System Administration

TABLE OF CONTENTS  [Hide]

Managing Users
Creating Users
Creating Power Users
Activating/Inactivating Users
Resetting Password
Managing Roles
Creating Roles
Controlling Module-Level Access
Managing Field-Level Access
Associating Users with Roles
Deleting Roles
Managing Company Information
Importing CRM Data
Exporting CRM Data
Managing CRM Subscription
Viewing File Storage
How Tos & FAQ

As part of the Zoho CRM system administration, users with "Administrator" privilege can perform the following operations:

• Manage users
• Manage roles
• Set up company details
• Import CRM data from other Applications
  
• Export Zoho CRM data
• Customize Zoho CRM
• Manage Workflow
• Manage Email Templates
• Manage Subscriptions

Note: Ensure that you are logged into Zoho CRM system as a System Administrator, otherwise you cannot access the administrator-specific functions.

Managing Users

You can perform the following operations in the Users module:

• Create users
• Create power users
• Reset users' password
• Activate/Inactivate users

Creating Users

In the User: <User Name> form, you need to specify the user-related information. The following table provides descriptions of the various standard fields in the form.

List of User-related Fields

Field Name	Description	Data Type
First Name	Specify the first name of the user.	Text box
Last Name*	Specify the last name of the user. This field is a mandatory field.	Text box
Alias	Specify the other name of the user.	Text box
Zoho CRM ID*	Specify the login name of the Zoho CRM user. This is a mandatory field.	Pick list
Active	Specify the status of the user. By default, the status is active. If required the System Administrator can deactivate the user, so that user cannot access the Zoho CRM system.	Check box
Role*	Select the user role (for example, Administrator, Standard User, and others). This is a mandatory field.	Pick list
Email*	Specify the official E-mail ID of the user. This is a mandatory field.	URL
Website	Specify the website URL of the user.	URL
Phone	Specify the official phone number of the user.	Pick list
Mobile	Specify the mobile phone number of the user.	Text box, integer value
Fax	Specify the FAX number of the user.	Text box
Date of Birth	Select the date of birth of the user from the mm/dd/yyyy drop-down list	Date box
Street	Specify the primary address of the Zoho CRM user.	Text box
City	Specify the name of the city where the user lives.	Text box
State	Specify the name of the state where the user lives.	Text box
Zip	Specify the postal code of the user's address.	Text box, integer value
Country	Specify the name of the user's country.	Text box
Language*	Select the language. Currently only English language is supported. This field is a mandatory field.	Pick list
Country Locale*	Select the country locale to specify your date format. This field is a mandatory field.	Pick list
Time Zone*	Select the time zone in which you are working. This field is a mandatory field.	Pick list
Secret Question*	Select the secret question for password protection. This field is a mandatory field.	Pick list
Answer*	Specify the answer for retrieving the password in case you forgot it. This field is a mandatory field.	Text box

To create users

1. Click the Setup link.
2. In the Setup page under Admin Settings section, click the Users link.
3. In the Users page, click the Create New User button.
4. In the Create User page, specify the user specific details. Last Name, User ID, Status, Role, and Email fields are mandatory. Refer to the List of User-related Fields table for more details.
5. Click the Create New User button. The user login details are sent to the corresponding user's e-mail address.

To modify user details

1. Click on the Setup link.
2. In the Setup page under Admin Settings section, click on the Users link.
3. In the Users page, click the Edit link.
4. In the Edit User page, modify the user specific details. Refer to the List of User-related Fields table for more details.
5. Click Save.

Creating Power Users

Power users can access all the features available in the Zoho CRM system including functions under Setup module. By default, user with "System Administrator" role is one of the power users. If required, you can enable power user privilege to some of the other users also.

To create power users

1. Log in to the Zoho CRM with "Administrator" privilege.
2. Click the Setup link present at the top right corner.
3. In the Setup page, under Admin Settings section, click the Users link.
4. In the Users page, click the Edit link.
5. In the Edit User page, select the Administrator role from the Role drop-down list and click Save. Now the standard user will become one of the System Administrators.

Create Administrator User

Activating/Inactivating Users

Occasionally, in your organization, the users' roles may change or they may move to some other business units. In this case, you have to inactivate those users after changing records ownership to other users.

To inactivate users

1. Log in to the Zoho CRM with System Administrator privilege.
2. Click the Setup link present at the top right corner.
3. In the Setup page, under Admin Settings section, click the Users link.
4. In Users: page, click the Edit link for the user to be inactivated.
5. In the User: <User Name> page, clear the Active check box.
6. Click the Save button. Now the user will be inactivated.

Activating/Inactivating User

To activate/inactivate users in bulk

Resetting Password

When the users are unable to retrieve their password due to some reasons (forgot password or unable to provide correct password protection answer) can request the Zoho CRM System Administrator to reset their password. After resetting the password, e-mail will be sent to the registered e-mail ID of the users.

To reset password

1. Click the Setup link.
2. In the Setup page under Admin Settings section, click the Users link.
3. In the Users page, select the user checkbox. You can also select multiple users.
4. Click the Reset Password button. The new password will be notified to the recipients.

Managing Roles

In Zoho CRM, role function provides access privilege to various modules, fields, and special functions, such as import, export, merge records, lead conversion, and others. Users associated to the specific role can access functions that are assigned to them.

You can perform the following operations in Roles module:

• Create roles
• Control module-level access
• Control field-level access
• Associate roles to the users

Creating Roles

By default, System Administrator and Standard User roles are provided for the convenience of new users. While creating a role, first you have to associate the existing role to the new role and later you can change the modules and field-level access control. Users with System Administrator privilege can create roles.

Create New Role

To create roles

1. Click the Setup link.
2. In the Setup page under Admin Settings section, click the Roles link.
3. In the Roles: page, under the Roles List section click the New Role button.
   
   

   Note: By default, Administrator and Standard User roles are available in Zoho CRM. You cannot modify these standard roles.

4. In the Create New Role page, enter the role name and select the existing role from the Role Name and Existing Role fields respectively.
5. Click Save. The new role is first associated with the existing role. Later you can modify the modules and field-level access control list for the new role.

Controlling Module-Level Access

After creating a role, you must control the access to the modules (Leads, Accounts, Contacts, Potentials, Cases, Solutions, Products, Price Books, Tasks, Events, Forecasts, Vendors, Purchase Orders, Sales Orders, and Invoices), import/export, tools, report access, system administration, and general permissions to the roles. Users with System Administrator privilege can manage the module-level access control lists.

List of system-level access control functions

Field Name	Description
Data Level Permissions
Everyone can view/edit all users data	To enable/disable users accessing other users records.
Admin only can view/edit all users data. Others can only view/edit their data alone.	To specifically enable/disable users with Administrator role to access all the users records and standard users access their own records. If this option is selected standard users cannot access other users records.
Entity Level Permissions	Select the modules (Leads, Accounts, Contacts, Cases, and others) to be displayed in users work area.
Create	To create records in a module.
Edit	To modify records in a module.
Delete	To delete records in a module.
Import Permissions
Import My Records	To import records pertaining to the individual users. You can enable/disable import permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, Vendors, and Attachments.
Import My Organization Records	To import records pertaining to the organization-wide users. You can enable/disable import permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, Vendors, and Attachments.
Export Permission	To export records pertaining to the organization-wide users. You can enable/disable export permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, and Vendors.
Tool Permissions
Mass Transfer	To transfer records in bulk from one user to another user. You can enable/disable mass transfer permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, and Vendors.
Mass Delete	To delete records in bulk from the Zoho CRM system. You can enable/disable mass delete permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, and Vendors.
Report Permissions
Manage Reports & Dashboards	To create/modify/delete reports & dashboards and the folders for the reports.
Schedule Reports	To schedule delivery of reports to the intended users.
Admin Permissions
Manage Users & Roles	To manage users and the corresponding roles.
Change Owner	To change owner in each record view page.
Data Migration	To import the complete data from external application.
View Users Information	To view other users details.
Customize Zoho CRM	To customize the pages, fields and others in various modules.
General Permissions
Mail Server Configuration	To configure the mail server details. Mail server configuration is not available for On-demand Zoho CRM. It is available only in Packages product.
Export Users	To export user details into CSV format.
Export Notes	To export all the notes into CSV format.
Export Competitors	To export all the competitors details into CSV format.
Import My Attachments	To import user-specific attachments to the records.
Import My Organization Attachments	To import organization-specific attachments to the records.
Convert and Merge Leads	To enable convert and merge options in leads details page.
Mass Change Status Leads	To change the status of the leads in bulk.
Approve Web Leads	To approve the leads captured from Website using Web-to-lead form.
Web To Lead	To create Web-to-lead form for publishing in your Website.
Manage Lead Assignment Rule	To defile lead assignment rules.
Mass Email Leads	To send mass emails to leads.
Mass Email Contacts	To send mass emails to contacts.
Web To Case	To create Web-to-case form for publishing in your Website.
Delete Activities	To delete activities in bulk.
Manage Workflow	To setup workflow process for your organization.
Manage Email Templates	To setup mass email templates.
Field Level Access Permissions	To setup field level access permission for the users.

To control module-level access

1. Click the Setup link.
2. In the Setup page, under the Admin Settings section, click the Roles link.
3. In the Roles page, under the Roles List section, click either the Edit link to modify the modules list or the role name to view the module-level access control list.
   
   

   Note: You cannot edit the default roles, such as "Administrator" and "Standard User". These are provided only for your reference. Hence you are strongly recommended to define your own roles based on the existing default roles.

   
   
4. In the Role Details:<Role Name> page, the module-level access permissions are displayed.
5. Click the Edit button to modify the module-level access for the role.
6. In the Role Information page, specify the access permissions for the following:
   • Data Level Permissions
   • Module Level Permissions
   • Import Permissions
   • Export Permissions
   • Tool Permissions
   • Report Permissions
   • Admin Permissions
   • General Permission
     

7. Refer to the List of system-level access control functions table.

8. Click Save to apply the changes to the role.

Managing Field-Level Access

You can also control the access to certain fields for the roles. This will ensure granular security and users can see the fields that are relevant to their job. For example, "Sales Stage" and "Amount" fields in Potentials module may not be required for a person looking at customer support. Similarly, "Status" of the cases can be hidden for the users other than customer support persons. Users with System Administrator privilege can manage the field-level access control lists.

Manage Field-level Access Control

To manage field-level access control list

1. Click the Setup link.
2. In the Setup page go to the User Management section and click the Field Level Access Control link. Under the Field Level Access Control section, module-specific (Leads, Accounts, Contacts, Potentials, Helpdesk, Product, Email, Tasks, Events, and others) links are displayed.
3. Click one of the module links (for example, click the Leads link to modify the field-level access control for Leads module).
4. In the <Module>: Role page, click the <role name> link (for example, "Sales Role").
5. In the <Module>: Field Level Access page, list of field-level access is displayed. Click the Edit button.
6. In the <Module>: Field Level Access page, select or clear the check boxes for the fields according to your organization’s field-level access control requirements.
7. Click Save to update the changes made to the specific module. Follow the same procedure for other modules also.

Associating Users with Roles

You can associate the role with the users with so that they can access to the modules and fields that are assigned to them. Users with System Administrator privilege can associate role with user.

Assign Role to the User

To associate user with a role

1. Click the Setup link.
2. In the Setup page, under the Admin Settings section, click the Users link.
3. In the Users page, click the Edit link for the specific <User Name>.
4. In the User: <User Name> page, select the role from the Role pick list.
5. Click Save.

Deleting Roles

You may delete some of the roles from the Roles module that are not required. After deleting a role, users associated to the deleted role will be linked to "Standard User" role. You can delete all the roles except "System Administrator" and "Standard User" roles.

Note: If you delete any role without disassociating the users to the other roles, the specific users role will be changed to Standard User role.

To delete roles

1. Click the Setup link.
2. In the Setup page, under the Admin Settings section, click the Roles link.
3. In the Roles page, click the Del link for the specific <Role Name>. The role is permanently deleted.

Managing Company Information

Immediately after signing up, Administrator user will be created for your organization. With the Administrator user login, you can convert the single user edition to a corporate user edition by adding additional users. Once second user is added in your system, Company Information link is enabled where you can specify your company information. The company information is the centralized location where you can specify your organization related information, such as company name, number of employees, address, date, currency, time zone, and other details. In addition, the company information is used to display the address details in printer friendly Quotes, Orders, and Invoices.

Company Information

In the Company Information form, you need to specify your company-related information. The following table provides descriptions of the various fields in the form.

List of Company-related Fields

Field Name	Description	Data Type
Name	Specify your company name.	Text box
Primary Contact	Display the person first registered with the Zoho CRM service.	Text box
Alias	Specify the alias name of the primary contact.	Text box
No. of Employees	Specify the number of employees in your company.	Integer
Role*	Select the user role (for example, administrator, standard user, and others).	Pick list
Email*	Specify the official E-mail ID of the user. This is a mandatory field.	Email
Phone	Specify the official phone number of your company.	Text box
Mobile	Specify the mobile number of your company.	Text box
Fax	Specify the FAX number of your company.	Text box
Website URL	Specify your company Website URL.	URL
Street	Specify the primary address of your company.	Text box
City	Specify the city in which your company is located.	Text box
State	Specify the state in which your company is located.	Text box
Postal Code	Specify the postal code of your company address.	Text box
Country	Specify the name of the country in which your company head quarters is located.	Text box
Currency Locale	Select your country name to display the appropriate currency.	Pick list
Company Logo	Upload your company logo, which can be used as header in your quotes, orders, and invoices similar to letterhead. Maximum allowed size 188 x 80 px.	Browse Image

To set up company information

1. Click the Setup link.
2. In the Setup page under the Admin Settings section, click the Company Details link.
3. In the Company Details page, specify the company details. Refer to Company Information table for more details:
4. Click Save.

Note: Currently multiple currency is not supported. You can configure only a single currency.

Importing CRM Data

Refer to:  Zoho CRM Data Administration

Exporting CRM Data

Refer to:  Zoho CRM Data Administration

Managing CRM Subscription

Refer to: Managing Subscriptions

Viewing File Storage

Zoho CRM offers unlimited data (leads, accounts, contacts, cases, etc.,) and limited File (DOC, PDF, PPT, JPG etc.,) storage for all users.

Users with Free account (free for 3 users) will get 100 MB where as paid users 250 MB with the account. Once the file storage is consumed you can subscribe for the additional storage from the Subscription center in CRM account.

To view the file storage

1. Click the Setup link.
2. In the Setup page under the Data Analytics section, click the Storage Usage link.
3. In the Storage Usage page, you can view the total consumed file storage and usage of individual users.

How Tos & FAQ

Refer to: 

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