17. Setting Field Updates

17. Setting Field Updates

The Field Update option helps you to automatically update certain field values in the records, when the associated workflow rule is triggered.
Availability
Permission Required
Users with administrative profile can access this feature.



To create field updates

  1. Go to Setup > Automation > Actions > Field Updates.
  2. In the Workflow Field Updates page, click Configure Field Update.
  3. In the New Workflow Field Update page, do the following:
    • Enter a Name for the field update.
    • Select the Module from the drop-down list.
      You can also update the field values of the related parent records associated to the record selected for workflow rule. For example: While creating workflow rules for Contacts, you will be able to update the fields of the parent Account records too. 
    • Select the field from the Update drop-down list that needs to be updated.
    • Specify the value for the field that you want updated.
    • Click Save.
Note
  • Workflow Field Updates cannot be associated to a workflow rule if the Execution Criteria selected for a rule is 'Delete'.
  • You can associate a maximum of 5 field updates to each action (Instant and Scheduled Actions).
  • You can update the Record Owner field too using this feature.
  • You can also use this feature to update a Text field and DateTime field with no value so that the field is left blank.
  • Using workflow field updates, the owner of the record can be changed. If the user to be assigned is inactive or unconfirmed, the workflow field update will not be executed.
  • From within a workflow rule, you can also create Workflow Field Updates to update parent record's fields.
    Record Type
    		Parent Records That You Can Update
    Contacts
    		Accounts, Vendors
    Deals
    		Accounts, Campaigns, Contacts
    Cases
    		Products, Accounts, Deals, Contacts
    Solutions
    		Products
    Products
    		Vendors
    Quotes
    		Contacts, Accounts, Deals
    Sales Order
    		Contacts, Accounts, Deals, Quotes
    Purchase Orders
    		Contacts, Vendors
    Invoices
    		Accounts, Sales Orders, Contacts

Scenario for Field Update

Scenario:

You want to make sure you don't lose track of all the Large Enterprise leads.

So you create a workflow rule and associate a field update to it.

Rule: Whenever a lead is created/edited with Industry as Large Enterprise and its Lead Status is Not Contacted

Action (Field Update): Update Lead Status to Contact Immediately.

First, you need to create Workflow Field Update as given below:

  1. Click Setup> Automation > Actions > Field Update.
  2. In the Workflow Field Update page, click Configure Field Update. 

  3. In the New Workflow Field Update page, enter a Name for the update.
  4. Select the Module for which the field update applies.
  5. Specify the Update as Lead Status = Contact Immediately.
  6. Click Save.
    Once the field updates are created, you need to create a workflow rule with the following:
    • Module - Leads
    • Execute On - Create
    • Rule Criteria - Lead Status is Not Contacted and Industry is Large Enterprise.
    • Instant Action - Workflow Field Update (select the field update that you created)

Now, when you create a lead with the Industry as Large Enterprise and Lead Status as Not Contacted, the Status is updated automatically as Contact Immediately. 



    • Related Articles

    • 2. Managing Zoho account setting

      in Zoho Accounts, the mandatory fields under the Personal information section are set to default as soon as you register with any Zoho service. After logging in, you can change the information according to your preference. When you change certain ...

    • 13. Automating Workflows - An Introduction

      Workflow management helps you to automate your sales, marketing and support. You can automatically assign tasks to users, based on the criteria defined in the rules and update certain fields.  Workflow automation consists of the following components: ...

    • 14. Configuring Workflow Rules

      Workflow Rules in Zoho CRM, are a set of actions (email notifications, tasks and field updates) that are executed when certain specified conditions are met. These rules automate the process of sending email notifications, assigning tasks and updating ...

    • 19. Data enrichement

      Data enrichment feature is now available as an in-product feature under Zia. The quality of your CRM data is of the utmost importance for your business, because when it comes to selling, it all starts here. When the data is incomplete or incorrect, ...

    • 6. Custom Module

      Modules in Zoho CRM, let you categorize and track various aspects of your business such as Sales, Marketing, Customers, Products, Events and the like. Modules in Zoho CRM are represented in the form of tabs such as Leads, Contacts, Deals, Activities ...

    • Recent Articles

    • Add apps in Zoho ONE

      Log inZoho One and then clickDirectoryon the left. Go toApplicationsthen clickAdd application. Use the search bar to find the required application, then clickAdd. If you have one or more accounts in the application, you would be asked to choose one ...

    • Add SAML on Zoho ONE

      Note:See our application directoryto see if the application you need was already integrated with Zoho One. Log inZoho Oneand then clickDirectoryon the left. Go toApplicationsthen clickAdd application. InApplication without directory, clickAdd. Name ...

    • 24. Sync with Google Calendar & Contact

      This feature is for the Google Users. Google Apps users can refer to Zoho CRM for Google Apps Users Synchronizing calendar entries of Google Calendar and that of the Zoho CRM Calendar is now made easy with the Google Calendar Synchronization feature. ...

    • 23. Email Sentiment Analysis

      Sales team receive hundreds of emails every day but the ones that have a negative tone usually require an immediate attention over the others. But to identify the emails that need to be prioritized or require immediate attention, a rep has to leaf ...

    • 22. Zia competitor Alerta

      Every time a lead or a contact mentions your competitor in their email content, Zia will identify the name and notify the sales reps (or CRM users). They can take insights from their conversation, make a note of their interests, and understand their ...

    Videos