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Create a lead assignment rule by country in Zoho CRM
The Zoho CRM AI Assistant creates a lead assignment rule from a description like "Country is France goes to Lena", with a default owner for everything else. It shows the entries first and creates the rule once you approve.
Zoho CRM AI Assistant is a Chrome extension that opens beside Zoho CRM. Tell it what you want to do in plain language, and it works with your CRM for you. Try Plus free for 14 days, then stay on Free forever.
the problem
New leads land on whoever ran the import
Web form and imported leads all end up with one user, and someone hands them out by country when they find the time. The split is always the same, France to one rep, Germany to two others in turn, so it should not depend on a person remembering.
the solution
Describe who gets which leads, approve the rule
Name the field, the values, the owners and a default:
Create a lead assignment rule called "Europe leads". Country is France goes to Lena Ortiz, Germany goes to Sam Patel and Mia Clarke in turn, everything else to Alex Reed.
It finds the users and the exact field, checks the existing assignment rules, and shows each entry in order with its owner, plus the default owner for leads that match no entry. When you approve, it creates the rule.
Each entry is "field equals value", on a text or picklist field such as Country, Lead Source or Industry. Name several users on an entry and Zoho shares those leads between them in turn.
- Reads users, the module's fields and the existing assignment rules.
- Writes one assignment rule with a default owner and up to five entries, only after you approve.
- Applies to future imports, web forms and API inserts that use the rule. It does not reassign existing leads.
- Only "equals" conditions and named active users. Roles, groups and availability checks are not supported.
To hand out leads that already exist, see Assign new leads to the right owner.
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By hand
Without the assistantNot ready to install? Here is how to do the same thing in Zoho CRM yourself, step by step.
Need more than Max? Contact sales
use cases
Explore use cases
Create a follow-up task when a quote is sent in Zoho CRM
“When a quote's Quote Stage changes to Delivered, create a task for the quote owner called "Follow up on quote", due 3 days later.”
- Current use case
Create a lead assignment rule by country in Zoho CRM
“Create a lead assignment rule called "Europe leads". Country is France goes to Lena Ortiz, Germany goes to Sam Patel and Mia Clarke in turn, everything else to Alex Reed.”
Find out why a Zoho CRM workflow rule did not run
“The workflow "Deal won notice" did not create a task on the deal Warehouse renewal last week. Why might it not have run?”
Turn off an old workflow rule in Zoho CRM
“Find the old reminder workflow on Deals that emails owners about closing dates. Show what it does, then switch it off. Do not delete it.”
without the assistant
How to do it by hand in Zoho CRM
You can do this in Zoho CRM yourself. Here are the steps.
- Open Zoho CRM Setup and go to Assignment Rules.
- Create a rule for Leads and choose a default user.
- Add an entry for each country with its criteria and the user or users who get it.
- Save the rule, then select it in your web forms or imports.
Setting up one rule is manageable. It gets slow when the split changes and you have to find the right rule and entry again.
faq
Frequently Asked Questions
Will it reassign my existing leads?
No. An assignment rule applies to new leads that come in through imports, web forms or API inserts that use the rule. Choose the rule in the web form or import that should use it. Existing leads keep their owner. To reassign those, see Assign new leads to the right owner.
What does it read?
Your active users, the Leads fields, so each entry uses the exact field and value, and the existing assignment rules on Leads. It does not read or change lead records.
Can it share leads between several reps?
Yes. Name several users on one entry and Zoho gives them those leads in turn (round-robin).
Can it be wrong?
It can match a value that is spelled differently in your data, for example "Deutschland" instead of "Germany", so those leads go to the default owner. Check the values on the approval against the values in your field.
Can I change the rule later?
Yes. It can rename the rule, change the default owner, change an entry or add entries, each after approval. It cannot remove or reorder entries, or switch the rule off; do that in Zoho.
Will it work on my Zoho CRM edition?
It needs a Zoho CRM edition and user profile with API access, and it can only do what your profile is allowed to do. Assignment rules are not available on every edition, and the assistant cannot add them if yours lacks them. This use case has not been checked edition by edition yet, so write to us if you want to check yours first.
Want to ask something?
Write to the team at hello@zsetup.com.