When should I use Actions by Zoho Flow?

1. If the actions you require are provided by a native integration, use that option.
   For example, you can automate some actions in your Twitter or Facebook accounts as part of social workflows.
2. Alternatively, check if the actions are available as part of Actions by Zoho Flow, and use that, if so.
   

Scenarios

1. When a lead is created, it is added to a lead nurturing series in Active Campaign.
   
2. Once a lead has been qualified, an appointment is created in Acuity to initiate more extensive discussions.
   
3. When a deal is created, a new card is added to the right board in Trello to help your team collaborate and manage their tasks.
   
4. When the deal moves to the negotiation stage, a new channel is created in Microsoft Teams to help kick-start real-time collaboration amongst sales reps, legal team members, senior executives, and others.  Once a deal is closed, a message is added in the Delivery channel.
   
5. When a sales order has been created, a new project is created in Asana with the relevant details from Zoho CRM for fulfilling the order and managing our work.
   
6. Once a delivery is done, a message is added in the Installation channel in Microsoft Teams to notify the installation team.
   

To access the Actions by Zoho Flow tab

1. Navigate to Setup ( ) > Automation > Actions.
   
2. Click the Actions by Zoho Flow tab.
   
   There are three sections: Actions, Connections, and Credits.
   

   

1. Use this to toggle between the Actions, Connections, and Credits sections.
   
2. Search : Use this to search your actions by name.
   
3. New Action : Use this button to create a new action.
   
4. Actions table : Use this to access the following details:
   
1. The name of the action (with a tag called 'Associated' if the action is used in one or more workflow rules)
   
2. The app where the action is executed
   
3. The connection that is being used to connect to that app
   
4. The date when the action was last modified and the user who performed the modification
   
5. The module that the action is associated to

You can access the following options and details in the Connections section:

1. Use this to toggle between the Actions, Connections, and Credits sections.
   
2. You can filter your connections by their status (Connected/ Not Connected).
   
3. Search : Use this to search your connections by name.
   
4. New Connection : Use this to create a new connection.
   
5. Connections table: Use this to access the following details:
   
1. The name of a connection (with a tag called 'Associated' if the connection is used in one or more actions)
   
2. The application that is being connected
   
3. The date when the connection was created and the user who created the connection
   

In the Credits tab, you can access the following:

1. Credit details table: Use this to access details related to your credits, such as:
1. Monthly free credit limit
2. Additional credit limit
3. Overall credit limit (free + additional)
4. Unused credits for the present month 
5. Used credits for the present month
2. Change: Use this to modify the additional credit limit.
   

Actions

You can create an action by Zoho Flow in two ways:

1. You can create it in your workflow rules.
   
2. You can create it in the Actions by Zoho Flow tab (under the Actions section).
   

To create a new Zoho Flow action in your workflow rules

When creating or editing a workflow rule:

1. Click Instant actions or Scheduled actions.
   If other actions are already present, click +Action.
   
2. Select Actions by Zoho Flow.
   
3. Click New Action.
   
   
4. Select the third-party app or Zoho app, then click Next.
   
   
   
5. Select the action that you want to execute in the application and click Next.
   

   

   
   
6. Choose an existing connection or create a new one. Once you create a connection, you can use it for other actions involving that app and the module that the workflow rule is mapped to.
   

   
   
7. Enter the Action Name and Description.
   

   

   
   
8. Click Create.
   
9. Enter the data in the fields that appear. You can use the variables provided by the workflow's trigger. This will change depending on the record for which the workflow was triggered. Some system-level variables are also available. To learn more about this, see: Data mapping.
   

   
10. Click Done.
    

In the Actions by Zoho Flow popup that appears, select the newly created action and click Associate. This will associate your action to the workflow rule.

To create a new Zoho Flow action from the Actions by Zoho Flow tab

1. Navigate to Setup ( ) > Automation > Actions.
   
2. Click the Actions by Zoho Flow tab.
   
3. Click New Action.
   
4. Select the third-party app or Zoho app where you want to perform the action.
   

   
   
5. Click Next.
   
6. Select the action that you want to execute in the application and click Next.
   

   
7. Choose an existing connection or create a new one. Once you create a connection, you can use it for other actions involving that app.
   
   
   
8. Enter the Action Name and Description.
   
9. Select the module whose records can be associated with this action. You will only be able to associate this action with workflow rules that are created for that module.
   

   

   
   
10. Click Create.
    
11. Enter the data in the fields that appear. You can use the variables provided by the workflow's trigger. This will change depending on the record for which the workflow was triggered. To learn more about this, see: Data mapping.

    
    
12. Click Done.
    

To associate an action with a workflow rule

When creating or editing a workflow rule:

1. Click Instant actions or Scheduled actions.
   If other actions are already present, click +Action.
   
2. Select Actions by Zoho Flow.
   
3. In the popup that appears, select an action and click Associate.
   
   
   

You can only associate one Action by Zoho Flow per condition in your workflow rule.

To update an action

1. Navigate to Setup ( ) > Automation > Actions.
   
2. Click the Actions by Zoho Flow tab.
   
3. Hover over the action that you want to update and click the ellipsis (...) icon.
   
4. Select Edit.
   
5. You can update the following details:
   

   

To delete an action

1. You can create it when you're creating an action.
   
2. You can create it in the Actions by Zoho Flow tab (under the Connections section).
   

To create a connection when creating an action

1. Click New Connection.
   
   
   
   
2. Enter the Connection Name and select the Actions that you want the connection to allow.
   
3. Click Authorize.
   
4. You'll be taken to the application where you'll have to authorize the connection. This will differ from app to app.
   
5. Once you've authorized the connection, it will be created and available for your use.
   

To create a connection in the Actions by Zoho Flow tab

1. Navigate to Setup ( ) > Automation > Actions.
   
2. Click the Actions by Zoho Flow tab.
   
3. Click Connections.
   

   
4. Click New Connection.
   
5. Select the third-party app or Zoho app that you want to connect to and click Next.
   
6. Enter the Connection Name and select the Actions that you want the connection to allow.
   

   
7. Click Save.
   
8. You'll be taken to the application where you'll have to authorize the connection. This will differ from app to app.
   
9. Once you've authorized the connection, it will be created and available for your use.
   

Connections cannot be edited after their creation. You'll have to create a new connection.

To delete a connection

1. Navigate to Setup ( ) > Automation > Actions.
   
2. Click the Actions by Zoho Flow tab.
   
3. Click Connections.
   
4. Hover over the connection that you want to delete and click the ellipsis (...) icon.
   
5. Select Delete.
   
6. In the Delete Connection popup that appears, click Yes, Delete.
   

You cannot delete a connection that is associated with an action. You'll have to delete the associated actions before deleting a connection.

When creating a connection, incorrect entry of details like API keys or user credentials will not be validated. The connection will be authorized but you'll be unable to:

1. View data from the application during data mapping
2. Execute the action as part of your workflow rule
   

In such cases, it is recommended that you delete the connection and create a new one with the valid credentials/keys.

Pricing

1. Navigate to Setup > Automation > Actions. 
2. Click the Actions by Zoho Flow tab. 
3. Click Credits.
4. Click Change.
   

   

   
   
5. Enter the Additional Credit Limit. You can also view the Expected amount to be paid at the end of the month.

   
6. Click Add.

1. Click the profile icon in the top-right corner.
   
   
2. Click Manage Subscription.
   
   
3. In the Store page that opens, under Usage Based Add-ons, you'll be able to:
1. See the present credit limit for Actions by Zoho Flow.
2. See the amount till date.
3. Click View in the Usage column to see amount broken down by date.
   Hovering over the amount will show how it was calculated.
   
   
   If you click View Tariff, you can view the pricing model.
   
   
4. In the Store page, click Set Limit to modify the additional credit limit.
   

   
5. Enter the new limit for Actions by Zoho Flow and click Set Limit.
   

   

   
   
6. The new limit will be updated in both the Store and in the CRM.