  4. Drag and drop the Currency field type onto the desired [Module] section on the right.
  5. In the Currency Propertiespopup, do the following:
    • Enter a name in the Field Label field.
    • Select the length of the field from the Maximim digits allowed drop-down list. Example, 9.
    • Select the number of decimal places required from the Decimal Places drop-down list. Example, 2.
    • Select the Rounding option from the drop-down list. Example, Normal.
    • Select the Required checkbox if you want this to be a required field.
    • In the case of Leads, Contacts, Accounts and Potentials module, you will see an additonal option called "Also create for". Use this to create the same field for other three modules at one go. This option is not available for the Currency field in custom modules.
  6. Click Done.

Add/Rename Pick List Values

By default, some of the industry standard pick list values are available in each module. You can add new pick list values as per your organization's business process or rename the existing values.

To add or rename pick list values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Click the desired module from the Modules list view.
  4. Go to the required pick list field, click the Settings icon and select Edit Properties.
  5. In the Pick List Properties popup, you can do the following:

    • To add a new value click the Plus icon against a value and add the value below it.
    • To delete a value, click the Minus icon against the value.
    • To rename an exisiting value, simply type the new name in the place of the existing value.
    • To add the options all in one shot, click Add options in bulk.
      In the Add Bulk Options text box, type one value below the other.
      Click Add Choices.
    • To sort the values, click the Sort icon.
    • To import values, click the Import icon.
    • To maximize the popup, click the Maximize icon.
  6. Choose a value from the Select default value drop-down list.
    When no value is selected, the chosen default value applies for this field.
  7. If you wish to make this a required field, select the Required check box.
  8. Click Done.

Note

  • When you add/rename/delete the the value(s), they will not be automatically updated in the records where they have already been used. You need to manually select each record 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.

Replace Pick List Values

When you wish to edit the values of a pick list field in such a way that the change is also reflected in the records to which they have been associated, you can replace the pick list values.

Note

  • Replacing pick list values is different from adding/renaming the pick list values.
  • When you replace the value(s), the change will be automatically reflected in the records where they have been used. You need not individually select the records and update the pick list field.
  • Whereas while adding/renaming values, the changes are not refelected in the existing records.

To replace pick list values

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the required module from the Modules list view.
  4. Go to the required pick list field, click the Settings icon and select Replace Values.
  5. In the Replace Pick List popup,do the following:
    • In the Change value from field, select an existing value (that needs to be replaced).
    • In the Change value to field, select the new value (that will replace the existing value).

      Click Replace.
  6. Click Save.
    Once Zoho CRM completes replacing the values in the existing records, you will be duly notified.

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 Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the required module from the Modules list view.
    The Layout Editor appears.
  4. Drag and drop the Multi Select field type from the New Fields tray into the desired [Module] section on the right.
  5. In the Pick List Propertiessection, do the following:
    • Enter a name in the Field Label field.

      • To add a new value click the Plus icon against a value and add the value below it.
      • To delete a value, click the Minus icon against the value.
      • To rename an exisiting value, simply type the new name in the place of the existing value.
      • To add the options all in one shot, click Add options in bulk.
        In the Add Bulk Options text box, type one value below the other.
        Click Add Choices.
      • To sort the values, click the Sort icon.
      • To import values, click the Import icon.
      • To maximize the popup, click the Maximize icon.
  6. Choose a value from the Select default value drop-down list.
    When no value is selected, the chosen default value applies for this field.
  7. If you wish to make this a required field, select the Required check box.
  8. Click Done.

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). For example, say some of your contacts refer more leads for your business. You want to know which contact referred a lead. So you have a field called "Referred By" in your Leads module, which lets you browse for and choose the correct contact. This association is established by creating a Lookup field. Note that lookup fields cannot be created for Tasks and Events.

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 Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the Modules list view.
    The Layout Editor appears.
  4. Drag and drop the Lookup field type from the New Fields tray into the required [Module] Section on the right.
  5. In the Lookup Properties popup, do the following:
    • Enter a name for the lookup field in the Field Label text box. (Eg. Referred By. This field now will be available while creating a lead.)
    • Select a module from the Lookup Type drop-down. In the field, data from the module selected here, will be listed. (Eg. Contacts. The lookup field will list all the products)
    • Enter the Related List Title. (Eg. Leads Referred. A related list will be created for the records in the Contacts module.)
  6. Click Done.
  7. Click Save Layout.
    The Referred By Lookup field will be found while creating leads.
    The Leads Referred Related List will be found in all records details pages of the Contacts module.

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 Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  3. Select the module from the Modules list view.
    The Layout Editor appears.
  4. Drag and drop the Auto Number field type from the New Fields tray.
  5. In the Auto Number Properties popup, do the following:
    • Enter a name in the Field Label field.
    • Under the Auto Number Format section, enter the Prefix, Starting Number & the Suffix for the auto number value.
      You can check the preview.
  6. Click Done.
  7. Click Save Layout.

Map Dependency Fields

There are certain fields whose values depend on another field's value. This can be defined as a parent-child relationship. For example, let's say there are two fields - Country and State - in your Leads module. 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. This kind of relationship is established by mapping dependency fields. You can define which values will appear in the Child field when a certain value is chosen in the Parent field. Note that this is applicable only for pick list fields.

To map field dependencies

  1. Click Settings > Setup > Customization > Modules.
    Module refers to the Leads, Accounts, Contacts, etc. tabs.
  2. Select the module from the Module list view.
    The Layout Editor appears.
  3. Click the Settings icon and select Map Dependency Fields.
  4. In the Map Dependency Fields page for the selected module, 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 Product Edition, then, select the Features available for the selected Edition.
    • Click the Previous or Next links, if required, to map the all the Parent field values to the Child field values.
  5. Click Save.
    Now when you create a new record in the module, the values on the child field differ based on the value chosen for the Parent field.


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