Understand Workflows | Zoho Creator Help

Understand Workflows

Workflow comprises of a set of actions executed at specific instances to automate routines in an application. When you trigger the workflow, it executes the set of associated actions. Workflows let you automate and map different activities, data, and people involved in the business process.

Assume an Order management application, in which a customer chooses a product and makes online payment. The order details are then sent to the warehouse for quality assurance check. Finally, the customer receives a notification when the shipment is out for delivery. All these actions can be automated using Workflows.
It can be used to calculate the total order value, send order details to the warehouse, notify the shipment and delivery status to the customer, and update the available stock. A payment workflow can also be initiated to make online payments easily. The process can be streamlined easily. 
You can create workflows and add actions to automate routine tasks in your application. On triggering the workflow, it executes the set of associated actions. You can create and add actions to your workflow such as, 
  1. Setting the default value for the quantity field in an Order form
  2. Disabling student registration number in an exam application form
  3. Hiding experience field for a fresher in a New Joinee form
  4. Redirecting a user to the thank you webpage on record submission
  5. Sending event confirmation email to attendees
  6. Sending appointment reminder SMS to patients
  7. Adding product subscribers to CRM systems such as Zoho CRM, Salesforce CRM, etc.
  8. Assigning customer requests to available support reps
  9. Checking an employee's leave availability on a vacation request  

Perform actions in instances

You can trigger a workflow within your application in any of the below scenarios. They are:

  1. While using the form
    Create and execute actions in the workflow when a new record is created or when an existing record is modified or deleted. Learn more

  2. On a scheduled date
    Create and execute actions on a scheduled date and time without any user input. These timed actions can be executed periodically based on the date and time values present in your form or on fixed date and time. Learn more

  3. In approval process
    Create and execute actions in the approve/reject processes on record addition. Learn more

  4. During payment process
    Create and execute actions in the payment process. Learn more 

Actions in a workflow

Actions are the tasks that you can add and trigger in a workflow. You add and configure multiple actions in a workflow. The list of actions that you can execute in a workflow is given below.  

  • Send Email
    You can send email notifications to your application users while adding a new record or while editing or deleting an existing record in the form. Learn more
  • Send SMS
    You can send SMS notifications to your application users while adding a new record or while editing or deleting an existing record in the form. Learn more
  • Show success message
    This action allows you to display a custom confirmation message to users on form submission. Learn more
  • Redirect to a URL
    This action allows you to redirect the form to another web page, post form submission. Learn more
  • Hide fields
    This action allows you to hide a field in the form based on the value specified in another field. Learn more
  • Show fields
    You can show a field(if previously hidden) in the form based on the value specified in another field. Learn more
  • Disable fields
    You can disable a field in the form based on the value specified in another field. Learn more
  • Enable fields
    You can enable a field(if previously disabled) in the form based on the value specified in another field. Learn more
  • Set field value
    This action allows you to assign a default value to a form field. Learn more
  • Integrate with Zoho and third-party services
    You can perform actions like create, fetch, search and update records from/to other Zoho applications or third-party applications like Salesforce, Quickbooks, etc. Also, you can add and configure the third-party SMS service providers to send SMS notifications. Learn more
  • Define a custom action
    This action lets you define a custom process to automate your unique business processes using the drag and drop interface. Learn more

    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





                        Still can't find what you're looking for?

                        Write to us:  support@zohoforms.com

                                                                       
                            



                            





                              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

                                    Zoho Desk Resources

                                    • Desk Community Learning Series


                                    • Digest


                                    • Functions


                                    • Meetups


                                    • Kbase


                                    • Resources


                                    • Glossary


                                    • Desk Marketplace


                                    • MVP Corner


                                    • Word of the Day


                                      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

                                                                                                • Understand Form Workflows

                                                                                                  Form workflow refers to the workflow triggered when there is an activity on a form. The activities that you can perform on a form are listed below. Created - Create a new record in the form Created or Edited - Create a new record or edit an existing ...
                                                                                                • Understand form event in workflows

                                                                                                  To set a workflow to start rolling out, you need to specify on cue of which record event it needs to be triggered. Options are when a record is created, when a record is edited, when a record is created or edited, or when a record in deleted. Then ...
                                                                                                • Understand report workflows

                                                                                                  Report workflows are associated with action items in Zoho Creator reports. Action item could be defined as an alternative to the existing system actions, which include edit, delete, duplicate, and view record. Zoho Creator enables you to interact ...
                                                                                                • Understand Payment Workflows

                                                                                                  Payment workflow lets you collect online payments from your users through the forms in your Zoho Creator application. You (application admin) can create the payment workflow by specifying the criteria based on which the payment should be collected. ...
                                                                                                • Understand notification in form workflows

                                                                                                  Notifications are pretty useful in keeping your users well-informed and engaged. In Creator, notifications are, by default, triggered in the event of certain actions(like record comments, blueprint actions etc.). Additionally, you can also configure ...
                                                                                                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