Converting Records Using Workflow Rule | Online Help - Zoho CRM

Converting Records Using Workflow Rules

Converting leads, quotes or sales orders can be automated using workflow rules. When a record meets the criteria defined in the workflow rule, all the associated actions are triggered for the record. Workflow rules created for leads, quotes and sales order have an additional action to convert the record that match the criteria. For instance, if you want to automate the process of converting leads whose status is changed to Qualified, you can create a workflow rule with an action to convert the record.

Note

The convert action can be added to a workflow rule, only if:
  1. The workflow rule is created for Leads, Quotes or Sales Orders.
  2. The Rule Trigger actions are Create, Edit, Create or Edit or Field Update.
  3. A criteria is specified in the workflow rule. Also, if 'Execute workflow only when the criteria is met for the first time' option is selected.

To add a convert action to a workflow rule

  1. Go to Setup Automation Workflow Rules
  2. In the Workflow Rules page, click Create Rule.
    You can also edit an existing rule and add the convert action if the above mentioned points are taken into consideration.
  3. Specify the Basic Information, i.e. Module name, Rule Name and Description and click Next.

    Convert action is available for Leads, Quotes and Sales Orders.
  4. For the section When, select On a Record Action and select any option except Delete. 
  5. For the section Which, specify a rule criteria.
    This decides which records the rule should be applied to.
    Make sure that the Execute workflow whenever this condition is met checkbox is unchecked. Convert will NOT be triggered whenever the criteria is met.
  6. Click Instant Actions and select Convert.
  7. Specify the following details to create a convert action.
    • Select the Deal checkbox, if you want to create a deal record on lead conversion. In case of Quote conversion, select Sales Order or Invoice checkbox.
      In a workflow rule for leads, the deal fields will be listed. The mandatory fields will be pre-populated based on Conversion Mapping.
    • Fill in the fields for deals. You can either specify a value or use merge fields to add a variable for the deal fields.
      For quotes or sales order conversion, you need not fill in any fields.
    • Click the Change link to select one owner for the contacts, accounts or deals that the leads are being converted to. By default, all the converted contacts, accounts and deals or sales order and invoices will be assigned to the users who own the respective leads. Same is the case while converting quotes or sales orders.
    • Click Done.
  8. Click Save.

    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


          Get started with Zoho Sign

          in a few quick steps!

          Download Help Guide





                       
                      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 SalesIQ Resources



                                          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

                                                                            • Configuring Workflow Rules

                                                                              Workflow Rules in Zoho CRM, are a set of actions (email notifications, tasks and field updates) that are executed when certain specified conditions are met. These rules automate the process of sending email notifications, assigning tasks and updating ...
                                                                            • FAQs on Workflow Rules

                                                                              1. What is a workflow rule? Workflow rules in Zoho CRM are designed to enhance productivity and reduce manual work by automating routine activities in a business process. They allow you to create rules that can trigger associated action types to give ...
                                                                            • Can assignment rules be triggered for records created using workflow rules?

                                                                              No, you cannot apply assignment rules to records that are created through workflow rules. The assignment rules automation only applies to records that are imported or enter CRM through webforms or from third-party applications via APIs. There is an ...
                                                                            • FAQs on Workflow

                                                                              1. How can I disable workflow rules for Standard users? Workflow rules can be defined by any user with the 'Manage Workflow' permission. By default, the Standard profile user also has this permission and you cannot change it. However, you can create ...
                                                                            • FAQs on Assignment Rules

                                                                              1. Which modules can assignment rules be created for? Zoho CRM allows admins and users with the relevant permission to create assignment rules for both standard and custom modules. The modules where records frequently enter the system in bulk such as ...
                                                                            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