CRM Help

Workflow Scenarios

Following are some of the examples of workflow rules.

Workflow Rules with Instant Actions

Scenario - Assign leads to selected users when it is a high value deal.

Record Type - Leads

Rule Trigger Create or Edit
Rule Criteria Amount is 10,00,000
Instant Actions A Task and Field Update
Create a field update that updates the Lead Owner field value to a particular user. Also, create a task for the new record owner.

Scenario - Notify management when a big deal is lost.

Record Type - Potentials

Rule Trigger Edit
Rule Criteria Stage is Closed Lost
Instant Actions An Alert
Create an email template for potentials that includes the potential details and the reason for losing the deal.

Scenario - Send birthday or anniversary emails to contacts.

Record Type -
Contacts

Rule Trigger A Date field value - Choose the date field (Date of Birth or Anniversary) from the drop-down list.
Other Supporting Details Specify the Date of Execution, and Time of Execution. Select Execution Cycle as Every Year.
Instant Actions An Alert
Create an email template for Contacts, wishing the customer on their birthday/anniversary.

Scenario - Assign demo requests that are generated from web forms to Sales Reps. You can assign the demos to the reps based on the type of product or the number of licenses needed.

Record Type - Leads

Rule Trigger Create
Rule Criteria Region is EST
Instant Actions A Field Update
Create a field update that updates the Lead Owner field value to a particular user. Also, create a task for new lead owner.

Scenario - Set the Response Time when a case is created based on the type of customer.

Record Type - Cases

Rule Trigger Create
Rule Criteria Customer Type is Platinum
Instant Actions A Field Update
Create a field update that sets the Response Time to a particular value.

Scenario - Assign a task to contact and qualify the lead within a specified due date.

Record Type - Leads

Rule Trigger Create
Rule Criteria Lead Status is Not Contacted
Instant Actions A Task
Create a task that defines the due date by which the lead should be contacted and qualified. You can calculate the due date based on any date field in the module.

Scenario - Notify the record owner and management when a lead status changes to 'Qualify'.

Record Type - Leads

Rule Trigger Create or Edit
Rule Criteria Lead Status is Qualify
Instant Actions A Task and Alert
Create a task to convert the lead. Also, create an email template to notify the record owner and management about the lead status.

Workflow Rules with Time Based Actions

Scenario - Notify users if the potential's closing date is tomorrow and if it is a high value opportunity.

Record Type -
Potentials

Rule Trigger Create or Edit
Rule Criteria Amount >= 10,00,000
Instant Actions -
Time Based Actions Execution Time - 5 Day(s) Before Closing Date
An Alert and Task

Create an email alert to notify the management and the potential owner about the closing date. Also, create a task for the record owner to follow-up with the potential.

Scenario - Assign task to the invoice owner if the invoice payment due date is nearing

Record Type - Invoices

Rule Trigger Create
Rule Criteria -
Instant Actions -
Time Based Actions Execution Time - 3 Day(s) Before Due Date
An Alert and Task
Create an email that needs to be sent to the invoice record owner as a reminder to collect payments within the due date. Also, create a task to collect the payments.

Scenario - Send an email to users who are evaluating your product, asking them for their feedback.

Record Type  -
Leads

Rule Trigger Create or Edit
Rule Criteria Lead Status is Product Evaluation
Instant Actions An Alert
Create an email that provides information on your product and lists out the help resources.
Time Based Actions
  • Execution Time - 7 Day(s) After Evaluation Start Date
    An Alert and Task
    Create an email template to be sent to the customers, highlighting some important features in your product.

  • Execution Time - 14 Day(s) After Evaluation Start Date
    An Alert and Task
    Create an email template to be sent to the customers, asking them their feedback on your product and informing them of the evaluation period coming to an end. Also, you can assign a task for the record owner to personally call and see if the lead is interested to purchase.

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