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Find records owned by inactive users in Zoho CRM
The Zoho CRM AI Assistant finds the open leads, deals, accounts and tasks still owned by users who are no longer active, and lists them by module. It moves them to the people you choose 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
People left, and their records stayed
When someone leaves, their user is deactivated, but the leads, deals and accounts they owned keep their name. Nobody follows up on those leads, the deals sit in the pipeline report under a person who is gone, and their open tasks are never done.
the solution
Find the leftovers, choose who takes over, approve
Ask for the list first:
Find open leads, deals, accounts and tasks still owned by users who are no longer active. List them by module.
The assistant reads your CRM users, including inactive ones, and searches each module for open records they still own. It shows a count per former user and module, and the records themselves when you ask.
Then say who takes over: all of one person’s records to one colleague, or deals to one person and leads to another. It shows the exact records and new owners, and changes the owner only after you approve. It can move each record’s open tasks, meetings and calls with it.
- Reads your CRM users and their status, and open leads, deals, accounts, contacts and tasks by owner.
- Changes owners only after you approve; more than 20 records ask for a final confirmation.
- Up to 100 records per request, so a large backlog takes several requests.
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pricing
Start with 14 days of Plus. Stay on Free after that.
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Pro
For heavy daily CRM work.
25x the Free usage
$94/ month
Get ProBilled at signup, then monthly
- 25x the Free usage
- 5x the usage of Plus
- All supported CRM actions
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- Includes the MCP connector
Max
For the heaviest CRM workloads.
125x the Free usage
$500/ month
Get MaxBilled at signup, then monthly
- 125x the Free usage
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- Includes the MCP connector
Free
Limited weekly usage, with the same supported CRM actions and approval controls. It is where your account settles after the 14-day Plus trial.
No card, and permanent
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
Find records owned by inactive users in Zoho CRM
“Find open leads, deals, accounts and tasks still owned by users who are no longer active. List them by module. Then move Tom Hale's open deals to Lena Ortiz and his leads to Sam Becker.”
Hand over accounts to another rep in Zoho CRM
“Hand over Ravi Menon's accounts in the North region to Lena Ortiz, with their open deals and tasks. Add a handover note on each account with the open deals and recent activity.”
Reassign deals in Zoho CRM while a rep is on leave
“Lena Ortiz is on leave for two weeks. Move her open deals to Sam Becker with their open tasks, meetings and calls, and tag them "Lena cover" so I can move them back.”
Spread new leads evenly across reps in Zoho CRM
“The 24 new leads from the trade show are still owned by me. Count each rep's open new leads and split these so everyone ends up with about the same number.”
without the assistant
How to do it by hand in Zoho CRM
You can do this in Zoho CRM yourself. Here are the steps.
- Look up which users are inactive in your Zoho CRM users list.
- In Leads, Deals, Accounts and Tasks, create a custom view filtered on each former user as owner.
- Select the open records and change their owner.
- Repeat for each former user and each module.
Each step is simple. Repeating it for every former user in every module is the slow part.
faq
Frequently Asked Questions
Will it change my records?
Only the owner of the records you approve, plus their open tasks, meetings and calls if you ask. Other fields are not edited, and nothing is deleted.
What does it read?
Your CRM users with their status, and the open records each inactive user still owns in the modules you name. It can only see the records your Zoho profile allows.
What counts as open?
Leads not converted or marked junk, deals not in a closed stage, and tasks not completed. Accounts have no open or closed state, so all of a former user’s accounts are listed. Say in your request if your team defines it differently, for example by a lead status.
Can I split the records between several people?
Yes. Give a rule, such as deals to one person and leads to another, or accounts by region if you record one. It shows each group with its new owner before you approve.
Can it be wrong?
It finds records by their current owner. A record already moved to a shared user, such as an admin, does not show as belonging to the former user. Check closed deals separately if you report on them by owner.
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.