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How to Clone Records in Zoho CRM

May 10, 2024

Being a Zoho CRM user, we all know how important it is to manage and maintain our data right. When working with leads, contacts, deals, quotes or any custom modules in Zoho CRM, you often need to duplicate records having same information. Instead of manually entering the data, we have the option of Cloning Records in Zoho CRM. This allows you to duplicate an existing record, adjust the details as needed, and save it as a new entry in your system. 

Imagine you’re the head of a Real Estate Agency specializing in luxury properties. Your team is preparing for an upcoming open house event, where you’ll be showcasing multiple properties to potential buyers. To ensure a successful event, you can quickly create detailed property records, including specs like square footage, bedrooms, location, price, and amenities. Instead of manually entering data for each property, you can simply clone one property record and then update the specific details as needed.

In this article, we’ll explore the step-by-step process of cloning records in Zoho CRM including some best practices.

What is Cloning?

Cloning in Zoho CRM is a capability that allows users to create an exact copy of an existing record in the system. This process is helpful when there is a need to replicate a record with similar information, such as a contact, lead, account, or deal, without re-entering all the data manually.

When you clone a record in Zoho CRM a new record with the same field values is created as the original one. This saves time, ensures data consistency, and can be used to generate new records when required. However, it’s important to remind ourselves that certain fields, like system-generated IDs or timestamps, will differ in the cloned record, and permissions may be required for cloning. Overall Cloning Records in Zoho CRM is a useful tool for streamlining workflows and reducing manual data entry.

Benefits of Cloning Records

The capability to clone records in Zoho CRM significantly improves the workflow of a business and helps in maintaining consistent data. Here are a few benefits that make Cloning Records in Zoho CRM an invaluable tool.

Cloning Records in Zoho CRM is a powerful feature that can significantly improve your performance and and data consistency. Here are the top five benefits that make cloning an invaluable tool for CRM users:

  1. Save Time and Effort
    Cloning a record eliminates the need for repetitive data entry, allowing you to create new records in a fraction of the time. This is particularly useful when you need to create multiple records with similar information. With Cloning records in Zoho CRM, you can save hours of manual work.
  1. Ensure Consistency
    Consistency is crucial in CRM. Cloning helps you keep a uniform structure across similar records, reducing the chance of mistakes or discrepancies. When you clone, you copy existing fields, relationships, and metadata, making sure your CRM data stays consistent.
  1. Enhance Workflow Efficiency
    Cloning records can save time and boost efficiency, letting your team focus on closing deals and building customer relationships. It comes in handy in sales, where time is precious, and every moment spent on data entry means time not spent engaging with customers.
  1. Reduce Manual Errors
    Manual data entry can lead to mistakes and inconsistencies. Cloning reduces these risks by giving you a reliable starting point. Since you’re copying an existing record, there are fewer chances to make errors. This is key to keeping your CRM data accurate and consistent.

Benefits like this, make Cloning records in Zoho CRM an essential tool for businesses looking to optimize their business process, maintain consistency, and reduce manual effort.

How to Clone Records in Zoho CRM?

Here’s a scenario with a step-by-step guide for how to Clone Records in Zoho CRM. Here, we’ll perform the cloning in the Quote Module.
Simon Grey from Pride India is a customer of Plaisley Tree to whom the latter has sent a quote with all the order details for confirmation.
Due to some pricing error the Quote was rejected by the Customer. So Sophie is now going to create a new quite by cloning from the existing one.

Step 1 Select the Record that you want to Clone

Here is the Quote that was rejected by the Customer.

Select record to clone in Zoho CRM

Step 2 Clone Records

Click on the three dots in the right-top corner and select Clone

Clone Record in Zoho

Here we already have all the details populated from the previous Quote. Now Sophie can simply edit and make the required changes for the prices.

Edit Record in Zoho CRM

Step 3 Save the Records

Once you have made all the required adjustments, click on the Save button to save the Quote.

Save changes in Zoho crm

Here a new Quote is created with all the details carried from the previous one. Sophie just had to change the pricing details and set it across to the Customer.

Record cloned in Zoho CRM

Quick and Easy right?

The Power of Cloning in Zoho CRM

Cloning Records in Zoho CRM is a powerful tool that helps users save time, maintain data consistency, and ensure smooth workflows across various business processes. It supports the flexibility to modify specific details while maintaining a baseline structure.

Here are some common uses of the cloning feature in Zoho CRM:

  1. Creating New Leads: Sales teams can clone existing leads with similar details, such as industry, company size, or geographic location, to streamline the lead creation process.
  1. Duplicating Contacts: When a new contact is similar to an existing one, cloning the record can save you time. This is particularly useful when the same person works for multiple companies or when creating a contact for someone with similar information to another contact.
  1. Replicating Deals: A lot of times sales processes are consistent across multiple deals. Cloning can help create new deals with similar stages, values, or close dates, allowing customization for specific details.
  1. Cloning Products: In a product catalog, cloning allows you to create new products with minor variations from an existing one, such as different models or versions.
  1. Reusing Formats for Different Activities: Users can clone tasks or activities to quickly create similar ones for different records or different dates, ensuring consistency in follow-up actions.
  1. Emails Templates: Cloning can be used to replicate emails allowing quick creation of communication content with similar structure and branding.
  1. Simplifying Data Entry: With cloning, repetitive data entry tasks become more manageable, enhancing productivity and enabling teams to focus on higher-level work.

Conclusion

Cloning Records in Zoho CRM is a game-changer for businesses looking to save time and maintain consistency. This feature allows you to create new records by duplicating existing ones, reducing manual data entry while streamlining your workflow. Are you managing records for leads, contacts, accounts, deals, or any other custom module? Cloning can help you quickly set up similar records and easily maintain a consistent structure throughout your CRM.

With this capability, you can focus on high-value tasks like building customer relationships, while spending less time on repetitive data entry. There are fewer chances of errors and a more efficient CRM experience.

So have you tried to clone records in Zoho CRM? If not, now is the perfect time to start. It’s a simple way to boost productivity and optimize your workflows.

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