Workflow Rules
The existing alerts and tasks that I created are not listed when I try to associate them to a rule. Why?
For a workflow rule, all alerts and tasks will not be listed. Only the alerts, tasks and field updates which have the same Record Type as the workflow rule will be listed. For example: If the rule is for Leads, then only the field updates, tasks and ...
How many emails can be sent per day using the workflow alerts?
You can send either (No. of Users x 100) or 5000 emails, whichever is lower, using workflow alerts in the Paid Accounts. In the Free Accounts, the limit is 200 emails per day while for the trial accounts, it is 10 emails per day.
I want to create a new module and associate it to the Leads and Accounts modules. Can the information from these modules be mapped to a new template?
Yes, you can create a custom module and associate it with leads and accounts, using the look-up function in the custom module layout. You can also map the information from these modules to a new template using merge fields.
How can I disable workflow rules for Standard users?
Workflow rules can be defined by any user with the 'Manage Workflow' permission. By default, the Standard profile user also has this permission and you cannot change it. However, you can create another profile without the 'Manage Workflow' permission ...
I want to be automatically notified of idle records in CRM. Say, when a lead has remained in a particular state for over 14 days, an email should be automated to sales managers in CRM. Is this possible?
Yes. You can automate an email notification if a lead has remained in a particular state for a long period of time, say 14 days. Use scheduled actions in workflow rules to do this. Here's how you create scheduled actions in workflow rules: ...
How many alerts, tasks and field updates can I associate to a workflow rule?
You can associate a maximum of 5 alerts, 5 tasks and 3 field updates to each action (Instant or Scheduled) to a workflow rule. However, this count varies on edition you are using. In the Free Edition, you can associate a maximum of 5 alerts and 5 ...
What are Time-based Actions?
Time-based Actions are a combination of alerts, tasks, and field updates that are triggered at a specified time after the rule is executed. You can create a maximum of 5 time-based actions and associate them to a rule. There are two ways to associate ...
When my account is downgraded, what happens to the Scheduled Actions?
Scheduled Actions are available only in the Enterprise Edition. So when your account is downgraded, all scheduled actions for the records will be deleted.
What are the modules that can be automated from Zoho CRM?
Workflow rules can be configured for all modules in Zoho CRM. Learn more about workflow rules here.
How do I send an email automatically when a lead is created?
Workflow rules help you automate the process of sending an email to a lead as soon as they are added to CRM. Before you set up the workflow rule, you must create the email template. To do this: Navigate to Setup > Customization > Templates > Email. ...
What is the purpose of creating workflows for email?
Configuring workflows based on the email status and responses received from the recipients allows you automate actions, such as: Sending notifications to users when an email is not replied Updating fields based on email status in a module Creating ...
What actions can be triggered based on status of an email?
The following actions can be automated based on emails: Creating a task Updating a field Notifying a user Triggering a custom function Triggering a webhook Read more about instant actions.
How do I create a workflow rule for emails?
Workflow for email allows you to automate a set of actions based on incoming and outgoing emails. Based on status of the emails you can create tasks, discontinue email sequence, stop a drip campaign. Read more about the above business cases. To ...
Do I need IMAP integration for configuring workflows for email?
There are two points you need to consider before creating workflow rule for emails: If the workflow rule is created for emails that are sent from the CRM account, then IMAP integration is not needed. If you use other email options then you must ...
Can workflow rule for email be made active for few users only?
Yes, you can set the workflow rule to only apply to selected users.You can create a workflow rule for outgoing emails and enter the following conditions: "When the sender isn't" and type the email addresses for the users you do not want the workflow ...
Can workflow for email be configured for modules other than Leads or Contacts?
Yes, you can select Leads, Contacts, unknown, or custom modules. You can choose an unknown module when the sender is new or has not yet been added to your CRM account. Note that if you have selected an unknown module, it is mandatory to set ...
Can we automatically notify the manager if a salesperson does not reply to a client email?
Yes, you can set the condition as when the received emails are not replied to. After this you will have an option to create an email notification as an instant action and add the manager's email address as the recipient. You can then choose an email ...
How can I identify the record that did not reply to an email?
You can add the individual module record's url to the template that you create and replace the actual record ID in the URL with a merge tag for the module's record ID. For example, for a workflow rule created for the Leads records, you can randomly ...
Can I create a workflow rule to send an automatic follow-up emails if response is not received?
Yes, you can create a workflow and define the condition as when a sent email is opened and not replied for the specified number of days.
How can I track the last time an email was sent to or received from an email?
You can track the last time of sending an email by creating a custom date field in the module and performing a field update action using a workflow. Step 1: 1. Go to Setup > Customization > Modules and Fields. 2. Choose the module and edit the ...
Can I create a case for the Contact every time I receive an email?
Yes, you can create a workflow to create a new case when an email is received from a contact: 1. Choose the execution condition as when an email is received. 2. Choose Contacts as the module to apply the rule to. 3. Choose email field conditions if ...
I cannot find the "Convert" option under actions while creating a workflow?
The Convert Option will be available under actions only when either of the following parameters are met: You have selected when to execute the rule? as Edit. However, the option to repeat the workflow on every edit is unchecked. You have selected ...
How do I send automated birthday wishes or reminders?
You can send automated birthday wishes or reminders by setting up a workflow rule to create scheduled actions. Read more on creating a workflow here. Set the workflow rule to execute during a certain date (contact's birthday). Set the workflow to ...
What are the major difference in rule trigger options?
In Zoho CRM, you can automate some of the routine processes by triggering a workflow using Rule Trigger. To create a workflow go to Setup > Automation > Workflow Rules > Create Rule. Select the desired module and fill in the respective details. ...
How to automate different Email Templates based on the fields selected?
In any business, communicating with the customer is the most important activity. If your business deals with a countable number of customers it is easy to compose an email manually. But if there are multiple customers with multiple requirements, it ...
What is the key difference between workflow rule for the Calls module and adding Call as an action in a workflow rule?
Creating a workflow automation for the Calls module is for efficient call management within CRM — this will automatically perform actions whenever a call is received, made, missed, or scheduled. This significantly reduces the manual effort required ...
FAQs on Workflow Rules
1. What is a workflow rule? Workflow rules in Zoho CRM are designed to enhance productivity and reduce manual work by automating routine activities in a business process. They allow you to create rules that can trigger associated action types to give ...