Imagine you're using Zoho CRM to manage your business tasks and processes. The "Repeat" checkbox in workflows can be really handy for you. Here's how it works:
You'll see a checkbox labeled "repeat this workflow whenever edited." When you check this box, your workflow will repeat its actions under certain conditions. Think of it like a helper that keeps doing a task whenever something specific happens. Here's when it will happen:
- From False to True: This means that if your set conditions change from NOT being met to being met (TRUE), the workflow will run again. It's like saying, "Hey, now that the right conditions are here, let's do this!"
- From True to True: If the set conditions are already met and they are being met again, the workflow will run. It's like saying, "We are doing what's needed to be done, let's do it once more."
- From True to False: If your conditions change from being met to NOT being met, the workflow won't run again. It's like saying, "Oops, looks like things aren't in the right state anymore, let's take a break."
- From False to False: If your conditions are NOT met and they continue to be NOT met, the workflow won't run either. It's like saying, "No need to do anything when things aren't ready."
Now, imagine you uncheck the "Repeat" checkbox. In this case, the workflow will perform its actions in a slightly different way:
- From False to True: If your conditions change from NOT being met to being met for the first time, the workflow will run. It's like saying, "Okay, we've got the green light for the first time, let's get this going!"
- From True to True: Here, the workflow won't run again, even if your conditions remain met. It's like saying, "We did what we needed to do once, no need to repeat it now."
- From True to False: If your conditions change from being met to NOT being met, the workflow won't run anymore. It's like saying, "Oh well, conditions aren't right anymore, let's pause."
- From False to False: If your conditions aren't met and they keep staying that way, the workflow won't run. It's just a way of saying, "Nothing's ready, so no action needed."
While configuring the rule you must:
Select the module and layout to which the new record will be added.
Select the owner of the record. You can either select the logged in user (the person who creates the workflow rule) or any other CRM user.
Similarly, you can select a reference user . That is, any user lookup field that you have added in the layout. For instance, if the Contacts module has a user lookup for Accounts and Vendors , then you can select a user from these lookup modules as the record owner. You can even select a user from the custom user field (only single user field can be used) as a record owner, but it should be a single user field.
Enter the values for fields like record name, amount etc. The values that you enter here will be pre-populated for the record that is created. By default, the mandatory fields (both standard and custom fields) from the layout will be displayed here, you can also add the additional fields present in the layout and enter a value. You can either enter the values or use merge fields. For example, the email field values can be entered using the merge fields.
To set up record creation
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Make the most of Zoho CRM with these useful tips.