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Standardize field values in Zoho CRM
The Zoho CRM AI Assistant finds the different spellings of the same value in a field, such as USA, U.S. and United States, and shows the change for each record. Once you approve, it updates the records to the values in your table.
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
The same country is spelled four ways
Some records say USA, some U.S., some United States, and a few say America. Reports split one country into four rows, and a filter on one spelling misses the rest. Mass Update fixes one spelling at a time, after you find each one.
the solution
Give the mapping once, review, approve
Name the module, the field and the mapping. For example:
In Contacts, Mailing Country: change USA, U.S. and US to United States, and UK and Great Britain to United Kingdom. Show me each change first.
It reads the field on the records in that module and finds every record whose value is in your table. It shows how many records have each value and the change it will make. If the field is a picklist and a new value is not one of its options, it says so before anything is written.
After you approve, it writes the new value to those records only. It can update up to 200 records per request; more than 20 at once asks for a final confirmation.
It changes nothing outside your table. A value you did not list, such as “America”, is left as it is and shown to you, so you can add it to the table if you want.
- Reads the field you name on the module you name.
- Writes that one field, only on matching records, only after you approve.
- Workflow rules that run on edits run for every updated record.
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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
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- Current use case
Standardize field values in Zoho CRM
“In Contacts, Mailing Country: change USA, U.S. and US to United States, and UK and Great Britain to United Kingdom. Show me each change first.”
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 the module and create a custom view that filters the field for one spelling, for example Mailing Country is “USA”.
- Select all records in the view and use Mass Update to set the new value.
- Repeat for each spelling.
It gets slow because each spelling needs its own view and its own Mass Update, and you first have to find every spelling that exists.
faq
Frequently Asked Questions
Will it change my records?
Only the field you name, and only on records whose current value is in your mapping table. Nothing is written until you approve, and more than 20 records at once asks for a final confirmation. Other fields and records are not touched.
Can it suggest the mapping for me?
It can list every distinct value in the field and how often each appears, so you can build the table. The table you approve is the one it uses; it does not add its own guesses.
What does it read?
The one field you name on the records of the module you name, and that field’s list of options if it is a picklist.
What if the field is a picklist?
It checks the field’s options first. If a new value in your table is not an option, it tells you before writing, so you can pick an existing option or add the value to the picklist.
Can it be wrong?
It matches only the spellings you list, so “U.S.A” is not caught by “U.S.” unless you list it too. Automations that run on edits, such as workflow rules, run for each updated record, so check what fires on that field before a large update.
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.