Setting up Personal Information

TABLE OF CONTENTS  [Hide]

Manage Account Information in Zoho CRM
Change Personal Information
Change Language
Change Date Format
Change Time Zone
Use Signature
Change Skins
Change Name Format
Change Currency
Manage Personal Settings in Zoho Accounts
Modify Personal Information
Change User Name
Change Language
Change Time Zone
Change Password
Reset Password
Change Security Question
Change Preferences
Allowed IP Addresses
Authorized Websites
User Sessions

Users with any role can setup their personal information by performing the following operations in Zoho CRM .

• Modify Account information
• Use Signature
• Change Skins
• Change Name Format
• Manage Personal Settings in Zoho Accounts

The following table gives the list of functions that are specific to Administrator and Standard Users:

Functions	Privilege
Change Name	Administrator and Standard User
Change Address Information	Administrator and Standard User
Change Language	Administrator and Standard User
Change Date Format	Administrator and Standard User
Change Time Zone	Administrator and Standard User
Change Signature	Administrator and Standard User
Change Name Format	Administrator and Standard User
Change Email ID*	Standard User
Change Password*	Standard User
Change Security Question***	Standard User
Change Answer*	Standard User
Change Profile	Administrator
Change Role	Administrator
Change Currency	Administrator
Add User	Administrator
Activate/ Deactivate User	Administrator
Re-Invite User	Administrator




^{* Administrators cannot perform these functions for the standard users accounts. However, they can perform these functions in their individual accounts.}

Manage Account Information in Zoho CRM

By default, the mandatory fields in Account information gets updated automatically as soon as you register with Zoho CRM. After logging in, users can change the Account information according to their preference.

You can perform the following operations in Account information:

• Change Personal Details
• Change Language
• Change Date Format
• Change Time Zone

Change Personal Information

You can change your personal details by modifying the fields in User- related form. The following table gives the list of fields and its description in the form.

To change personal details in Zoho CRM

1. Click on Setup > Personal Settings > Account Information(Left Panel).
2. In the Account information page, click on Edit.
   
3. In the User details page, update your User-details in General information.
4. Click on Save.
   
   The details get updated in Account information. Refer to List of User-related Fields table for more information.

Note: You can also change some fields in Personal fields by clicking on My Zoho Account in Setup. To learn more, refer Manage Personal Settings in Zoho Accounts

Change Language

After logging in to your Zoho CRM account, you can change the default language to the language of your preference from the pick list, as shown in the snapshot below:

To change language

1. Click on Setup > Personal Settings > Account Information (Left Panel).
2. In the Account Information page, click on Edit.
3. In the Edit Account Information page, select the language from Language pick list.
4. Click on Save.

Note: You can also change the Language by clicking on My Zoho Account in Setup. To learn more, refer Manage Personal Settings in Zoho Accounts

Change Date Format

After logging in first time, you must change the date format as per your organization date & time standard. You can select the date format by selecting your country. The date format is automatically updated with the country locale. The following international date formats are supported:

• dd-mm-yyyy
• mm-dd-yyyy
• yyyy-mm-dd

To change date format

1. Click on Setup > Personal Settings > Account Information(Left Panel).
2. In the Account Information page, click on Edit.
3. In the Edit Account Information page, select date format from Country Locale pick list.
4. Click on Save.
   The date format is set for all the date fields in every modules.

Change Time Zone

After logging in to your Zoho CRM account, you can change the Time Zone as per the country locale.

To change time zone

1. Click on Setup > Personal Settings > Account Information (Left Panel).
2. In the Account Information page, click on Edit.
3. In the Edit Account Information page, select your time Zone from the Time Zone pick list.
4. Click on Save.
   The Time Zone gets updated in Account information.

Note: You can also change the Time Zone by clicking on My Zoho Account in Setup.

Use Signature

While sending email to your customers, you can embed signature automatically in the body of the message. Signature can be customized as per user basis. Hence you can create signature template without merging fields from Users module.

To use signature

1. Click on Setup > Personal Settings > Signature (Left Panel).
2. In the Signature page, specify your Signature in HTML editor and enable the Active check-box so that signature will be enabled automatically.
3. Click on Save.

Change Skins

By default, the Contemporary skin is enabled for each user in your organization. You can select one of the six skins (Metallic, Contemporary, Nature, Elegant, Balmy, or Sunrise) according to your wish.

To change skins

1. Click on Setup > Personal Settings > Skins (Left Panel).
2. In Zoho CRM - Skin Change page, select the required skin .
3. Click on Apply to view the new skin and OK to permanently change the skin.

Change Name Format

By default, the name format is set as <Salutation> <First Name><Last Name> for leads, contacts and users. However, you can change the name format as per naming conventions used in your country.

Example: In USA the name format is generally <Salutation> <First Name> <Last Name> where as in Japan the format is <Last Name> <First Name> <Salutation>

To change name format

1. Click on Setup > Personal Settings > Name Format (Left Panel).
2. In the Customize Name Format page, change the name format (Order of the Salutation, First Name and Last Name) as per your requirement. 
3. Click on Save.

Change Currency

By default, your Zoho CRM currency is set to US dollar ($). However you can change the currency as per your organization's fiscal currency settings.

1. Click on Setup > Admin Settings > Company Details (Left Panel).
2. In the Company Details page, click on Edit.
3. From the Currency Locale drop-down list, select your organization's fiscal currency.
4. Click on Save.

Manage Personal Settings in Zoho Accounts

You can now some of the personal settings of Zoho CRM in Zoho Accounts i.e., if you perform certain operations in Zoho Accounts, the personal settings of Zoho CRM will be updated automatically and vice versa.

You can perform the following operations in Zoho Accounts:

• Modify Personal information
• Change Password
• Reset Password
  
• Manage Security Question
• Change Preferences
• Allowed IP Addresses
• View Authorized websites
• View User Sessions

Modify Personal Information

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 fields under the personal information section, the corresponding fields in Zoho CRM will be updated automatically.

You can perform the following operations in the Zoho Accounts Personal information page:

• Change User Name
• Change Language
• Change Time Zone

Change User Name

First Name and Last Name in Zoho CRM combines to form the Full Name in Zoho Accounts page. i.e. Full Name = First Name Last Name (Example: Zoho CRM). When you modify the Full Name field in Zoho Accounts, the First Name and Last Name fields in Zoho CRM are updated and vice versa.

Note: When you enter the First Name and Last Name without space (Example: ZohoCRM ) in Zoho Accounts Full Name field, the Zoho CRM Last name field gets replaced with Full name available in Zoho Accounts i.e. Zoho CRM Last Name becomes Zoho AccountsFull Name.

To change user name

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
   
2. In the Zoho Accounts page, click on Personal information.
3. In the Personal information page, update your Full name and click on Save.
   
   The First name and Last name field gets updated in Zoho CRM.

Change Language

When you change the Language field in Zoho Accounts (other than US English) along with the corresponding Country, the Zoho CRM Language gets updated automatically and vice versa.

To change language

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
   
2. In the Zoho Accounts page, click on Personal information.
3. In the Personal information page, select the Language and corresponding Country from the Language pick-list.
4. Click on Save.
   
   The selected Accounts Lanuguage gets updated in Zoho CRM.

Note:

• If the selected Accounts language is not available in CRM system, the existing CRM language will be changed to US English (default CRM language).
• If Zoho Accounts has the default language selected only then the CRM language replaces the Accounts language.

Change Time Zone

When you change the Time Zone field in Zoho Accounts ( other than default Time Zone), the Zoho CRM Time Zone gets updated automatically and vice versa.

To change time zone

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
   
2. In the Zoho Accounts page, click on Personal information.
3. In the Personal information page, select your Time Zone from the Time Zone pick list.
4. Click on Save.
   
   The selected Accounts Time Zone gets updated in Zoho CRM.

Note:

• If the selected Accounts Time Zone is not available in CRM system, the existing CRM Time will be changed to CRM default Time Zone
• When you donot change the default Time Zone in Zoho Accounts, the CRM Time Zone replaces the Accounts Time Zone.

Change Password

You can change the password of all Zoho Services in Zoho Accounts.

To change password

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
2. In the Zoho Accounts page, click on Password.
   
3. In the Password page, specify your Existing Password, New Password in the corresponding fields.
4. Click on Save.
   
   The New Password gets updated and applicable for all Zoho Services.
   

Reset Password

Users with any role can reset their password individually by clicking on the Forgot Password link in the Zoho CRM log in page.

To reset password

1. Click on the Forgot Password link in the Log in page of Zoho CRM, the sytem redirects you to Zoho Accounts page.
2. In Zoho Accounts page:
   
   
   • Email ID: Specify the registered Email ID as mentioned in Account information.
   • Image Text: Enter the code as seen in the given picture.
3. Click on Request. The system sends an automated e-mail to your Email ID.
4. Click on the link "here" in the email, you will be redirected to the Zoho Accounts Password Reset page.
5. In the Password Reset page, enter your New Password.
6. Click on Change.
   
   The New password gets updated and you can use it for logging in to all Zoho services.
   

Change Security Question

Zoho Accounts allows you to create your own security question according to your preference after you logging in for the first time. The security question can be modified as and when required and it can be used to retrieve the password.

To create secret question

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
2. In the Zoho Accounts page, click on Security question.
3. In the Security question page, specify the Existing Password, Security Question and the corresponding Answer.
4. Click on Save.
   
   The security question gets updated and applicable for all Zoho Services.

Change Preferences

You can specify the Date format, Newsletter subscriptions and Browser connection according to your preference in Zoho Account Preferences page.

To change preferences

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
2. In the Zoho Accounts page, click on Preferences.
3. In the Preferences page:
   
   Date Format: Specify the Date format such as dd /mm/yy and MM/dd /yy from the drop-down box, or you can custom a new date format by selecting Custom from the list.
   
   Newsletter Subscription: Select the type of newsletter subscription such as General Announcements, Product Announcements, Updates to Product by clicking on the check-box.
   
   Browser Connection: Select secure browser access by clicking on the check-box .
4. Click on Save.
   
   The preferences get saved in Zoho Accounts.
   
   

Note: Changing Date Format, or any fields under Zoho Accounts Preferences will not make any changes in Zoho CRM.

Allowed IP Addresses

This feature allows Zoho you to define and view the range of IP addresses from which you can access Zoho services i.e . when you specify the trusted IP address range, you can restrict the access of Zoho account to that particular IP addresses.

To allows IP range

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
2. In the Zoho Accounts page, click on Allowed IPs.
   
3. In the Allowed IPs page, specify the From and To IP Addresses.
4. Click on Add.
   You can access all Zoho Services (including Zoho CRM) between these IP address ranges.

Authorized Websites

You can grant access to all Zoho services (including Zoho CRM) from trusted third party websites. For example, there may be a case of Zoho resellers & partners requesting for embedding a Zoho account "Sign Up" page in their website. If you grant the request, the third-party site becomes an 'authorized website' and users can access their Zoho account from within reseller's website. The granted Websites will be displayed in the Authorised Website section in Zoho Accounts and from where you can view, or delete the authorized Websites.

To manage authorized websites

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
2. In the Zoho Accounts page, click on Authorized Websites.
3. In the Authorized websites page, you can view the websites that have been authorized.

User Sessions

This feature keeps track of all the user sessions for a particular Zoho account. Active sessions for the past 7 days are listed in the sessions screen (including the current session) with additional information like Start Time, IP Address etc. User has the option to end individual sessions or end all sessions (excluding the current one).

For example, you have logged in to a Zoho service from your home and for some reason have forgotten to sign out. Your session remains active and when you reach office, you realised that the previous session was not closed. In such instances, Zoho Accounts User sessions helps you to check all active sessions and close the sessions remotely. It also helps you to identify the unauthorised access to your accounts by checking session details such as Started time, Connected From IP Address and Action.

To view user sessions

1. Click on Setup > Personal Settings > My Zoho Account (Left Panel).
2. In the Zoho Accounts page, click on User Sessions.
3. In the User Sessions page, you can view the list of sessions and its details.
4. Click on Close to close the specific session, or Close All Other Sessions to close all sessions(other than Current Session).