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Add a validation rule to a Zoho CRM field
The Zoho CRM AI Assistant creates a validation rule that stops a record being saved when a field holds a value you describe as invalid, and shows the alert you write. It shows the rule first and creates it 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
Wrong values keep getting saved
Someone types an extra zero and a deal shows ten times its real amount. A closing date lands in the past, a discount goes over what anyone can approve. Reports are wrong until someone notices, and fixing the data afterwards is slower than refusing the bad value when it is typed.
the solution
Describe the invalid value and the alert, approve
Say which field, what value should be refused, and what the alert should say:
On Deals, stop anyone saving an Amount over USD 1,000,000. Show the alert "Amounts over USD 1,000,000 need a manager".
It reads the module's fields to find the exact one, and checks whether the field already has a validation rule on that layout. Zoho allows one rule per field per layout, so if one exists it proposes adding your condition to it instead. It shows the condition and the alert, and creates the rule when you approve.
The condition describes the value to refuse, not the allowed range. You can add extra criteria, such as "only when Stage is not Closed Lost", each with its own alert.
- Reads the module's fields and its existing validation rules.
- Writes one validation rule, or adds a condition to the existing one, only after you approve.
- Uses the module's standard layout unless you name another one.
- Rules written in Zoho as functions cannot be changed here.
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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
- Current use case
Add a validation rule to a Zoho CRM field
“On Deals, stop anyone saving an Amount over USD 1,000,000. Show the alert "Amounts over USD 1,000,000 need a manager".”
Add custom fields to a Zoho CRM module
“Add three fields to Deals - Competitor (picklist with Vendor A, Vendor B, Other), Contract Start (date) and Partner (lookup to Accounts). Put them in a new section called "Competition" on the standard layout.”
Require a loss reason on lost deals in Zoho CRM
“On Deals, when Stage is Closed Lost, show the Reason For Loss field and make it mandatory.”
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 the validation rules for the module.
- Create a rule on the layout and choose the field, such as Amount.
- Set the condition for the invalid value and type the alert.
- Save the rule.
One rule is quick. It gets slow when you first have to find out whether the field already has a rule, and on which layout.
faq
Frequently Asked Questions
Will it change my existing records?
No. A validation rule checks a record when it is saved. Existing values stay as they are, even ones the rule would refuse.
What does it read?
The module's fields, to find the exact one, and its existing validation rules, to see whether that field already has a rule on the layout. It does not read or change records.
Who does the rule affect?
Everyone who saves that module's records on that layout. A record that matches the condition cannot be saved until the value is corrected.
Can it be wrong?
It can write the condition the wrong way round, as the allowed value instead of the refused one, which would block valid saves. The approval states which values are refused, so read it as "Zoho will refuse a save when ..." before you approve.
Can I switch the rule off or change the limit later?
Yes. It can switch a validation rule off or on, change a condition's value or alert, or add a condition, each after approval. Deleting a rule is permanent and always asks for a final confirmation.
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. 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.