Workflow Scenarios | Online Help - Zoho CRM

Workflow Scenarios

Workflow rules help automate several sales processes in your business. Following are a couple of scenarios that demonstrate the use of workflow rules in Zoho CRM.

Create a workflow rule to automate task assignment

Let's say you want a task to be automatically assigned to a potential owner every time he/she closes a winning deal. Also week after the task has been assigned, you want a followup email to be sent to the sales rep regarding the task. See how this process can be easily automated using Zoho CRM's workflow automation.

  1. Basic details: Select the module, in this case, Potentials. Enter the name and description for the rule.
  2. Specify Rule Trigger: Select On a record action. It's ideal to specify Create or Edit as the rule trigger, as you want to the rule to be executed whenever a new potential is created with Closed Won as the Potential Stage or an existing potential's stage is updated to Closed Won.
  3. Set Rule Criteria: The criteria should be "Potential Stage is Closed Won". Make sure you do NOT select the Execute workflow whenever this condition is met. If this checkbox is not selected, it means that the workflow will be executed only when the condition is met for the first time, which works in this case.
  4. Action: This scenario calls for an instant action as well as a scheduled action.
    • Instant Action: Assoicate an Instant Action by creating/associating the desired task to the workflow rule.
    • Scheduled Action: Associate a scheduled action to be executed 5 days after the rule has been triggered.

This way, a task will be automatically assigned to the potential owner whenever a potential is Closed Won and a followup email will be sent 5 days after the task has been automatically assigned to him/her.

Create a workflow rule to send an automated email reminder to customers

Let's say you want an automated email reminder to be sent to your customers requesting them to renew their subscription two days before the due date. Let's see how you can easily do this in Zoho CRM.

  1. Basic Details: Select the module, in this case, Contacts. Specify the name and description for the rule.
  2. Specify Rule Trigger: Select On a date/date time. Select the date field based on which the rule should be triggered, in this case, the Subscription Date. Specify the Execution date (in this case, 2 days before due date), time and cycle, as required.
  3. Set Rule Criteria: If you think the rule should apply to only a specific set of records, mention the rule criteria accordingly. Otherwise, select All records. In that case, the rule will be applicable for all records in the Contacts module.
  4. Action: This scenario calls for just an instant action. Workflow rules triggered based on a date/date time field cannot logically have a scheduled action. Associate the reminder alert as the instant action for this rule.

This way an automated email reminder will be sent to all contacts 2 days before the Subscription date.

SEE ALSO


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      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


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION





                        Still can't find what you're looking for?

                        Write to us:  support@zohoforms.com


                                



                            





                          Manage your brands on social media




                              Zoho Marketing Automation

                                Zoho Sheet Resources

                                 




                                    Zoho Forms Resources


                                      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 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 ...
                                                                                          • Workflow for Emails

                                                                                            Configuring workflow rules makes it easier to manage daily activities as a lot of work gets automated. For example, every time a contact enters CRM a task is automatically assigned to the sales rep to call them and gather details, two days after the ...
                                                                                          • Workflow Report

                                                                                            Workflow rules play a crucial role in simplifying your business processes by automating various tasks. By defining specific conditions, you can determine whether a rule should be applied or not to the records in your system. This automation helps in ...
                                                                                          • Implementation Checklist for Workflow Management

                                                                                            Summary Workflow Management helps you to automate your sales, marketing and support processes. It includes the following: Workflow Rules - A set of rules that are executed when certain specified conditions are met. Workflow Alerts - Automated email ...
                                                                                          • Workflow Suggestions by Zia

                                                                                            Many regular activities like sending emails to customers or stakeholders, allocating tasks to team members, or updating details often take up more time than you expect. It can be helpful to automate these activities and use the time saved on other ...
                                                                                          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