New output types for string fields based on character length in Zoho CRM

In Zoho CRM, formula fields with a string return type are used in various scenarios involving text, such as concatenating a customer’s first and last names, removing characters from text, performing find-and-replace operations in a description field, or converting between uppercase and lowercase letters.

This improves the CRM’s usability and makes it easier to select the desired data, for example in form views, advanced filters, or as part of search criteria. However, when working with large amounts of data, the use of string-type formula fields has resulted in values of varying lengths, compromising performance and workflow.

How was the issue resolved?
To reduce these slowdowns and offer greater flexibility, the string type has been divided into three categories: small, medium, and large.

As with multi-line fields, the string data type is now divided into:

• Thong - Small
• String - Medium
• Thong - Large

Everyone has their own limits.

Note: If the result of the string-based formula exceeds the maximum allowed length, the value will be truncated at the end.

How does it work?
This categorization of return types may alter existing formulas and affect the accuracy of results. For this reason, control has been delegated to administrators. An information bar appears on the form customization page, allowing you to map existing formula fields to the new types.

• Existing formula fields of the string type are automatically identified and mapped to the most appropriate type based on the expressions used.
• Administrators can view, edit, or confirm these associations.
• You can see which layouts the fields are used in and analyze their formulas.

Implications:

• The mapping is irreversible: once the new type has been assigned, you cannot undo it.
• As is already the case, you cannot change the return type after the formula has been published.
• If a long-text field is set to “small” or “medium,” the values are truncated according to the limits.
• If a "large" field is used in a custom view, cloning the view will remove the formula from the criteria.
• This breakdown also applies to CRM sandboxes, where fields can be mapped and deployed.

Exceptions:

• Historical results for the formulas remain unchanged and are not truncated. Truncation applies only to new data processed after the release.
• Existing custom views are not affected, even if they use “string - large” fields, and continue to function as expected.
• This exception does not apply to saved filters, which are user-specific.
• You can edit and save existing criteria even if they use unsupported fields, but you cannot create new ones.

This feature has been enabled for organizations with the Professional edition across all data centers. For the Enterprise, Ultimate, Zoho One, and CRM Plus editions, the rollout will occur gradually, and updates will be provided once the deployment is complete.