Zoho CRM: Using a function for validation rules (or restricting specific picklist options by user profile)
- Joel Lipman
- Zoho
- Hits: 5089
So this is a pretty cool feature in Zoho CRM that I hadn't used much but definitely worth an article. The ability to block field picklist options from being selected based on the profile of a user.
Why?
There were several alternatives we considered beforehand which still didn't fit the requirement: A client's first-line agents would have a lead record with the status "New Lead". The client wanted that if the status had changed to something else, the first-line agent would not be allowed to set it back to "New Lead". Automations and workflows could however (run as Administrators). Mapping a dependency field didn't fit the bill because we want "Lead Status" to be displayed to the first-line agents. Making this field read-only to first-line agents also wouldn't help as some of the options should be selectable. Two separate fields weren't quite right either: 1 as read-only (permission only to higher level) and 1 picklist as selectable means that the first-line agent would be referring to 2 status fields and not really knowing which one defines the stage the lead is at.
How?
Well this can be done through a validation rule. After working in Zoho CRM for over 3 years, this is the first time I'm using it so I'm documenting it.