Many of our clients will often find that they want to tie a Zoho CRM record to more than one user. The best way to do this is with a user field in Zoho CRM. Zoho has recently added some enhancements to how you can use these fields.
What is a User Field in Zoho CRM?
Zoho only allows for one owner for reach record – this field is usually a combination of the module name and “Owner”. A user field in Zoho CRM establishes multiple ownership of the record. When using a user field, you have the option of selecting a single user or multiple users. If you choose multiple users, up to 10 users can be selected.
In order to add a user field you must do the following:
- Go to Setup>Customization>Modules and Fields
- Select the module and then the layout
- Once in the layout, drag over the field called User over from the bank of fields in the left panel and place into the layout
- Hover in the field and click on the “…” and choose Edit Properties
- Name the field whatever works best for your business and choose whether the field is a single or multiple user field
- Click save in the window and then save for the layout.
You are allowed to have up to 5 user fields and 1 multi-user field per module. User fields are available for all modules except Tasks, Meetings and Calls.
New User Field Feature
As you can see in the image above, there is a new option called Allow Record Accessibility. This is a new feature and gives you the ability to decide whether the user will have access to the record or their name is there more as a reference for others.
While the default is the box is checked, you can uncheck it to prevent the user from accessing or seeing the record.
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