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Common Module Actions

Common module actions refer to the tasks you can perform on a list of records that you create within a module in your organisation. These actions help you organise your records seamlessly.

The various actions that you can perform are:

  • Column customisation
  • Sort by
  • Refresh list
  • View
  • Filter Records
  • Import
  • Export

Column Customisation

Zoho ERP allows you to customise the columns for the records you create. The actions that you can perform are:

  • Rearrange columns
  • Configure visibility of the columns
  • Pin columns
  • Clip and Wrap text
  • Resize column width
  • Reset column width

Rearrange Columns

To rearrange the columns:

  • Navigate to the module you want to rearrange columns for.
  • Click the Customize icon in the top-left corner of the list view page.
  • Select Customize Columns.
  • In the pop-up, you can drag and drop the columns in the order you want them to be displayed.
  • Click Save.

The columns will be positioned in the order you want them to be displayed.

Configure Visibility of the Columns

You can choose the columns you want to display and hide the rest.Here’s how:

  • Navigate to the module you want to configure visibility of columns for.
  • Click the Customize icon in the top-left corner of the list view page.
  • Select Customize Columns.
  • In the pop-up, check the columns you want to display.
  • Click Save.

The columns you’ve checked will be displayed.

Pin Columns

The Pin Column feature allows you to freeze or lock columns to ensure that important ones are visible through out.To pin columns:

  • Navigate to the module you want to pin columns for.
  • Click the Customize icon in the top-left corner of the list view page.
  • Select Customize Columns.
  • In the pop-up, hover over the Pin Column icon and click on it.
  • Click Save.

The columns you’ve pinned will be locked.

Note: you can pin only two columns at a time.

Clip and Wrap Text

This feature allows you to adjust text display in your columns to ensure optimal readability.

  • Clip Text: This option leaves out the text if it exceeds the size of the cell to avoid overlapping.
  • Wrap Text: This option accommodates the text in a cell with respect to the size of the column by moving on to the next line.

Here’s how you can clip/wrap text:

  • Navigate to the module you want to adjust text display of columns for.
  • Click the Customize icon in the top-left corner of the list view page.
  • Select Clip Text/Wrap Text.

The text display will be updated accordingly.

Resize Column Width

Here’s how you can resize column width:

  • Navigate to the module you want to resize columns for.
  • Hover over the column header and drag the border according to your preference.
  • In the pop-up You have resized the columns. Would you like to save the changes? select Save.

The column width will be updated.

Reset Column Width

You can bring the column width back to it’s default size. Here’s how:

  • Navigate to the module you want to reset columns for.
  • Click the More icon in the top-right corner of the page.
  • Select Reset Column Width.

The column width will be reset.

Sort By

This feature allows you to arrange your records based the chosen column in a chronological order. Based on your preference, you can sort the column in ascending or descending order, newest to oldest records, or based the date created.

Here’s how you can sort by columns:

  • Navigate to the module you want to sort by columns for.
  • Click the More icon in the top-right corner of the page.
  • Select Sort by and then choose the column based on which you want to rearrange.

Note: You can sort by columns, by hovering over the arrow button and clicking the up or down arrow in the header of the column.

Refresh List

If other users in your organisation have made changes in the records and if it is not reflecting, you can refresh to keep your records updated. Here’s how you can refresh the lists in your record:

  • Navigate to the module you want to refresh list for.
  • Click the More icon in the top-right corner of the page.
  • Select Refresh List.

The lists in your record will be refreshed.

View

When you want to filter or view only particular records in your module, you can create a view. You can also edit or delete a view you created, and mark any view as a favorite for quick access.

Create a View

Here’s how:

  • Navigate to the module you want to create a view for. (Example: Items)
  • Click the All dropdown in the top-left corner of the list view page.
  • Select + New View.
  • Now fill in the following fields:
    • Enter the custom view’s Name.
    • Click Mark as Favorite if required.
    • Define the criteria when the custom view should be displayed if required. After defining the criteria verify the Criteria Pattern.
    • Hover over the Available Columns and add the ones you prefer to the Selected Columns by clicking the + button.
  • Visibility preference: You can choose whom the view should be shared with by selecting either of the following options. You can select Only Me, Only Selected Users & Roles, or Everyone.
  • Click Save.

The custom view based the criteria you’ve set will be created.

Mark a View as Favorite

You can mark any view, default or custom, as a favorite for quick access. Favorite views appear together under Favorites section in the dropdown.

Here’s how to mark a view as a favorite:

  • Navigate to the module you want to mark a view as favorite for.
  • Click the All dropdown in the top-left corner of the list view page.
  • Hover over the view you want to mark as a favorite and click the star icon next to it.

The view will now appear under the Favorites group in the dropdown. Click the star icon again to remove it from your favorites.

Edit a View

You can edit a view you created to update its name, criteria, columns, or visibility. Here’s how:

  • Navigate to the module you want to edit a view for.
  • Click the All dropdown in the top-left corner of the list view page.
  • Select the view you want to edit.
  • Click the Edit icon next to the view name.
  • Update the Name, Criteria, Column Preference, or Visibility preference as needed.
  • Click Save.

Note: You can only edit views you created. Default filters of the module cannot be edited.

Delete a View

Warning: Once a view is deleted, it cannot be retrieved.

If you no longer need a view you created, you can delete it. Here’s how:

  • Navigate to the module you want to delete a view for.
  • Click the All dropdown in the top-left corner of the list view page.
  • Select the view you want to delete.
  • Click the Edit icon next to the view name.
  • Click Delete at the bottom of the page.
  • In the pop-up, confirm the action by clicking Yes.

Note: You can only delete views you created. Default filters of the module cannot be deleted.

Filter Records

Zoho ERP allows you to filter records based on thier status. Here’s how:

  • Navigate to the module you want filter records for. (Example: Invoices)
  • Click on All Invoices in the top-left corner of the list view page.
  • Select the status to filter.

The records for the status you’ve selected will be displayed.

Import

Zoho ERP allows you to import records into your organisation, here’s how:

  • Navigate to the module you want to import records into.
  • Click the More icon in the top-right corner of the page.
  • Select Import from the dropdown.
  • In the Configure page:
    • Click on Choose File and select from where you want to upload records.
    • Choose how you want to handle duplicates by selecting either of the following options:
      • Skip Duplicates
      • Overwrite items
    • Select your preferred Character Encoding from the dropdown.
    • Select File Delimiter.
    • Click Next.
  • In the Map Fields page: Cross-check if the fields from your records match the ones in the File you’re uploading.Then:
    • Check the Save these selections for use during future imports option if you want to use these preferences during your future imports.
    • Click Next.
  • In the Preview page, check if all the fields from your import file are imported.
  • Click Import.

The records will be imported into your organisation.

Export

Zoho ERP allows you to export records from your organisation, here’s how:

  • Navigate to the module you want to export records from.
  • Click the More icon in the top-right corner of the page.
  • Select Export from the dropdown.
  • In the pop-up, fill in the following fields:
    • Select Status: By default, all records will be exported. If you want to export records based their status, you can select the status here.
    • Date Range: Select a From and To date between which you want to export the invoices. This will filter all Invoice with the invoice date in between the from and to dates.
    • Export Template: Select a template to export only specific fields. If you don’t select any template, all fields will be exported.
    • Decimal Format: Choose the decimal format.
    • Export File Format: You can export your data from Zoho ERP in CSV, XLS or XLSX format.
    • Check the Include Sensitive Personally Identifiable Information (PII) while exporting option to include sensitive data present in your records.
    • File Protection Password: Enter a password to secure your export file.
  • Click Export.

The records you’ve selected will be exported.

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