Zoho CRM - Custom Fields

Table of Contents  [ Hide]

Add Custom Fields
Custom Fields Description
Customize Currency Type Fields
Normal Rounding
Round Off
Round Down
Round Up
Add Pick list Values
Set up Dependency Fields
Add Multi-Select Pick list Values
Create Lookup Field
Create Auto Number Field
Related Links

Each module in Zoho CRM can have certain custom fields added to it. The table below displays the maximum number for each custom field type:

Note: You can rename the field(s) but you cannot change Data Type of the custom field(s). For instance, if you create a Text type field, you cannot change this to Integer field at a later stage.

Add Custom Fields

Adding custom fields allows capturing important data into each module and necessarily requires specifying the field-related information. These custom fields allow companies to capture information specific to their business requirements. The image below displays different types of custom fields available in each module of Zoho CRM.

To add custom fields

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Fields List.
3. In the [Module] Fields page click on New Custom Field.
4. In the New Custom Field page, do the following:
   • In the Select Field Type section, select the field type.
   • In Provide Field Details section, enter the field name, field size, and decimal places in the Label, Length, and Decimal Places fields respectively.
5. Click on Save.
   
   

The custom field is added to the respective module. To check the field, select the corresponding module and add/edit the record.

Custom Fields Description

The following table provides descriptions of the available custom fields:

Customize Currency Type Fields

The Currency Type custom field allows you to define the decimal and the precision settings based on your selected currency locale. The chart below displays the working of the different Rounding Options available in Zoho CRM:

Normal Rounding

Selecting this option does not provide any rounding of values after the decimal point.

To Set Normal Rounding to currency type custom field

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Fields List.
3. In the Field List page, click on New Custom Field.
4. In Custom Field Settings, select Currency from the Field Type list.
5. In the Field Details, type a name in the Label field.
6. In the Length field, type the desired length of the total number of digits.
7. In the Rounding option, select Normal from the drop-down list.
8. In the Decimal Places, type the number of decimal places you require.

Round Off

This option allows rounding off after the decimal points. If the second/third digits after the decimal point are < 5, there is no rounding off. If the second/third digits after the decimal point are > 5, it rounds off to the next number.

To set Round Off to currency type custom field

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Fields List.
3. In the Field List page, click on New Custom Field.
4. In Custom Field Settings, select Currency from the Field Type list.
5. In the Field Details, type a name in the Label field.
6. In the Length field, type the desired length of the total number of digits.
7. In the Rounding option, select Round Off from the drop-down list.
8. In the Decimal Places, type the number of decimal places you require.
9. In the Precision field, type the decimal’s rounding precision.

Round Down

This option allows rounding down in the amount after the decimal point. The second/third digits after the decimal point rounds down (diminishes) to the previous number.

To provide Round Down currency type custom field

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Fields List.
3. In the Field List page, click on New Custom Field.
4. In Custom Field Settings, select Currency from the Field Type list.
5. In the Field Details, type a name in the Label field.
6. In the Length field, type the desired length of the total number of digits.
7. In the Rounding option, select Round Down from the drop-down list.
8. In the Decimal Places, type the number of decimal places you require.
9. In the Precision field, type the decimal’s rounding precision.

Round Up

This option allows rounding up in the amount after the decimal point. The second/third digits after the decimal point rounds up (increases) to the previous number.

To provide Round Up currency type custom field

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Fields List.
3. In the Field List page, click on New Custom Field.
4. In Custom Field Settings, select Currency from the Field Type list.
5. In the Field Details, type a name in the Label field.
6. In the Length field, type the desired length of the total number of digits.
7. In the Rounding option, select Round Up from the drop-down list.
8. In the Decimal Places, type the number of decimal places you require.
9. In the Precision field, type the decimal’s rounding precision.

Add Pick list Values

By default, some of the industry standard pick list values are available in each module. You can modify the pick list values as per your organization&apos;s business process and replace the existing value with new value so that records get associated to new values.

To add/modify pick list values

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Field List.
3. In the [Module] List page, edit the field with data type Pick List (For example, Lead Source field in the Lead List page).
4. In the Edit Pick List page, add/modify values in the Values list box. Once you have updated the pick list values you can sort the values alphabetically and use the first values as the default pick list value.
5. Click Save.

• If you delete/modify any of the pick list values, records associated with the values are changed to "None" and the deleted values are no longer used.
• It is recommended to first change the values in records to another value and then delete/modify the pick lists.

Set up Dependency Fields

Add Multi-Select Pick list Values

This option enables selecting multiple values while creating or editing record. For instance, your organization may be offering different services and some of your customers may be interested in multiple services. In this case you can use the multi-select pick list value instead of single pick list value while creating a potential. Periodically, you can modify the pick list values as per your organization&apos;s business process and replace the existing value with new values so that records will get associated to new values.

To add/modify Multi-select pick list values

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Field List.
3. In the [Module] Fields page, click on New Custom Field > Multi-select Pick List.
4. Add / Modify the Pick List Values. Once you have updated the pick list values you can sort the values alphabetically and use the first values as the default pick list value.
5. Click Save.

Create Lookup Field

The Lookup field helps to establish relationship between different modules (linking two different modules: Accounts with Contacts) or establishing parent-child relationship with a module.Examples of Parent-Child Relationship:

• Parent Account - Member Accounts (Doing business with Head Quarter Company and multiple divisions within company)
• Contact - Member Contacts
• Case - Sub Case
• Potential - Part Payment
• Product - Part Products
• Solution - Related Solutions

To Create Lookup Field

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Field List.
   
3. In the Field List page, click on New Custom Field.
4. In the [Module] Custom Field List page, do the following:
   1. Select the field type as Lookup.
   2. Under the Provide Field Details section, specify name of the Lookup field, select the linking module and add the related list view name.
5. Click Save.
   
   
   
6. Now select Setup > [Module] Settings > Organize [Module] Details.
7. In the Organize [Module] Details page, change the order of the custom related list (Example: Member Contact created for Reports To lookup).
   
   
   
8. Click Save.

To Use Lookup Field

1. Click on [Module] Tab (Example: Contacts tab).
2. In the [Module] Home page, select the record to be linked to the other record.
3. In the Record Edit page, select the lookup field. For example, &apos;Reports&apos; field for establishing parent-child relationship between two contacts.
   In this scenario one contact reports to the other contact in customer organization.
4. Click Save.
5. In detail view of the record, you can see the new record under the custom related list section. For example, under Member Contacts section you can view all the contacts reporting to the primary contact as given below:

Create Auto Number Field

The auto number type custom field helps classifying the records by unique numbers. Once the auto number field is added to CRM module, the number gets added sequentially to the new records. This can be used to update the existing records also. For instance, Invoice Number, Quote Number, Sales Order.

To create auto number field

1. Log in to Zoho CRM with Administrator privileges.
2. Click on Setup > [Module] Settings > Fields List.
3. In the [Module] Fields page, click on New Custom Field.
4. In the New Custom Field page, do the following:
   • In the Select Field Type section, select Auto-number.
   • In Provide Field Details section, enter the field name, prefix, starting number and suffix.
5. Click Save.
   The auto-number field is added to the respective module. To check the field, select the corresponding module and add a record. The auto-number field is displayed once you save the record.

Related Links

Standard Fields | Special Fields | Developer API