What Are Zoho CRM Workflows
Zoho CRM workflows comprise a set of actions that allow you to choose what happens if a particular event occurs. For example, it could be updating Fields, following up on leads, setting tasks, firing off emails. When certain conditions are met, some events are set to happen in the CRM.
How to Get Going with Workflows
From your Zoho CRM home screen, go ahead and click on Settings. Once you’re in settings, under automation, you will find workflow rules. By clicking on that, you can start setting up your workflows within Zoho CRM.
Setting Up A workflow
Once you’re in the workflow settings, go ahead click the create role button. A popup would appear asking you what module you want to use and the rule name.
For example, in a workflow for deals (deals module), you assign a rule, followed by a description.
After setting a module, the next step is to choose what type of trigger you want to use rights. You can choose a record action (creation or update of records), you can also use a certain date or date-time fields as a trigger, and finally, you can trigger workflows based on score.
Record and Creation Actions
In Zoho CRM, for workflow creation, you can set it to run when a record is created or edited. You can configure it to run specifically on edit, so it never runs when a record is first created, or you can have it run when a record is deleted, which is more limited but useful for notification purposes. Editing a workflow in Zoho CRM offers two options for further customization.
You can run a workflow and select that any field is edited, go ahead and trigger this, or run it to a specific field being modified, which will open up some additional options. You can also run workflows when records are deleted. Often, this is more from an admin perspective. Anytime a deal gets deleted, an email can be sent to the admin to know that someone just deleted something.
Date and Time fields
With Zoho CRM, you can run a workflow based on the closing date; however, you don’t have to run it just on that date itself. You can set a notification to trigger before that date. For example, if you want a workflow to run three days before the closing date, simply enter “three” and click next. Your trigger is then set within Zoho CRM for efficient task automation.
Score
You can also set a trigger based on score. If the score of a certain record is increased, decreased, or just updated in any way, then a trigger can be set to activate.
Closing Date Notification
In Zoho CRM, let’s say you have a deal closing in the next couple of days, and you want to send a task or an email to the rep, reminding them that this deal is scheduled to close. The closing date trigger can be utilized to automate this process efficiently.
After the parameters of the closing date triggers have been set, click next, which will bring you to the conditions page. The conditions are the second half of your if statement. In Zoho CRM, you can set a trigger to three days before the deal closes, while applying a condition that ensures the deal progresses only if certain criteria are met. This allows for better control and automation of your sales process.
For example, a condition can be set to three days before the closing date if the stage is not already closed and the amount is less than 50,000 to create a standard task. But if three days before the closing, the date and stages are closed, but the amount is greater than 50,000. Then create a big deal task.
Here’s another example of a workflow, if there’s an update of field workflow that wants to run, any time a deal is updated to closed for a new business deal. If the stage is modified to closed one and the type is a new business, then go ahead and start triggering some actions.
Different Actions That Can Be Triggered
The two different actions to be taken are instant actions and scheduled actions. Scheduled actions are identical except that you schedule the action to three hours, five days, a week, etc. Instant actions are set so that these actions are triggered as soon as a condition is met inside the record.
Field Update
For example, you just won some new business. What field might you want to update? There is a myriad of options to choose from, such as accounts, campaigns, and contacts associated with the deal. Once a deal is closed, it moves from a prospect to a client or a customer.
Tags
Tags are powerful as you don’t have to create a special custom field. You don’t need a drop-down. You don’t need a multi-select picklist. You can just quickly attach a tag to any deal. However, tags can get messy, so it’s important to use tags for extremely temporary events.
Notify Action
One of the most powerful things you can do with Notify is to notify people inside Zoho cliq. A key setup to initiate is Notify with Zoho cliq, which can be activated on the settings page.
For example, if you are using Zoho CRM and have someone outside your organization when a deal has just closed, you can automate notifications and updates to keep everyone informed. You want to create a nice Email notification in which you can add any recipient inside the company. You can add it to a group or an individual recipient. You can also have outside recipients.
Task
Setting a task in the customer portal can be set to fire off immediately when the deal is closed. You can also set the status of this task; you can set its priority and assign it to a user. It’s important to note. If you don’t assign the task to an individual, it will be assigned to the record owner.
Task Dependencies
In Zoho CRM, task dependencies refer to the automatic triggering of a subsequent task once a prior task is completed. This ensures seamless workflow automation, allowing tasks to fire off immediately after the previous one finishes.Note that you can’t do it in the same workflow. It would help if you created another workflow rule not associated with deals but associated with tasks and named it to task dependencies.
And then, you can then go ahead and create a brand-new task. For example, you can set a task to say on a record action; when the record is edited, and the status is modified to completed, then the subject of that task is set up client and customer portal.
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