Workflow Scenarios | Online Help - Zoho CRM

Workflow Scenarios

Workflow rules help automate several sales processes in your business. Following are a couple of scenarios that demonstrate the use of workflow rules in Zoho CRM.

Create a workflow rule to automate task assignment

Let's say you want a task to be automatically assigned to a potential owner every time he/she closes a winning deal. Also week after the task has been assigned, you want a followup email to be sent to the sales rep regarding the task. See how this process can be easily automated using Zoho CRM's workflow automation.

  1. Basic details: Select the module, in this case, Potentials. Enter the name and description for the rule.
  2. Specify Rule Trigger: Select On a record action. It's ideal to specify Create or Edit as the rule trigger, as you want to the rule to be executed whenever a new potential is created with Closed Won as the Potential Stage or an existing potential's stage is updated to Closed Won.
  3. Set Rule Criteria: The criteria should be "Potential Stage is Closed Won". Make sure you do NOT select the Execute workflow whenever this condition is met. If this checkbox is not selected, it means that the workflow will be executed only when the condition is met for the first time, which works in this case.
  4. Action: This scenario calls for an instant action as well as a scheduled action.
    • Instant Action: Assoicate an Instant Action by creating/associating the desired task to the workflow rule.
    • Scheduled Action: Associate a scheduled action to be executed 5 days after the rule has been triggered.

This way, a task will be automatically assigned to the potential owner whenever a potential is Closed Won and a followup email will be sent 5 days after the task has been automatically assigned to him/her.

Create a workflow rule to send an automated email reminder to customers

Let's say you want an automated email reminder to be sent to your customers requesting them to renew their subscription two days before the due date. Let's see how you can easily do this in Zoho CRM.

  1. Basic Details: Select the module, in this case, Contacts. Specify the name and description for the rule.
  2. Specify Rule Trigger: Select On a date/date time. Select the date field based on which the rule should be triggered, in this case, the Subscription Date. Specify the Execution date (in this case, 2 days before due date), time and cycle, as required.
  3. Set Rule Criteria: If you think the rule should apply to only a specific set of records, mention the rule criteria accordingly. Otherwise, select All records. In that case, the rule will be applicable for all records in the Contacts module.
  4. Action: This scenario calls for just an instant action. Workflow rules triggered based on a date/date time field cannot logically have a scheduled action. Associate the reminder alert as the instant action for this rule.

This way an automated email reminder will be sent to all contacts 2 days before the Subscription date.

SEE ALSO


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION





                        Still can't find what you're looking for?

                        Write to us: support@zohoforms.com

                                                                       
                            



                            






                                  You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                      Manage your brands on social media

                                        Zoho Desk Resources

                                        • Desk Community Learning Series


                                        • Digest


                                        • Functions


                                        • Meetups


                                        • Kbase


                                        • Resources


                                        • Glossary


                                        • Desk Marketplace


                                        • MVP Corner


                                        • Word of the Day


                                          Zoho Marketing Automation

                                            Zoho Sheet Resources

                                             

                                                Zoho Forms Resources


                                                  Secure your business
                                                  communication with Zoho Mail


                                                  Mail on the move with
                                                  Zoho Mail mobile application

                                                    Stay on top of your schedule
                                                    at all times


                                                    Carry your calendar with you
                                                    Anytime, anywhere




                                                          Zoho Sign Resources

                                                            Sign, Paperless!

                                                            Sign and send business documents on the go!

                                                            Get Started Now




                                                                    Zoho TeamInbox Resources



                                                                            Zoho DataPrep Resources



                                                                              Zoho DataPrep Demo

                                                                              Get a personalized demo or POC

                                                                              REGISTER NOW


                                                                                Design. Discuss. Deliver.

                                                                                Create visually engaging stories with Zoho Show.

                                                                                Get Started Now







                                                                                              You are currently viewing the help articles of Sprints 1.0. If you are a user of 2.0, please refer here.

                                                                                              You are currently viewing the help articles of Sprints 2.0. If you are a user of 1.0, please refer here.



                                                                                                    • Related Articles

                                                                                                    • Configuring Workflow Rules

                                                                                                      Workflow Rules in Zoho CRM, are a set of actions (email notifications, tasks and field updates) that are executed when certain specified conditions are met. These rules automate the process of sending email notifications, assigning tasks and updating ...
                                                                                                    • Workflow for Emails

                                                                                                      Configuring workflow rules makes it easier to manage daily activities as a lot of work gets automated. For example, every time a contact enters CRM a task is automatically assigned to the sales rep to call them and gather details, two days after the ...
                                                                                                    • Workflow Report

                                                                                                      Workflow rules play a crucial role in simplifying your business processes by automating various tasks. By defining specific conditions, you can determine whether a rule should be applied or not to the records in your system. This automation helps in ...
                                                                                                    • FAQs: Workflow for Emails

                                                                                                      What's workflow rules for emails and why do I need it? In Zoho CRM, workflow rules for emails allow you to automate and streamline your communication processes. Workflow rules are a set of instructions that you can define to trigger automatic actions ...
                                                                                                    • Workflow Suggestions by Zia

                                                                                                      Many regular activities like sending emails to customers or stakeholders, allocating tasks to team members, or updating details often take up more time than you expect. It can be helpful to automate these activities and use the time saved on other ...
                                                                                                      Wherever you are is as good as
                                                                                                      your workplace

                                                                                                        Resources

                                                                                                        Videos

                                                                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                        eBooks

                                                                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                        Webinars

                                                                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                        CRM Tips

                                                                                                        Make the most of Zoho CRM with these useful tips.



                                                                                                          Zoho Show Resources