In a new tab or window, log in to your Zoho CRM account and click on the gear icon at the top right corner of the page, beside your profile picture.
From the menu, click on “Modules and Fields” under the Customization menu.
On this new page, drag and drop the field that will store the result of the calculation. We recommend something descriptive like “Number of Contacts”.
After this, hit “Save and Close” on the top right side of the screen.
Go back to your settings page and from the menu, click on “Workflow Rules” under the “Automation” menu.
On this new page, click “Create Rule”
Fill in the prompt box with the module you want to use, a name for your workflow (we recommend using descriptive names), and a description.
In most cases, you’ll need to re-calculate the number of records when a new record is created. As such, use this trigger.
We recommend not having any conditions, so selecting “All”.
Note: For 100% accuracy, you’ll need to create 2 more workflows. 1 on Account modification and 1 on delete.
Once the trigger and the condition are defined, the final step is defining the action.
The “Advanced Field Update” action is under the Custom Action menu. This is available for both Instant Actions and Scheduled Actions.
Note: If the Advanced Field Update is not available, you’ll need to download the WES extension: https://bluroot.ca/wes/
The “Advanced Field Update” Custom Action gives the option for 4 different data flows. Select the “Aggregate field to lookup” data flow.
What you will see here, as soon as you click it, is this step-by-step guide along the top that is telling us exactly how the records will be counted.
Your selections should look similar to this:
Describe the mapping using the Custom Action name. This will be useful when making edits in the future. Click save on the workflow editor.
We recommend triggering the workflow to ensure that the data mapping occurred as expected.
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