FAQs: Workflow for Emails
1. How to automate different Email Templates based on the fields selected?
Create from scratch
Using predesigned templates
Inserting HTML
To create Templates:
Go to Setup > Customization > Templates > Email.
Click +Template, select the desired module.
From the Template Gallery choose the suitable template, or create from the scratch.
Create multiple templates based on your requirements.
To create a workflow rule,
Go to Setup > Automation > Workflow Rules > + Create Rule.
Provide the necessary details and click Next.
Choose the desired option under WHEN, to execute the rule trigger.
In Conditions choose 'Leads matching certain criteria', and select the fields accordingly.
Choose 'Email Notification' from Instant Action for immediate action or choose scheduled action to execute the rule after some time.
Select the template that matches the field chosen above.
Click Associate and Save.
2. Can I create a case for the Contact every time I receive an email?
3. How can I track the last time an email was sent to or received from an email?
4. Can I create a workflow rule to send an automatic follow-up emails if response is not received?
5. How can I identify the record that did not reply to an email?
6. Can we automatically notify the manager if a salesperson does not reply to a client email?
7. Can workflow for email be configured for modules other than Leads or Contacts?
8. Can workflow rule for email be made active for few users only?
Yes, you can set the workflow rule to only apply to selected users.
9. Do I need IMAP integration for configuring workflows for email?
- If the workflow rule is created for emails that are sent from the CRM account, then IMAP integration is not needed.
- If you use other email options then you must configure IMAP integration to sync the incoming emails with your CRM account. The workflow will be triggered based on the defined criteria.
10. How do I create a workflow rule for emails?
- Select Email from the Module dropdown list.
- Enter the Rule Name and Description.
- Click Next.
- Click Yes or No for Would you like to set conditions for email fields?
- Specify the email fields if you chose Yes.
- Select the module in Apply this rule to.
- Select All for Which (module) you want to apply this rule to? or specify the conditions.
- Click Next.
11. What actions can be triggered based on status of an email?
The following actions can be automated based on emails:
Creating a task
Updating a field
Notifying a user
Triggering a custom function
Triggering a webhook
12. What is the purpose of creating workflows for email?
Configuring workflows based on the email status and responses received from the recipients allows you automate actions, such as:
Sending notifications to users when an email is not replied
Updating fields based on email status in a module
Creating automatic tasks for reps based on the subject of an email
Sending notifications when an email is bounced
Creating tickets based on the emails sent
Read more about creating workflow rules for emails.
13. How do I send an email automatically when a lead is created?
- Navigate to Setup > Customization > Templates > Email.
- Click + New Template.
- Select the module to create the email template for from the dropdown list and click Next to open the Template Gallery page.
- Design a template from scratch or choose a pre-designed template and click Save.
To set up the workflow rule:
- Navigate to Setup > Automation > Workflow Rules.
- Click Create Rule.
- Select the Leads module in the Create New Rule pop-up and enter the rule name and description.
- Select On a record action for When do you want to execute this rule? and click Create.
- Specify the All Leads as the Condition.
- Choose Email Notification under Instant Action.
- Select the email template and click Associate.
- Click Save.
14. How do I send automated birthday wishes or reminders?
15. What types of conditions can be set for workflow rule for emails?
- Based on the email field : You can select a specific email field as a condition. For example, if the attachment contains "proposal" or if the sender is " someone@domain.com " then execute the rule. The email fields you can choose are: attachment name, CC, sender, sent to, has attachment, and subject. If you have set more than one condition, you can choose if the rule should execute when "all" or "any" condition/s is satisfied.
- Based on the module : You can select the module for which you want the rule to be executed. You can select Leads, Contacts, Unknown, or Custom modules. You can choose an unknown module when the sender is new or not yet added to your CRM account. Note that if you have selected an unknown module, it is mandatory to set conditions based on email fields. For example, you can set rules like if any email from an unknown sender is sent to the CEO's email address, then certain action must be performed.
16. I want to be automatically notified of idle records in CRM. Say, when a lead has remained in a particular state for over 14 days, an email should be automated to sales managers in CRM. Is this possible?
- Click Settings > Setup > Automation > Workflow Rules.
- Click Create Rule.
- Under the Create New Rule Popup, choose Record action, select Field Update and pick the Lead Status field.
- Under Which, choose All Records.
- 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.
- 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.
17. How many emails can be sent per day using the workflow alerts?
In the Free Accounts, the limit is 200 emails per day while for the trial accounts, it is 10 emails per day.
18. How can I automate the sending of emails? Say, for instance, sending a welcome email or scheduling emails to be sent to leads.
I would like to have a unified email address that is the same for both business and customers. For instance, when I change the email address of the business, I have to go to the customers associated with that business and change those addresses too. Can this be done?
We hope that this list of frequently asked questions about workflow for emails are informative. If you still have questions that haven't been addressed, please let us know here. We will be happy to discuss them with our subject matter experts and add them in the future. And please don't forget to share your rating below!Zoho CRM Training Programs
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