Schedule annual notifications for subscription renewals | Use Cases - Zoho CRM

Schedule annual notifications for subscription renewals

Edition: Enterprise | Industry: Media and Publishing | Feature: Workflow Rule

Scenario  
The Zylker Weekly is one of the leading international publishers of Travel and Tourism and Hospitality magazines. Every month, they publish new editions of the magazines. The interested readers can subscribe to their annual subscription package by sending an email request to their marketing team. 
The sales agents send reminder emails to the existing customers for annual subscription renewal. If the subscription is renewed, they are sent the magazines every month. To be sure that the renewal payment is made on time, they require a process to automatically start sending reminder emails 15 days before the renewal date, and upgrade the subscription status based on the payment. The following process chart explains their follow-up plan in brief:


Solution
They need to set up the following configurations:
  1. Assigning a Sales Agent the task of calling the customers 15 days before their subscription renewal date 
  2. Sending reminder email to each customer five days after the first call.
  3. Sending second reminder email 10 days after the initial call. 
Pre-requisites
I. In the Custom Module named Subscription, create these Picklist fields:
  1. Next Renewal Date 
  2. Subscription Renewed
  3. Subscription Status
II. Create the following Email Templates
  1. Subscription Renewal Reminder
  2. Second Subscription Renewal Reminder
Workflow Configurations
  1. Go to Setup > Automation > Workflow Rules > Create Rule 
  2. Select the Subscriptions module in the pop-up and enter the other details as mentioned below: 

Rule Name
Reminder about Subscription Renewal
Description (optional)
Send subscription reminder emails

When
On a Date/Time
Execute
15 days before Next Renewal Date
Execute at
9.00 am
Recur
Every Year

Which records the rule should apply to?
Records matching certain conditions
Criteria
Subscribed for IS Zylker's Travel and Tourism Magazine
Subscription Renewed IS No 
Instant Action
-
Action
Tasks > New Task
Subject
Call the Customer
Due Date
Next Renewal Date minus 15 days at 9.00 am
Scheduled Action I 
Set action to execute 5 Days After Rule Trigger Date 
Action
Email Notification
Name
Reminder Email for Subscription
Scheduled Action II 
Set action to execute 10 Days After Rule Trigger Date 
Action
Email Notification
Name
Second Reminder Email for Subscription
Scheduled Action III 
Set action to execute 15 Days After Rule Trigger Date 
Action
Field Update
Name
Subscription Canceled
Update
Subscription Status = Canceled



    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 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

                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 ...
                                                        • 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 for Calls

                                                          Workflow rules for calls allow you to perform certain actions automatically whenever a call is received, made, missed or scheduled. It significantly reduces manual effort of updating or adding details about the individual call. For example, you can ...
                                                        • 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 Usage Report

                                                          Configuring Workflow rules makes it easier to manage sales, marketing or support related activities by automating the entire process. While configuring a rule, you define a specific set of conditions based on which either a rule is applied or its not ...

                                                        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