Hey and welcome to this video on page layouts, where we will look at what a
page layout is, why you need to create multiple page layouts with examples and
how to create them. A page layout is nothing but a modules form that consists
of fields and sections with which you can capture information about a record.
Say a deal or a contact. What you see here is a standard layout in the leads
module. You can modify an existing layout by editing these fields or adding more
fields and sections as required. Alternatively, you can also create a new
layout from scratch and add new fields and sections then share it with specific
set of user profiles. Why would you need multiple layouts in the first place?
Let's look at an example. Zylker Mart is an appliances company with two major
divisions of their business: Sales and Services. The two divisions have their own
set of people with different priorities who follow different processes. While the
sales process involves receiving orders checking stock, generating quotes,
confirming the order and delivery; the service protocol is different and
involves receiving service requests and complaints, identifying the type of
service, assigning a support engineer and executing the service. These two
processes involve different teams who collect different information from their
customers. However, creating two different modules for sales and service in Zoho
CRM might not really be the ideal solution here because whether it is an
order for sales or service it is treated as a business deal for Zylker. Also,
managing two modules would mean data redundancy. While the two processes are
different, there are some common steps involved in both the divisions like
doing a quality check, issuing a bill and getting feedback. These different
processes can be managed in Zoho CRM with page layouts by creating specific
layouts for their sales and service divisions in the deals module. We'll see
how to create them. Log in to your Zoho CRM account. Go to
Setup->Customization->Modules and Fields. From the list of all modules go to
the specific module that you wish to create a new layout. So we'll go to deals,
hover over the three dots and click on layout. The standard layout for deals module
appears by default. We're going to do the following for Zylker Mart. First, we will
edit the standard layout for the sales division, next we will create a new
layout for the service division and finally we're going to assign these
layouts to the respective user profiles. Let's get started. To edit the Standard
layout, open the layout, click the Settings icon next to the layout name
and choose Rename. Specify sales and then save. When you are back at the layout
editor, you can start editing the fields and sections. What you see here on the
left is a fields tray with all the types of fields that are available for you to
use. For example, let's look at how you can add a new field for product. It could
be a Picklist field. So drag and drop it into the layout in the deal information
section. Enter the field label as Product and specify the picklist options. Let's
say Microwave, Oven, Refrigerator, Washing machine and television. Similarly, you can
add fields like brand and model. Next, let's look at how you can add a new
section for address information. I'm going to drag and drop a new section
here on the layout editor, name the section as 'Address information' and add
fields for shipping address, city and state then billing address, city and
state. Remember to edit the deal stage picklist
values to include the different stages based on the sales protocol. As you can
see here, I have updated the deal stages in the sales layout to include order
received, stock check, quote generated order confirmed, quality check, order lost
or cancelled, bill issued, delivery and feedback. Once you are done, click Save
and close. The sales layout is now ready. Next, let's look at how you can
create a new layout for the Service division from scratch. Click this create
new layout link here. What you see here is a clone of the sales layout. Instead
of creating a layout from scratch, you can modify this one. You can specify the
title as Service and then modify the fields to capture service related
information. You can add fields like Service Type, whether it is a free
service or a paid service. Issue, warranty details, if applicable and service status.
You might want to remove the shipping address related fields and simply call
it Address information. Remember to edit the deal stage picklist
values to include the different stages based on the service protocol. Deal
stages in service layout include complaint received, problem identified,
support engineer assigned, service executed, quality check, and feedback.
There you go. Once you have added all of your necessary fields and sections you
can click on save and close. Here, you will be prompted to select user profiles
for which you want to assign this layout. You'd want to assign the service layout
to the service reps and managers. So, let's go ahead and choose the profiles
accordingly then hit save. Ok. So, now both the sales and service layouts are ready.
Let's go back and take a closer look at assigning these layouts to specific user
profiles. Click the layout assignment button. In the layout assignment window,
all of your profiles will be listed along with the layouts that are shared
for these profiles. To add the sales layout to the sales reps profile, click
the Add button here and choose the sales layout from the add layout pop-up. Click
Done and as you can see the sales layout is added for the sales reps profile. Make
sure you choose a default layout for all of your profiles. For example, while
someone with an admin profile might hold access to all of the layouts that you
create, you can choose one of these layouts, like sales, to be the default
layout whenever they access the module. As a manager, I have access to all of the
layouts and when I'm creating a new record I can
choose a particular layout from here to save the record. You can choose a
specific layout when records are added through import or web forms. You can also
apply layouts in your advanced filters, custom views and reports to filter the
records based on the specific layouts. You can even create workflow rules and
apply other automation tools for records based on their layout. So there you go.
Thank you for watching this video. For more information on Zoho CRM resources
please visit www.zoho.com/crm/resources