If you're using Zoho CRM and want to keep your data clean while making the user experience smoother, there's a feature you might not be taking full advantage of: Dependency Fields.
This feature is perfect for situations where you have two related picklist fields and want to control which values appear in the second field based on what was selected in the first.
Here’s how dependency mapping works and how we recently used it to streamline a client’s CRM setup.
Watch How to Use Dependency Fields in Zoho CRM
What Are Dependency Fields in Zoho CRM?
Dependency Fields allow you to link two picklist fields so that the values available in the second field (the “Child”) are filtered based on the selection in the first field (the “Parent”).
Real-world example:
One of our clients wanted to track States and Counties on a Lead record, but didn’t want users to have to determine which Counties were in which States on their own.
One of our clients wanted to track States and Counties on a Lead record, but didn’t want users to have to determine which Counties were in which States on their own.
- The first picklist contained U.S. States
- The second picklist listed all the Counties
- But instead of showing every County all the time, they wanted the County picklist to only show the relevant Counties based on the State selected.
That’s where Dependency Fields come in.
How to Set Up Dependency Fields in Zoho CRM
Setting this up is quick, and it all happens inside the Module Builder.
- Go to the module (e.g., Leads, Contacts) where you want the dependency
- Create both picklist fields: one for the Parent (like State) and one for the Child (like County)
- Click the gear icon at the top of the field editor and select “Map Dependency Fields”
- Click “New”, then choose your Parent and Child fields
- In the mapping view:
- Each Parent value (example: California, Texas, Florida) will appear as a column
- Under each column, you’ll see all possible Child values
- Select which Child options should be available for each Parent option
- Click Save
Now, for example, when a user selects “Texas” in the State field, the County field will only show the relevant Texas counties.
Why This Feature Matters
This may seem like a small detail, but it goes a long way in:
- Reducing user errors
- Speeding up data entry
- Making your CRM more intuitive
- Improving data consistency for better reporting and automation
Whether you're managing lead sources, product categories, service types, or location-based records, dependency fields in Zoho CRM help create a cleaner and smarter experience for your team.
Bottom Line
If you're already using picklists in Zoho CRM, adding dependency mapping is an easy way to improve how users interact with your data. It helps avoid irrelevant options, cuts down on confusion, and gives you better control over what gets entered into your system.
At TechnoMap, we help businesses optimize their CRM setups for real-world workflows.
Want help customizing your Zoho CRM with smarter data structures? Reach out. We would love to help.
