Hi and welcome to the video on Validation rules. In this video, we'll
look at what validation rules are and how you can set them up in Zoho CRM. In
any organization, data discrepancy in the CRM system can cause a series of
problems such as loss of productivity due to additional tasks of verifying the
data manually, inaccurate reports, delay in the execution of important tasks and
inconsistencies in activities. Validation rules help in keeping your CRM data
clean by blocking the incompatible and irrelevant data before it can enter the
CRM. So how do these validation rules work? You can define undesirable values
as a rule for a field and if the field value matches this defined validation
rule, you'll instantly get an alert. Zoho CRM will not consider it as an
acceptable value for the record. This gives you control over what kind of data
you want for any particular field in a layout. So, let's look at an example.
Zylker Inc is planning to expand its businesses to Australia, so for customers
from Australia, a special discount of up to 25% is offered as part of its
promotional activities as opposed to the normal 15% which is the maximum discount
for customers from other countries. So, let's look at how we can define a
Validation rule to ensure that sales reps from the respective regions stick
to the appropriate discounts without the need for manual validation. In your Zoho
CRM account, go to Setup -> Customization -> Modules and fields. Click the Leads
module and go to Validation rules tab. Here, click create validation rule. In
this pop-up window, select the layout for which you're creating this validation
rule. So let's go with the Sales layout, select Discount as the primary
validation field and specify discount is greater than 25.
Click Next. Now, we need to specify that this primary condition is applied only
to customers from Australia. So, click Edit, select the 'Choose based on specific
conditions' option and specify the criteria as country is Australia and
click done. Next, let's add the error message that should be displayed when
the criteria is met for a lead. We'll select this one. Now, we have a validation
criteria for Australian customers. For customers from other countries, let's add
another criteria in a similar way by clicking Add another option here and
specifying the criteria as discount is greater than 15. Specify the condition
and the error message.
Save it and there you go. We've successfully created a validation rule
for Zilker Inc based on the discount field. Now, one important thing to note
like many other features validation rules are layout specific, which means
under any module you can configure different validation rules for the same
field in different layouts. For example, you can define another validation rule
for the same Discount field in another layout of the leads module. We just saw
how validation rules can be applied to check the discount value for leads.
Similarly, validation rules can also be used for checking the character limit,
string starting with, string ending with, string contains, checking whether the
field is empty etc. So let's look at another example
Zylker Inc finds that mobile numbers for their leads are incomplete most of the time. So let's
look at how we can define a Validation rule to ensure that the mobile numbers
are correctly captured for leads in Zoho CRM. Let's create another Validation rule
for the leads module. Click create validation rule. Now, in this pop-up
window, after selecting the sales layout, choose Mobile number as the primary
validation field and select number of characters is less than 10.
Click Next. Since this applies to all records in the Leads module, let's just
add the error message and save the rule. And there you go, you've created another
validation rule without breaking so much as a sweat. Now, let's look at these
Validation rules in action. I'm gonna go to the Leads module and try to add a new
lead in the Leads details page. While filling out the lead details, I'll select
country as Australia and specify the discount is 27%. Now notice that I'm not
able to save this record. I get an error message that clearly says that 'the
discount cannot be greater than 25% for customers from Australia'. Now, let's try
it again, I'm entering 25% now and voila there's
no error message. Next, when you enter a nine digit phone number in the mobile
field, an alert with an error message appears saying please enter your
10-digit mobile phone number. Now, when the 10 digit number is added the alert
message disappears and the record gets added. And there you go. As you can see,
the validation rule lets you have control over the kind of data you want
for any specific field. Thanks so much for watching this video. For more
resources on Zoho CRM please visit www.zoho.com/crm/resources