Auto Response Rule for Web Forms | Online Help - Zoho CRM

Auto Response Rule for Web Forms

When a business invites enquiries from prospects via their website, the details of these prospects are recorded and tracked within the CRM. The next step is to follow up with these prospects in hopes of closing a sale. While it is indeed important to follow-up with each of them, this follow up process often involves sending the same kind of routine emails and tasks to many people one by one, which when done manually, could be taxing. On following up manually, you may even miss out on responding to some of the leads which can prove risky because, you might just miss out on a big opportunity. 

Therefore it  would be  wise to use automation facilities in CRM so that you can save time and efforts. On that note, as far as website enquiries are concerned, you can automate a response to each lead the moment they submit a request through your web form using Auto-Response Rules.

Not to be Confused with Autoresponders! 

Autoresponders is a feature in Zoho CRM that sounds similar to Auto-Response Rules. 

However, the two are very different from each other:  

Auto-Response Rules 

Autoresponders

This is a tool that allows you to send immediate automated responses to each prospect who has submitted an enquiry in CRM through your website. 


This has no association whatsoever to a web form.  It is a feature used to  automate sc heduled  follow-ups with your leads/contacts , regardless of whether they have been sourced from your website.  These come in handy when you wish  to plan drip campaigns.

 

It is ideal for automating the receipt of acknowledgement of an enquiry. 

It is ideal for sending follow-ups based on a specific date and time or based on a recurrence pattern (by day/by week/by month).


Note
  1. When the details gathered through the web form does not satisfy the Auto Response Rule criteria, then the email template (acknowledgment email) selected while creating the web form will be sent. See Also Web Forms - Email Notification

Availability
Permission Required
Users with the permission to create web forms can access this feature.

Create Auto Response Rule

To create auto response rules for web forms

  1. Go to Setup > Channels Webforms.
  2. In the Auto-Response Rules page, select the module from the drop-down list.
  3. Click Create Rule.
    You will be able to create the auto response rule for the selected module.
  4. In the  Create Auto Response Rules for Web to [Module] page, do the following:
    • Enter the Rule Name.
    • Select the check box to activate the rule.
  5. Click Save.
Note
  1. Once the rule is created, you need to define the criteria (i.e. create rule entries) based on which the email template will be sent to the visitor who submits the web form.

Create Auto Response Rule Entry

To create auto response rule entry

  1. Go to Setup > Channels Webforms.
  2. In the Auto-Response Rules page, click on the rule for which you want to create the rule entry.
  3. In the Auto Response Rules for Web to [Module] page, click Create Rule Entry.
  4. In the  Rule Entry page, do the following:
    • Specify the Rule Criteria.
    • Choose an Email Template from the drop down list or if you do not have email templates created for the module, you can click on the + Create Template link.
    • Next you have to enter the email addresses in the  From and  Reply to fields.
      Here you can choose one of these option in the drop-down list:
      • your account email address
      • organization email address
      • email address of the record owner
      • other user's email address
  5. Click Save.
Note
  1. When the details gathered through the web form do not satisfy the Auto Response Rule criteria, then the email template selected while creating the web form will be sent.

    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








                                    You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                        Manage your brands on social media

                                          Zoho Desk Resources

                                          • Desk Community Learning Series


                                          • Digest


                                          • Functions


                                          • Meetups


                                          • Kbase


                                          • Resources


                                          • Glossary


                                          • Desk Marketplace


                                          • MVP Corner


                                          • Word of the Day


                                            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

                                                                                                      • Setting up Web Forms

                                                                                                        Creating a web form involves three steps: Building the form - Drag and drop fields to build a form and format it easily with the WYSIWYG editor. Specifying the form details - Add details such as form name, landing page URL (where the visitor needs to ...
                                                                                                      • Web Forms - An Introduction

                                                                                                        Web forms simplify the process of capturing visitors or users information from your website into your CRM system. They are designed to automate the importing of data from websites into Zoho CRM. Non-technical users find it easy to design and publish ...
                                                                                                      • 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 ...
                                                                                                      • Adding Layouts Rules

                                                                                                        Layout Rules in Zoho CRM offer an interface for you to seamlessly manage dependency between fields in a layout. Your sales data are often inter-dependant. Consider the following examples. In a real estate company, the particulars required from a ...
                                                                                                      • Zoho CRM Web Forms for Google Sites

                                                                                                        Web forms simplify the process of capturing visitors' or users' information from the website into your CRM system. They are designed to automate importing of data from website into Zoho CRM and to enable non-technical users to design and publish ...
                                                                                                        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