Hello everyone!

Workflows in Zoho CRM lets you automate routine processes thereby allowing your sales team to focus on the most important thing, closing more sales optimally.

 Let’s consider a scenario where an administrator  sets up a workflow to send out 5 emails, one every 2 days from the date of creation and a followup task for the sales representatives. First email is an instant email about the overview of the product and the next set of 4 emails are about the details of the product which are scheduled to be sent on 3rd,5th,7th and 9th day in that workflow.

A contact is created, emails are sent and the tasks are created on the 1st and 3rd day. Let’s say that the sales rep calls the client on the 3rd day who expresses interest and wants to know more about the product. All the required details are shared over the call making the subsequent emails in the workflow scheduled for 5th, 7th and 9th day redundant. Not just the emails, there is a possibility of sales rep calling the client again as the workflow involves tasks. The only way to avoid this  is to stop the scheduled action set up in the workflow for this contact alone. This hack helps you do just that, revoke the scheduled actions in a record.

Here are the steps:

Step 1: Add a checkbox field:

Go to Setup->Modules and Fields->Contacts module->Drag and drop a Checkbox field->Name it as “Stop scheduled action” or “Revoke scheduled actions” or any name that identifies. 

Refer : Create custom fields

Step 2: Revamp the created workflow.

Go to Setup->Workflow rules->Click on the workflow->Edit Condition->Stop scheduled action is “Not selected”->Save the workflow.

 The workflow gets executed only when the check box created in step 1 is not selected. Go ahead and add exceptions to workflow for select contacts by updating the check box as listed in step 2. You can update the records individually or do a mass update. Did you like this hack? Try it and share your feedback or queries here. Happy to help. We'll be back next week, with another cool hack!