Businesses must standardize the case format of email addresses to ensure consistency and improve communication efficiency. Some email providers treat the local part of the address (the portion before the @ symbol) as case-sensitive, which can result in undelivered emails. Moreover, many internal software tools that businesses use require email addresses to be in lowercase to prevent duplicate entries and other complications. Therefore, to ensure compliance across all platforms, email addresses should have their uppercase characters converted to lowercase in existing and newly created records. Our low-code solution can help you achieve this.
All you need to do is create a workflow rule for the contacts module that triggers upon contact creation. Connect this rule to a custom function that transforms all uppercase letters in the email field to lowercase—a simple yet effective way to enhance data consistency.
Permissions and availability
- Users with the Manage Automation permission can create and update workflow rules.
- Users with the Manage Extensibility permission can create custom functions.
- Users with the Manage Sandbox permission can manage the sandbox.
Requirements
- Create a workflow rule for the Contacts module that triggers every time a contact is created in your CRM. Learn more
- Write a custom Deluge function that transforms the email address field to lowercase and link it with the workflow rule. Learn more
- Test the workflow rule in a sandbox before deploying it to your production environment. Learn more
Create a workflow rule
Follow the steps below to create a workflow rule in your Zoho CRM account:
- Navigate to Setup > Workflow Rules > +Create Rule.
- Select Contacts from the module dropdown list.
- Provide a name for the rule. For example: "Standardize email case format".
- Add a description (optional), then click Next.
- In the Execute this workflow rule based on section, choose Record Action, select Create from the dropdown, and click Next.
- In the Which contacts would you like to apply the rule to? section, select All Contacts, and click Next.
- Under Instant Actions, select Function and Write your own.
- Provide a name for the function, as well as a description, if necessary.
- On the Deluge Script Editor, do the following:
- Copy and paste the code provided below.
- Click Edit Arguments.
- Choose Contacts - Contact Id, then name it contId.
- Click the + icon to add more arguments.
- Choose Contacts - Email, name it email, and then click Save.
- Click Save & Execute script.
- Click Save on the workflow rule page.
The code
emailvalue = email.lower();
mp = Map();
mp.put("Email",emailvalue);
upd = zoho.crm.updateRecord("Contacts",contId,mp);
info upd;Notes
- Make sure to use the accurate API names for their corresponding fields in the code snippet. Learn more
- The above script is an example of transforming all uppercase letters in the email field to lowercase when creating a contact record. You can use this code for any other module, such as leads, by modifying the module name and parameters.
Tip
- Configure and test the function in a sandbox to ensure that further development doesn't disrupt your production environment.
Test the solution
- Navigate to Contacts > Create Contact.
- On the Contact Details page, enter the required contact information, including the Email in uppercase letters, then click Save.
The workflow rule will be triggered. - Check whether the contact's email address was converted to lowercase letters as specified in the code snippet.
Idea
If you want to change your existing contacts' email addresses to lowercase, follow the steps below:
- Create a dummy checkbox field in the Contacts module (e.g., Mass Update Check).
- Add a workflow rule for the Contacts module that triggers when the dummy checkbox field is updated.
- Ensure the Repeat this workflow whenever a Contact is edited option is checked.
- Set the workflow rule to apply to all contacts.
- Under Instant Actions, select the pre-saved function and save the rule.
- Navigate to the Contacts module, select the contacts whose email addresses need to be updated in bulk, and mass update the checkbox field to trigger the workflow and its associated function.
- Check whether the selected contacts have had their email addresses converted to lowercase letters.
Did you find this useful? Try it out and let us know how it works. Share this with your team if they'd benefit from it! If you have questions, please don't hesitate to contact us.
More info
- ModuleContacts
- Trigger PointWorkflow Rule
- EditionEnterprise and above
- ComplexityLow
- Implementation Time15 minutes
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