Configuring Workflows in Zoho Connect

Configuring Workflows in Zoho Connect

Feature Availability

Overview

Workflows allow you to create a set of rules for Zoho Connect modules based on which defined actions would be performed. These rules automate the process of assigning tasks, creating events, and adding users to a Group or Board whenever a rule is triggered.
 
A workflow rule consists of the following elements:
  1. Basic Details - Workflow rule name and the module (groups/events/feeds/user profile/polls/announcement).
  2. Rule Trigger - Scope of the workflow rule (in a group/in the network) and when the rule should be triggered (data is added, updated, or deleted).
  3. Conditions - You can create one or more conditions based on which the action should be executed.
  4. Actions - The action that has to be performed when the specified conditions are met.  You can add multiple actions to suit your needs.

Who can configure workflow rules? 

By default, only network admins can create workflow rules. However, if allowed by the admin using custom roles, all users or selected users with required permissions can also create workflow rules. 

How do I configure a new workflow rule?

There are four sets of steps to create a workflow rule. 
 
PART 1 - Create rule and enter the basic details
1. Click the gear icon  in the right menu.  
2. Select Settings from the dropdown.
           
3. In the Settings page, select Workflows under Automation.
           
4. Click + Add new workflow rule in the workflows page.
           
5. Perform the following in the Create New Rule pop-out,
    1. Enter a name for the configuration.
    2. Select the module for which you want to create a workflow from the drop-down list.  
6. Click Next
                      

PART 2 - Specify the rule trigger
1. Specify where the rule should be triggered:
    1. In the Network - The rule applies to the entire network.
    2. In a Group/Board - The rule applies to only the selected Group/Board.
2. Select which instances should trigger the rule:
    1. Add - The rule will be triggered when the data is added.
    2. Update - The rule will be triggered when the existing data is updated.
    3. Delete - The rule will be triggered when the data is deleted.
            
PART 3 - Set the filter conditions
 
The filter conditions section allows you to set one or more conditions based on which the action will be executed. The available options are:
  1. No conditions - The action will be performed without any filters.
  2. Apply condition-based filters -  The action will be performed only when the specified conditions are met.
On selecting Apply condition-based filters:
  1. Select the field name and condition from the dropdown list.
  2. Enter the required value.
  3. To add multiple conditions, click the  next to the value input box.  The next condition can be AND or OR depending on whether you wish to include one or both of the conditions.
  4. To add nested conditions, click +Add nested condition.
           
 
PART 4 - Select actions
1. Click Add Action.
           
2. Select the required action type from the dropdown. You can use a custom function option to perform specific actions like adding new task or event, or creating an event in Google calendar for Zoho Connect events.  
           
3. In the pop-out, enter the required details and click Add.
4. Once you've added all the actions, click Create at the bottom of the page.  

How do I edit or delete a workflow rule? 

  1. Click the gear icon   right menu. 
  2. Select Settings from the dropdown.
           
3. In the Settings page, select Workflows under Automation.
           
4. From the list of configured rules, navigate to the required rule and click the pencil icon [] to the right of the rule name to edit it.
5. To delete the workflow rule, click the trash icon [] in the right-end of the rule name. 
           
 Deleting the workflow rule will not change any of its previous results. 

If you have any questions related to Workflows, please write to us at support@zohoconnect.com. We're happy to help!


    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION





                          Quick LinksWorkflow AutomationData Collection
                          Web FormsEnterpriseBegin Data Collection
                          Interactive FormsWorkplaceData Collection App
                          CRM FormsCustomer ServiceAccessible Forms
                          Digital FormsMarketingForms for Small Business
                          HTML FormsEducationForms for Enterprise
                          Contact FormsE-commerceForms for any business
                          Lead Generation FormsHealthcareForms for Startups
                          Wordpress FormsCustomer onboardingOrder Forms for Small Business
                          No Code FormsConstructionRSVP tool for holidays
                          Free FormsTravel
                          Prefill FormsNon-Profit

                          Intake FormsLegal
                          Mobile App
                          Form DesignerHR
                          Mobile Forms
                          Card FormsFoodOffline Forms
                          Assign FormsPhotography
                          Mobile Forms Features
                          Translate FormsReal EstateKiosk in Mobile Forms
                          Electronic Forms

                          Notification Emails for FormsAlternativesSecurity & Compliance
                          Holiday FormsGoogle Forms alternative GDPR
                          Form to PDFJotform alternativeHIPAA Forms
                          Email Forms
                          Encrypted Forms
                          Embeddable Forms
                          Secure Forms
                          Drag & drop form builder
                          WCAG



                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media


                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                  • Ask the Experts


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Integrating Zoho ShowTime with Zoho Connect

                                                                                                                Feature Availability What is ShowTime? Zoho ShowTime is a training tool that lets you deliver your presentations and gain feedback on a secure cloud platform. This tool also allows members who work from a different location to join your session. ...
                                                                                                              • Integrating Zoho Meeting and Zoho Connect

                                                                                                                Feature Availability What is Zoho Meeting? Zoho Meeting is an online conferencing solution that lets you conduct screen-sharing sessions, and make audio or video calls to your team members. Using this integration, you can start a session with any of ...
                                                                                                              • Configuring a section action to move tasks to another board in Zoho Connect

                                                                                                                Overview of Section Actions Automate recurring steps for the tasks within the section of your board by configuring section actions. Users can apply a set of actions, like assigning tasks to specific members, setting the due date or priority level to ...
                                                                                                              • Configuring a Scheduler

                                                                                                                Feature Availability Configuring a Scheduler A scheduler is triggered at the specified time to complete the defined action. The action to be performed is written as a custom function using Deluge scripts in the scheduler handler. The following ...
                                                                                                              • Integrating Asana with Zoho Connect

                                                                                                                Feature Availability Overview The Asana integration with Zoho Connect helps you to stay updated on your Asana tasks without having to switch between tabs. What is Asana? Asana is a web-based task management software that helps you manage, track, and ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources