Workflows - Real Estate Use Case | Online Help - Bigin by Zoho CRM

Workflows: Automate repetitive actions

Automate your business processes and reduce the risk of human error with Bigin's workflows that execute repetitive actions based on specific conditions. You can automatically assign tasks, send emails, update fields, and add tags to records when they meet a specific criteria.

 

We can create the following workflows for your real estate company to save time and effort,

  1. Workflow to assign tasks to real estate agents when a prospect in the sales pipeline is in 'Enquiry' or 'Gather requirements' stage for more than 3 days.

  2. Workflow to send lease renewal reminders to tenants 30 days before their lease expires.

  3. Workflow to create a record automatically in the Testimonials pipeline when the record reaches the Closing stage in the Sales pipeline.

  4. Workflow to send an email to customers requesting their feedback when a record is created in the Testimonials pipeline.

Before we go further let us take a quick look at the components of the workflow to help you configure them for your account:

  1. Trigger – This specifies when the workflow must run. It can be based on a specific time/date or based on record actions like when a record is created/edited.
  2. Condition – This specifies the records to which your workflow would apply. It can be all the records in a module/pipeline or specific records based on some criteria your provide.
  3. Action – This specifies what happens to the records when the workflow is executed. For example, actions like updating a field, sending an email or adding tags. It can be instant or scheduled to happen later.

Assign tasks to real estate agent when a prospect in the sales pipeline is in 'Enquiry' or 'Gather requirements' stage for more than three days

  1. Go to Settings and then Workflows.

  2. Click +New Workflow.

  3. In the Create New Rule pop-up:

    1. Select the Pipelines module and select the Sales Pipeline from the dropdown.

    2. Enter the Rule Name as Follow-up Task.

  4. Click Next.

  5. Configure the rule with the help of the following table.

Trigger

On a record action

Trigger this workflow when a record is Created or Edited

Condition

When Stage is Enquiry (or)
When Stage is Gather Requirements (And)

When Last Activity Time, Age in Days >= 3

Action

Create Task
Task Name: Follow-up with prospect

Owner: Opportunity owner
Due Date: Workflow Trigger date + 1 day

Notify owner: Yes
Mark as priority: Yes

  1. Click Save.

Send lease renewal reminders to tenants 30 days before their lease expires

Pre-requisite: Create a custom field 'Rental Lease Expires On' in the Rental Pipeline.
  1. Go to Settings and then Workflows.

  2. Click +New Workflow.

  3. In the Create New Rule pop-up:

    1. Select the Pipelines module and select the Rental Pipeline from the dropdown.

    2. Enter the Rule Name as Lease Expiry Reminder.

  4. Click Next.

  5. Configure the rule with the help of the following table.

Trigger

On a date/time

Choose a date field on which this workflow should be triggered – Rental Lease Expires on

Date of execution: 30 days before Rental Lease expires on

Repeat: Never

Condition

All Rental Listings

Action

Send Email
Name: Lease Expiry Notification 

Email Recipient: Contacts > Email
Email Template: Create a template > Enter the subject and content > Click Save.

From: Record Owner's Email
Reply-to: Record Owner's Email

  1. Click Save. 

Create a record automatically in the Testimonials pipeline when the record reaches the Closing stage in the Sales pipeline

  1. Go to Settings and then Workflows.

  2. Click +New Workflow.

  3. In the Create New Rule pop-up:

    1. Select the Pipelines module and select the Sales Pipeline from the dropdown.

    2. Enter the Rule Name as Create a testimonial record.

  4. Click Next.

  5. Configure the rule with the help of the following table.

Trigger

On a record action

Trigger this workflow when a record is Created or Edited

Condition

When the Stage is Closing

Action

Create Connected Record.
The connected records will be created under the Team Pipeline you choose: Customer Testimonials

Stage: Contacted

Closing Date: As per your preference

  1. Click Save.

 Send an email to customers requesting their feedback when a record is created in the Testimonials pipeline

  1. Go to Settings and then Workflows.

  2. Click +New Workflow.

  3. In the Create New Rule pop-up:

    1. Select the Pipelines module and select the Customer Testimonials Pipeline from the dropdown.

    2. Enter the Rule Name as Send Customer Testimonial Form.

  4. Click Next.

  5. Configure the rule with the help of the following table.

Trigger

On a record action

Trigger this workflow when a record is Created

Condition

All Testimonials

Action

Send Email
Name: Customer Testimonial Form

Email Recipient: Contacts > Email
Email Template: Customer Testimonial Form

From: Record Owner's Email
Reply-to: Record Owner's Email