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Assign new leads to the right owner in Zoho CRM
The Zoho CRM AI Assistant finds leads sitting with a placeholder or shared queue user and proposes an owner for each by the rule you give: by country, by product or evenly by count. Once you approve, it changes the owners.
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
Leads pile up under the web form user
Imported and web leads land on one user: an admin, a "Web Inbox" account, whoever ran the import. Someone is meant to hand them out, but it waits until there is time, and meanwhile the leads sit with an owner who will never call them.
the solution
Name the queue, state the rule, approve the owners
Tell it which user holds the leads and how to split them:
Find leads owned by the Web Inbox user. Propose owners by country: Germany and Austria to Lena Ortiz, everything else to Sam Patel. After I confirm, change the owners and move their open tasks too.
It finds the leads with that Lead Owner, reads the field your rule uses, such as Country, Industry or a product field, and shows each lead with its proposed new owner. For "evenly by count" it splits the list between the users you name.
When you approve, it changes the owner of up to 100 leads per request, and can move each lead's open tasks, meetings and calls to the new owner as well. More than 20 at once asks for a final confirmation.
This is a one-time hand-out. It does not set up a rule for future leads; for that, use Zoho CRM's assignment rules, which the assistant can also help you create.
- Reads leads, their owner and the fields your rule uses.
- Changes owners only after you approve. Other lead fields are not edited.
- A lead with the rule's field empty is listed as unmatched, not guessed.
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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
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Max
For the heaviest CRM workloads.
125x the Free usage
$500/ month
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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.
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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
Add a lead to Zoho CRM from a web page or business card
“Create a lead from this page. Check first that no lead or contact has the same email.”
- Current use case
Assign new leads to the right owner in Zoho CRM
“Find leads owned by the Web Inbox user. Propose owners by country - Germany and Austria to Lena Ortiz, everything else to Sam Patel. After I confirm, change the owners and move their open tasks too.”
Find leads that are already customers in Zoho CRM
“Check leads created this week against existing contacts and accounts by email and company name. List the matches with the account owner. After I confirm, give each matched lead to the account owner and tag it Existing customer.”
Find new leads with no first response in Zoho CRM
“Find leads created in the last 7 days with no call, meeting, logged email or task since they came in. Show the owner and age. After I confirm, create a first-contact task for each owner, due today.”
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 Leads module and create a custom view where Lead Owner is the queue user.
- Add the column your rule uses, such as Country, and sort by it.
- Select the leads for one rep and use Change Owner.
- Repeat for each rep, and move their open tasks if needed.
It works for one simple rule. With several reps and a mixed rule, sorting and selecting by hand is where it gets slow.
faq
Frequently Asked Questions
Will it change my leads?
Only the Lead Owner of the leads you approve, and their open tasks, meetings and calls if you ask. Status, source and other fields are not edited.
Which rules can I use?
Rules based on field values: country, state, industry, lead source, a product picklist, or splitting evenly between named users. Say the rule in plain words. It does not judge how good a lead is, and it does not look at reps' workload unless you name a rule for it.
Does it keep assigning new leads after today?
No. It changes owners for the leads it lists, once. For leads that arrive tomorrow, use Zoho CRM's assignment rules on web forms and imports.
Will the new owner get an email?
That follows your Zoho CRM setting for owner change notifications. You can also ask it to notify or not notify in your request.
Can it be wrong?
It applies your rule to what the fields say. If Country is empty or written two ways, such as "Germany" and "DE", the lead goes to the wrong group or to unmatched. Check the unmatched list and the groups before approving.
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.