Creating a Workflow in Zoho Webinar involves 4 simple steps:    

1. Name and describe your workflow.    
   
2. Choose the module and trigger that starts the workflow.   
   
3. Define whether the workflow applies to all records or a specific subset.  
4. Define what happens next when workflow criteria are satisfied.  
   

How to Create a Workflow  

Follow the steps below to create a new workflow in Zoho Webinar.

1. Log in to your Zoho Webinar account.

2. From the left panel, click Settings, then navigate to Automation and select Workflows.

3. Click New Workflow to begin.

4. In Step 1, enter a Title and Description for your workflow, then click Next.

5. In Step 2, choose a module and select a trigger, then click Next.

6. In Step 3, choose a condition type. Select No Condition to apply the workflow to all records, or Specific Condition to define property-based filters, then click Next.

7. Select the action type as Instant Action or Scheduled Action, choose the function to execute either Webhook or Custom Function and configure the details accordingly.

8. Click Save to create the workflow and now the workflow is ready to use.   

Workflow Automation in detail:  

Workflow details  

The first step is to give your workflow an identity with its details such as a title and description.

1. Title: Enter a clear name for the workflow (e.g., Send Recording to Attendees).
2. Description: Add a brief note explaining what this workflow does and when it triggers.   

Trigger  

The trigger defines what event starts the workflow. Triggers are organized into five modules, each representing a different area of the webinar lifecycle. Select the module that matches the event you want to automate, then choose the specific trigger action within it.

You can initiate actions through five modules: Webinar, Registration, Attendee, Recording, and Engagement.

Webinar

Triggers related to the lifecycle of the webinar itself from webinar creation to completion. 

Registration

Triggers related to registrations of the webinar.

Attendees  

Triggers based on live attendee activity during the webinar session.  

Recording

Engagement  

Triggers based on attendee interactions and responses during the session.

Condition   

1. No condition - The workflow runs for every record that matches the trigger, without any additional filtering. Use this when the automation should run universally.
2. Specific condition - The workflow runs only when the record meets the criteria you define using property filters. When Specific Condition is selected, you define one or more property-based filters to narrow the scope of the workflow. Only records that match all defined conditions will trigger the action. 
   

1. Property - Select the property you want to filter on. 
   
2. Operator - How the operator is evaluated: equals, not equal to, contains, starts with, is empty. 
   
3. Value - The text value of the property is compared against. 
   

The properties available in the dropdown vary depending on the trigger module selected in Step 2.  

You can specify a maximum of 15 conditions for a workflow rule.

Action  

Actions define what happens when the trigger fires and the condition is satisfied. Two types of actions are supported in Workflows:

• Instant Actions - The action will be triggered immediately when the workflow is executed. Use this when the automation needs to happen in real time, such as notifying an external system the moment a registration comes in or executing logic as soon as a webinar ends.

• Scheduled Actions - The action will be triggered at a specified time interval after the workflow is executed. The action is queued and runs when the specified time condition is reached. This is ideal for sending reminders before a session or follow-ups after it ends.

Choose the action type that fits your automation.

Both action types, Instant and Scheduled, support the same functions: Custom Function and Webhook. The only difference between them is when they execute.   

A Scheduled Action is configured using two fields: 

1. Variable - Enter a number between 0 and 99 to define how far after the trigger the action should execute. 
   
2. Time unit dropdown - Select the unit of time: Minutes, Hours, Days, Weeks, or Months.
   

Action types can be categorized into below:

Custom Function 

A Custom Function executes a Deluge script at the point the action is triggered. Use this to run custom logic, update records in connected applications, calculate values, or call external APIs.

You can configure a Custom Function in two ways:

1. Use an existing function from the library — Select a previously created function from your function library. 

2. Write a new function — Opens a full screen code editor where you can write your own Deluge function from scratch.  

Webhook

Sends an instant HTTPS PUT or POST notification to an external URL. Use this to push real-time event data to third-party tools such as Slack, Zapier, or an internal system.