How to Mass Transfer Records in Zoho CRM

May 3, 2024

Customer Relationship Management (CRM) systems like Zoho CRM are designed to help businesses keep track of their customers, leads, contacts, and other important data. But what happens when your team changes or you need to shift several records from one user to another? That’s where Mass Transfer in Zoho CRM comes in.

The Mass Transfer capability of Zoho CRM allows you to move records at once. This comes in handy when reorganizing your team, re-distributing workloads, or updating record ownership. This helps you save a lot of time and effort allowing you to focus on what matters.

In this article, we will explain how Mass Transfer works in Zoho CRM and when you might need to use it. We will walk you through the steps to transfer records, discuss a few key considerations, and share tips to ensure a smooth transition.

What is Mass Transfer ?

The Mass Transfer Capability in Zoho CRM allows users to reassign multiple records from one owner to another. This is crucial for businesses that need to manage or re-distribute workloads efficiently. especially during organizational changes, team restructuring, or when an employee leaves the company.

With Mass Transfer users can quickly reassign leads, contacts, accounts, deals, or any other type of records in the system, ensuring a smooth transition without disturbing the business operations.

In practice, Mass transfer in Zoho CRM involves defining the change of owners and setting criteria for the records to be transferred. This is a great way to maintain a balanced workload amongst your team members. One can also keep a check on whether the records are being handled right or not. With Mass Transfer, we not only transfer the selected records but can also transfer the related records such as tasks, attachments, notes, etc. This way we can also preserve the context and continue the customer interaction accordingly.

Importance of Mass Transfer in Zoho CRM

Mass Transfer in Zoho CRM simplifies moving multiple records simultaneously, saving time and effort. By maintaining data integrity and facilitating teamwork, mass transfer serves as an important element in effectively managing customer relationships. Without it, managing CRM data and fostering collaboration among teams would be a tedious task.

Here are a few factors to stress on the importance of Mass Transfer in Zoho CRM:

  1. Efficient and Time-saving
    Mass transfer in Zoho CRM makes it easy to move lots of records around at once, saving time and effort. Instead of doing it one by one, you can do it all together, which helps get things done faster. Whether you’re moving leads, contacts, or accounts, mass transfer lets you make big changes quickly, making CRM management more efficient overall.
  2. Adaptability
    In today’s fast-changing business world, companies often need to adjust their internal setups to keep up with market shifts or organizational changes. Mass transfer in Zoho CRM makes these transitions smoother by letting organizations move records between users or teams as needed. Whether it’s reassigning work after someone leaves or reorganizing teams for better results, mass transfer ensures that records end up where they belong, helping things run more smoothly overall.
  3. Consistency and Accuracy
    Accurate and consistent is important in CRM systems. It helps with things like making reports, analyzing information, and decision making. Mass transfer in Zoho CRM helps a lot by managing who owns what records and reduces the chances of mistakes . By automatically moving records, organizations can ensure that their CRM data is always correct and reliable. This helps prevent any problems with incorrect or inconsistent information.
  4. Accountability and Ownership
    Organizations need to know who’s responsible for which records, so they can keep track of things and hold people accountable. Mass transfer helps by letting organizations set up who owns what, and make sure everyone is doing their part. By making sure records are assigned to the right people or teams, your organizations can keep an eye on progress and see how well their CRM strategies are working.
  5. Team Collaboration
    Working together as a team is important for success in any organization. Mass transfer in Zoho CRM helps with this by letting users share ownership of records with different teams or departments. This means everyone who needs to can access important information and work together well to reach shared goals, like closing deals, helping customers, or handling projects.

How to Mass Transfer Records in Zoho CRM

Mass Transferring records in Zoho CRM requires some planning to ensure a smooth transition while avoiding any disruptions.

Here is a step-by-step guide for you to Mass Transfer Records in Zoho CRM.

Step 1 Select the Module

  • Decide which module you want to transfer records from (Leads, Contacts, Accounts, Deals, etc). You can Mass Transfer records from Custom Modules too.
  • Here we are conducting Mass Transfer in the Contacts Module.

Step 2 Prepare for Mass Transfer

  • Click on Actions in the top right corner of the screen.
Actions for mass transfer in zoho crm
  • Select Mass Transfer
  • Under Select Owner, select the User from whomever you want to transfer the records and also define the New User
  • Along with selecting the New Owner, you can also define the related records to the Contacts that are being transferred.
  • Now define the criteria based on which you want to select the records to be transferred.
  • You can select multiple criteria like the one below we have defined the records based on their Contact Type which is Prospect and also the Created Time of the contacts. Then click on the Search button.
set criteria for mass transfer

Step 3 Initiate Mass Transfer

  • Here you can see all the 13 Contacts that match the set criteria. You can select the them by checking the box before Contact Name. Then click on the Transfer Button.
  • Now, as the Pop-up shows, the owner change is in progress.

Note: It takes a few moments to complete the transfer depending on the volume of data.

Some Common Scenarios for Mass Transfer Records:

  1. Restructuring of Team: Re-organizing teams can call for the need to reassign records to new owners
  2. Role Change: When the role of a certain team member changes, their responsibilities might also change for the records.
  3. Employee Exit: In scenarios where an employee leaves the organization, the records handled by them are by default added to the Super Admin user. The super admin can then transfer those records to another employee as desired.
  4. Workload Balance: With bulk records to handle requiring immediate attention, we can transferred and assign some to another user to balance the load.

These are some scenarios, where you can use the Mass Transfer capability of Zoho CRM to manage effective and consistent changes.


Transferring records within Zoho CRM requires careful handling of data , proper user access and permissions, and effective communication. This involves maintaining related records, giving rights of the new owner, and keeping the team informed about the change. Mass Transfer in Zoho CRM is a sensitive procedure and requires proper advanced planning to ensure everything goes smoothly.

Once the transfer is completed, you might want to run-check that everything works right. Don’t miss out on adjusting the workflows or automation if any exists. With thoughtful approach, Mass Transfer of Records in Zoho CRM will be a good approach to keep your CRM organized.

Want to unlock more such powers of Zoho CRM? Our experts are here for you.

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