Actions by Zoho Flow

Actions by Zoho Flow

You can use Actions by Zoho Flow to extend your workflows beyond the boundaries of your CRM. This allows you to automate actions in third-party or Zoho apps as part of your workflow rules. It's a useful alternative that saves the time and effort needed to craft custom integrations or to create and manage flows in integration platforms.
For now, Actions by Zoho Flow will offer access to a subset of the apps supported in Zoho Flow.

Availability

Users with the Manage Automation permission in their profile will be able to use Actions by Zoho Flow.

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

Here are a few scenarios where Actions by Zoho Flow can be helpful:
  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.
You can do the following under the Actions section:
  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

  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

  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:
  1. The name of the action
  2. The description of the action
  3. The action's field setup. This is where you can update the mapping of data from Zoho CRM to the external application.
  1. Click Save Changes.
Once created, you will not be able to change the connection of an action.

To delete 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 delete and click the ellipsis (...) icon.
  4. Select Delete.
  5. In the Delete Action popup that appears, click Yes, Delete.
You cannot delete an action that is associated with a workflow rule. You'll have to remove the action in the workflow rule before deleting an action.

Connections

Connections allow you to connect to third-party apps. They are used to authorize the actions that you'll be performing in those third-party apps.
You can create a connection in two ways:
  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

In the process of creating an action, you'll reach a point where you'll either have to select an existing connection or create a new one. To create a new connection:
  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

Actions by Zoho Flow has a usage-based pricing model. One credit will be charged for each successful action. Every month, you will be charged based on the credits that you've consumed in the previous month. 

Every month, you will not be charged for the first 100 credits that you consume. Once that limit is exceeded, you will be charged for additional credits. You can set a limit on the additional credits that can be consumed per month. 

The unit price of the additional credits is broken down into the following slabs:
Slab (in credits)
Price (per thousand credits)
1 - 20,000
$ 2.00
20,001 - 50,000
$ 1.40
50,001 - 100,000
$ 1.30
100,001 - 200,000
$ 1.20
200,001 - 500,000
$ 0.80
500,001 and above
$ 0.50

For example, if you've used 55,100 credits, the total cost will be $88.50 and the breakdown will be:
  1. First 100 credits will be free = $0
  2. Next 20,000 credits at $2 per thousand credits = $40
  3. Next 30,000 credits at $1.40 per thousand credits = $42
  4. Final 5,000 credits at $1.30 per thousand credits = $6.50
Once the additional credit limit is reached, actions will not be executed in the present month. If you want actions to be executed, you'll need to increase the additional credit limit.
Note
  1. For setting the credit limit above 500,000, you'll need to contact support@zohocrm.com.
  2. For users on an annual plan:
    1. The monthly limit still applies. So, after you exceed the limit, you will not be able to execute actions for the rest of the month.
    2. The payment is not monthly. It is consolidated and you will be charged at the end of the year.

To change the additional credit limit

  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.
You will also be able to view and change the monthly credit limit in the Manage Subscription page. To do that, you can:
  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.


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