FAQs on Workflow | Online Help - Zoho CRM

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 another profile without the 'Manage Workflow' permission (under General Permissions), and assign this profile to normal users.

2. Can I automate email notification of idle records in CRM?  For example, when a lead has remained in a particular state for over 14 days, an email should be automatically sent
to sales managers in CRM. 

Yes. You can automate an email notification if a lead has remained in a particular state for a long period of time, say 14 days. Use scheduled actions in workflow rules to do this. Here's how you create scheduled actions in workflow rules: 
  1. Click Setup > Automation > Workflow Rules.
  2. Click Create Rule.
  3. Under the Create New Rule Popup, choose Record action, select Field Update and pick the Lead Status field. 
  4. Under Which, choose All Records.
  5. Add a Scheduled action to be executed 14 days after the Rule Trigger Time. 
    To this, associate a custom function as seen in this image.  

After setting up this rule, if the Lead Status field is updated, the email as configured in the custom function will be automated 14 days from the date of modification (rule trigger time). 

  • The criteria (input.status != "Qualified") ensures that the scheduler does not automate the escalation email once the lead has reached the end state. Example, you wouldn't want an escalation email to be sent in the case of qualified leads. So, you can exclude the "Qualified" status from the workflow rule; this way, the rule is executed only for records that have remained in other states for more than 14 days - such as Not Contacted, Junk and so on. 

3. How many alerts, tasks and field updates can I associate to a workflow rule?

You can associate a maximum of 5 alerts, 5 tasks and 3 field updates to each action (Instant or Scheduled) to a workflow rule. However, this count varies on edition you are using. 

In the Free Edition, you can associate a maximum of 5 alerts and 5 tasks to a workflow rule. This applies only to instant actions. 
The Standard Edition lets you associate a maximum of 5 alerts, 5 tasks and 3 field updates, which also applies only to instant actions.
In the Professional Edition, you can associate a maximum of 5 alerts, 5 tasks, 3 field updates and 1 web hook to a workflow rule. This also applies only to instant actions.
The Enterprise and other Editions let you associate 5 alerts, 5 tasks, 3 field updates, 1 web hook and 1 custom function. This is applicable to an instant action and 5 scheduled actions.

Click here
 for more information.

4. What are Time-based Actions?

Time-based Actions are a combination of alerts, tasks, and field updates that are triggered at a specified time after the rule is executed. You can create a maximum of 5 time-based actions and associate them to a rule. There are two ways to associate these alerts, tasks, and field updates:
  • Create alerts, tasks, and field updates and associate them to the rule.
  • Select existing alerts, tasks, and field updates and associate them to the rule.

5. When my account is downgraded, what happens to the Scheduled Actions?

Scheduled Actions are available only in the Enterprise Edition. So when your account is downgraded, all scheduled actions for the records will be deleted.

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