CRM Help

Workflow Tasks

Workflow Tasks are among the actions associated to a workflow rule. A task is nothing but an activity that is assigned to a user. When you associate a workflow task to a workflow rule, it is automatically assigned to the chosen user when the rule is triggered for records meeting the criteria specified in the rule.

Availability

Profile Permission Required: Users with Manage Workflow profile permission can access this feature.

Create a Workflow Task

To create a workflow task

  1. Click Setup > Automation > Workflow > Tasks.
  2. In the Workflow Tasks page, click Create Task.
  3. In the New Task page, do the following:
    • Select the Module from the drop-down list.
    • Enter a Subject for the task.
      Insert merge fields to create dynamic task subjects.
    • Specify the Due Date to complete the task.
    • Select the Status of the task from the drop-down list.
    • Select the task Priority from the drop-down list.
    • Select the user from the Assigned To lookup list to assign the task.
    • Select the Notify Assignee check box to notify the task owner via email about the task.
    • Select the Remind Assignee check box to send reminder to the task owner.
      • Alert through Email - A reminder email will be sent to the task owner at the specified time.
      • Alert through Pop-up - A pop-up reminder will be initiated to the task owner at the specified time.
    • Enter the task Description.
  4. Click Save.
    A new workflow task is created, which can be associated to workflow rules.

Note

  • Workflow tasks cannot be created for records that does not support tasks in Zoho CRM, such as Solution, Forecasts etc.
  • Workflow tasks cannot be associated to a workflow rule if the Execution Criteria selected for a rule is 'Delete'.
  • If the Assigned To field is not specified, the system will automatically assign the Task to the record's owner.
  • If you select a workflow task while importing records (such as leads, accounts, contacts), Notify Assignee option (though selected for the particular workflow task) will not be applicable. See Also Import Data
  • If the owner of the task is inactive or unconfirmed, then the task will be automatically assigned to the owner of the record to which the task is added. In case the record's owner is also an inactive or unconfirmed user, then the task will be assigned to the Super Administrator.

Recognize Unsupported Merge Fields

Unsupported fields are those fields that no longer exist in Zoho CRM for various reasons. If you try to insert a merge field value of such unsupported fields in a Task Subject, a popup prompts you to Remove Unsupported Merge Fields before you can save the task.

The list of unsupported merge fields are displayed in the popup window. If Zoho CRM is unable to identify the exact merge field that is no longer supported, that field will simply be displayed as ${Unsupported_Field}.

Following are specific instances when merge fields get unsupported in Zoho CRM.

Custom field deleted

If the Task Subject continues to have the merge field value of a deleted field, it will be listed as an unsupported merge field.

Custom fields of a look-up module deleted

If the Task Subject has a merge field inserted from a [Module] lookup and then the field gets deleted, it will be listed as an unsupported merge field.

That is, assume you have a Lead-lookup in the Potentials module. The Subject field of a workflow task for the Potentials module includes a merge field value from the Leads module, populated via the look-up. Now if you delete that field from Leads, then it will be listed as an unsupported merge field.

Field not related to the selected module

If you have used a merge field that is not related to the module for which you are creating the workflow task, then it will be listed as an unsupported merge field.

For example, if you insert the merge field value ${Leads.Lead Id} in the Task Subject for the Potentials module, it will be listed as an unsupported merge field.

Integrations/Features disabled

When a feature or integration has been disabled for your account, the fields that were created as part of the integration will also not be available for the account post the deactivation. If a merge field value of such a field has been inserted in the Task Subject, it will be listed as an unsupported merge field. This is applicable to the following features/integrations.

  • Google AdWords Integration - Google AdWords fields that are no longer available due to deactivation will not be supported in the workflow task.
  • Visitor Tracking (Zoho SalesIQ Integration): Visitor Tracking fields that are no longer available due to deactivation will not be supported in the workflow task.

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