CRM Help

Using Macros

Macros are a set of actions that can be executed for a group of records in a module. These sets of actions include sending emails, creating tasks, and updating a field in the records with a specified value. You may have a set of actions that you perform on a daily basis or frequently to some records. You can combine all these actions in a single macro and perform them again and again. Take for example, the following two scenarios and how using macros makes the job easier.

Scenario 1 - You are a field sales executive and some leads are assigned to you. Your job is to meet the leads and try to sell them your product. After contacting them, you perform the following set of actions:

  • Send a follow up email.
  • Update the Status field as '1st Follow-up Initiated'.
  • Create a task for the other sales members in your team to follow-up with the lead.

Scenario 2 -You organize a campaign, i.e. a user conference. You plan to perform the following set of actions for all the interested people who attend the conference.

  • Send a follow up Acknowledgement email.
  • Update the Status field as 'Contacted'.
  • Create a task to send brochures and schedule a demo with them.

In such a case, you can create one macro that includes all the above-mentioned actions. All you need to do is just select the records and run the macro. Instead of selecting records and performing three actions, you can finish the task in one step.

Availability

Profile Permission Required: Users with the Mass Email, Mass Update & Create Activities permissions.

Note

  • You need to have all the 3 profile permissions to access the Macros feature.
  • In each macro, you can configure 1 email, 3 tasks, and 3 field updates.
  • Macros cannot be automatically triggered or scheduled. You need to manually run the macros.
  • Macros are user specific, so you can access only the macros that you have created in your account.
  • The email is sent to the address provided in the Email field of the record.
  • In Zoho CRM, you can send 250 mass emails per day. Mass emailing includes emails sent using the following features:

Supported Modules

Macros are available in the following modules:

  • Leads
  • Contacts
  • Potentials

Create Macros

You can create macros for individual modules and manage them. The macros that you create can be accessible only by you.

To create a macro

  1. Click the [Module] tab for which you want to create a macro.
  2. In the Module's Home page, click Run Macro > Create Macro.
  3. In the Create Macros page, specify a Name and Description for the Macro.
  4. Click Choose a Template.
    • Select an Email Template from the drop-down list.
    • Click Add.
      The selected template will be used to send emails to the selected records.
  5. Click Configure Task.
    • Specify the task related details like Subject, Due Date, Status, Priority etc.
      Insert merge fields to create dynamic task subjects.
    • Click Configure.
  6. Click Configure Field.
    • Select the Field from the drop-down list.
    • Specify the field value in the text box.
    • Click Configure.
  7. Click Create.

Note

  • In each macro, you can configure 1 email, 3 tasks, and 3 field updates. The action once created, cannot be edited. In case of any change, you need to delete the action and create again.

Run a Macro

To run a macro

  1. Click the [Module] tab for which you want to create a macro.
  2. Select the List View from the drop-down list.
  3. Select the check boxes of the records for which you want to perform a set of actions defined in the macro.
  4. Click Run Macro.  
  5. From the list of macros that you have created, click on the macro that you want to run.
  6. In the pop-up screen, review the actions and click Run.

Note

  • You can also run the macros from the list view of a lead, contact or potential.

Delete Macros

You can delete only those macros that you created.

To delete a macro

  1. Click the [Module] tab in which you want to delete a macro.
  2. In the Module's Home page, click Run Macro > Manage Macro.
  3. From the list of macros, hover your mouse pointer to the macro you want to delete.
  4. Click the Delete icon.

Top