Create a flow from scratch

Create a flow from scratch

Create and customize a flow from scratch to solve your automation needs.

  1. In the My Flows section, click Create Flow in the top right corner, or the + button on the left.
  2. Enter the flow name and a description (optional). Click Create to be directed to your builder screen.

Once you land on the builder screen, follow these steps to configure your flow:

Configure trigger

Add action

Save

Test and debug

Switch on

Configure trigger

When you land on the builder, you will be asked to select the trigger type:

App trigger

Schedule trigger

Webhook trigger

App trigger - Triggers when there is a data update in an app. For example, when a new lead is added in Zoho CRM. To configure the app based trigger:

  1. Click Configure in the App trigger box.
    choose app trigger
  2. Pick an app to trigger your flow and click Next.
  3. Choose the event in the app to trigger your flow and click Next.
  4. If you have not created any connections already, click Connect.
    click connect
    If there are existing connections, you can choose to create a new one by clicking New connection. Once you create a connection, it can be used for various flows in your organization. Note that different apps have different authentication methods.
    new connection
    If you would like to choose an existing connection, pick from the dropdown.
    existing connection
  5. After configuring or selecting a connection, the variable name will be autofilled. You can edit the name if needed. When renaming the variable, note that:
    • All names must start with a letter. Variable names can contain alphanumeric characters and underscores.
    • Other characters, such as spaces, are not accepted. Names must be unique to avoid naming clashes.
    • If you use the same variable name for multiple actions, the result of the action executed last will be stored in the variable. E.g: new_deal, createTask
  6. Enter data in the fields that appear.
    trigger data
  7. Click Done.

Note: There are two types of trigger that various apps support. These are polling and realtime (webhook). The polling trigger checks for data updates at regular intervals and triggers the flow. The realtime trigger initiates the flow when the trigger app pushes update data to Zoho Flow.

Schedule trigger - Triggers a one-time or recurring flow, to a predefined schedule. To configure a schedule-based trigger:

  1. Click Configure in the Schedule trigger box.
    choose schedule trigger
  2. Choose the frequency of your flow execution. You can schedule your flow to be triggered daily, weekly, monthly, yearly, or even just once.
  3. Fill in the required details like month, year, date, and time.
    schedule trigger data
  4. Click Done.

Note: Once configured, you can change the triggers but can't delete them unless you delete the flow. You can reconfigure a trigger by clicking the edit icon. Click the trigger type to change it.
edit trigger

Webhook trigger - The Webhook trigger lets you push data from third-party applications (that support configurable webhooks) to Flow. Using the custom URL that Flow provides, set up an integration that starts when there is a data update in the third-party application. For example, you can configure this trigger to receive data from a programming language.  Learn more 

Add Action

An action is a task that the workflow executes based on the trigger. Once you have configured the trigger, you need to add actions. You will find these actions (app and logic-based) to the left of your builder under the App and Logic sections.

App-based actions - These are tasks that the workflow executes in an app, such as sending an email or adding a record. To configure app-based actions:

  1. Click each app on the left of the builder to view the actions available. Drag the required action to the builder, and an indication to drop will appear.
    drag and drop action
  2. In the configuration window that opens, click Connect if you have no existing connections.
    connect
    If there are existing connections, you can choose to create a new one by clicking New connection. Once you create a connection, it can be used for various flows in your organization. Note that different apps have different authentication methods.
    new connection
    If you would like to choose an existing connection, pick from the dropdown.
    choose connection
  3. Enter data in the fields that appear. You can map data from the previous steps to move information from one app to another in the flow. Learn how to map data
  4. Click Done.
  5. The action can be edited or deleted using the icons in the right of the action.
    edit and delete action
  6. You can add links between the trigger and actions to modify the sequence of events. Click the small dot on the trigger or action and drag to the other action.
  7. To remove a link, hover over it until a scissors icon appears and click on it.
    remove link

You can add as many actions as you need.

Logic-based actions - If you wish to automate detailed tasks, you can add logic elements to perform different actions for different filter rules, delay part of the workflow, or introduce your own function. Learn more

Note:

  • If you edit a trigger or action, modify the mapped data in the next steps accordingly. Otherwise, the flow will fail.
  • If you add fields in an app while configuring your flow, they may not be reflected as variables in the next step. To solve this, click edit on the Zoho Flow builder for the app you modified, and click Done.

Save

After creating your flow, click Save at the top of the screen. Until you switch on at least once, your flow will be saved as a draft.

You won't be able to save your flow if your flow has no actions, or if an action or trigger is not configured completely.

save

Test and debug

Testing and debugging your flow ensures that it is error-free. This is an optional step to check if the flow is working correctly.

Click the Test & Debug icon. Learn how to test and debug

test and debug

Switch on

To switch on your flow and let it work with actual data, click the slider at the top.

switch on

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