hello and welcome to this video where we
will talk about field customization
and different types of fields available
in zoho crm
by the end of this video you will be
able to understand how the different
types of fields can be used in crm to
suit your business process
let's get started to know the type of
fields available
go to setup customization modules and
fields
in the modules tab click on any module
for example let us select the leads
module
now choose the layout in which you want
to add or edit the fields available
let's go with the standard layout this
page is called the module builder
and here on the left you can see the
different types of fields available
and here on the right we can see the
fields already available in the standard
layout
let's begin with one of the basic fields
for instance
the email field when we add an email
field there is an option to edit the
field properties which is available for
all fields
here you can mark the field as mandatory
additionally you can prevent duplicate
records with this option that marks a
field as unique
no two people can have the same email
address and so the email field can very
well be used to keep a check on
duplicates
similarly you can have fields that hold
the passport number or product
codes as you need next you can choose to
encrypt the field
this is available for all the custom
fields that are added new
in case you add important information
if you have enabled gdpr compliance the
existing standard fields properties have
the contains sensitive info checkbox
selecting that option you can further
choose the type of information it is
normal or sensitive based on this
classification
you can restrict the type of data
accessed through apis
and among third-party applications
integrated with crm
to help crm users you can add tooltips
to fields
and preview them in two formats
furthermore since this is a field in the
leads module
you can choose to create the same field
in the accounts
contacts or deals module automatically
some other basic fields are phone date
single line multi-line date time
number currency decimal
percentage long integer check
box and url fields
now one by one let's take a look at the
other remaining fields
the autonumber field with this field you
can automatically number records
sequentially for example we'll name this
autonumber field as the student register
number
here you can have a prefix for the
number say
2019. mention the starting number here
it can be one other numbers will be
generated based on the starting
number you can have a suffix if you
require as well
if you have existing leads selecting
this checkbox will allow
numbering to the existing records too if
not
any number of leads added after this
field is set
will be numbered sequentially
the next field that we look at will be
the lookup field
a lookup field is used to establish a
one-to-one relationship between
different modules
for example consider zilker university
they use zoho crm to keep track of the
students who enroll in different courses
the courses offered professors details
and certifications among
other information so they have renamed
the leads module
as student applications the contacts
module
as students and the products module as
courses
they have a custom module for professors
for every new student that is enrolling
we need to get the course information
the best way to do this is to establish
a link between the student and courses
module
whenever student information is added in
the students module
we can have a lookup field there
allowing them to choose the course that
they are going to take up
every student has one of the professors
as their mentor
to capture this information they can
have another look up field
in the students module where they can
choose the professor
as the mentor for that student
drag and drop the lookup field in the
students module
let us name the field as course opted
from the list of modules choose courses
here
this option here is to give a name to
the related list that will be
created in the courses module so we can
name it as
student information we will make this
mandatory as well and then save the
changes
now in the students module add a
student's detail
along with the course now if we click on
this course here
and scroll down to the related list we
can see the list of students who have
opted for that course with the lookup
field
you can only select up to one value in
other words
only one student enrolled in one course
but now consider a scenario where one
student enrolls in various certification
programs
this would be a mini to mini
relationship between the records in the
students module
and the ones in the certifications
module
in this module all of the available
certifications are available
one student can select different
certifications
to replicate this in our crm we have a
multi-select lookup field
in the students module linking it to the
certifications module
drag and drop the multi-select lookup
field in the students module
and here select the module as
certifications
enter the field label in the related
module as student information
here we will have the option to create a
linking module
with both students and certification
details
let us check this save the changes
and edit a student record to add a few
of their certification preferences
from the multi-select lookup field then
save the record
you can find the student information
here and along with the certification
courses
opted by the student here then listed
along with the other modules
you can see the linking module for
students and certifications
next is the user field this can help you
give
record ownership privileges to users in
addition to the primary owner of the
record
this co-owner can also view the records
details and the related lists
this is especially useful when a
particular student has a particular
professor
as their personal counselor in their
absence
whoever has to take charge can be added
as a co-owner
next let's talk about pick lists the
pick list field is used to have an array
of options for the user to choose from
some of the standard pick list fields
available are stages
rating etc you can use the same
or change them based on your
requirements
let's create a student status field
once you drag and drop a pick list field
specify the field's name
here you can add the options one by one
or choose to add them in bulk
as in from predefined choices unused
values
or by manually entering them all at once
let's manually add the choices
application submitted
application processed documents to be
verified
documents verified course chosen
student accepted student rejected
fees paid and fees not paid
here you can choose the default name it
can be none
or any of the other options that you
choose
the enable picklist history tracking
option can help you track the history of
these values each time it gets updated
this can give you an idea on the
record's transition to different stages
once you enable it you can select
additional fields apart from the system
defined ones that you'd like to see
in the picklist history tracking related
list that's done
and the picklist field is ready to use
along with the tracking enabled this is
how
tracking details can be seen for the
student status pick list field
say if you edit an existing student's
stage field
that will be reflected here and the
history of the record stages will be
listed here
in the related list part of a record the
file upload field can be used to attach
files to a record
and you can add up to five files it can
be a part of the student's module
to add all of the verification documents
of that particular student
say every student who is enrolling will
have to submit their previous
educational score sheets
transfer certificates birth certificate
etc
all of these documents can be uploaded
for each record with the file upload
field
the image upload field in zoho crm
allows you to add multiple images to a
record in different modules
for example we can upload the student
image along with the student information
if you're creating an image upload field
for the leads module
you will automatically be given an
option to create the same
for contacts accounts and deals
next is the formula field that can be
used to populate dynamically
calculated data based on the values
returned from
other standard or custom fields for this
example
we will create a formula field to
calculate the number of days it took for
a student to be onboarded with the
university
the two date fields application forms
submitted on
and fees paid on can be used here to
calculate the duration between when a
student submitted the application
form to the day that the student paid
the fees
now let's create this formula field and
name it
onboarded in days the return
type in this case will be a decimal
value
now to build the formula first select
the function
date comp you can see that it is
inserted in the formula
expression box place the cursor within
the parentheses
and insert the fees paid on field
after a comma insert the application
form
submitted on field close the parentheses
for the expression
place a parentheses before date comp and
close that parentheses as well this is
done because the next
operation is for the entire solution to
this expression
so insert the divide operator
in the expression box you have to enter
24
and insert multiplication operator and
then enter
60. this will calculate the number of
days it took for a student to be
onboarded with the university
finally this is the formula expression
check the syntax to identify if there
are any errors
and that's all in the student
application module we can now see that
the field is here
with the calculation similarly
the formula field can be used for any
other type of calculation
now let's create a new entry in the
students application module
these are the fields available in the
standard layout of this module for
zilker university
first name and last name are single line
fields
the description below is an example of a
multi-line field
application form submitted on is an
example of the date field
application fees paid on is an example
of a date
time field it tracks the date and the
exact time the fees were paid
by the student fee is a currency field
gpa is a decimal field gpa
in percentage is a percent field
student status is a pick list field with
options like
applications submitted application
processed
documents to be verified etc
certifications opted for is a
multi-select lookup link
to the certifications module department
head is a user lookup field
course opted is a lookup field linked to
the courses module
verification documents is a file upload
field
that's all about fields in zoho crm
thank you for watching this video
for more resources on zoho crm please
visit www.zoho.com
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