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

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:

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. 
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

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

Which records the rule should apply to?
Records matching certain conditions
Subscribed for IS Zylker's Travel and Tourism Magazine
Subscription Renewed IS No 
Instant Action
Tasks > New Task
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 
Email Notification
Reminder Email for Subscription
Scheduled Action II 
Set action to execute 10 Days After Rule Trigger Date 
Email Notification
Second Reminder Email for Subscription
Scheduled Action III 
Set action to execute 15 Days After Rule Trigger Date 
Field Update
Subscription Canceled
Subscription Status = Canceled

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