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CRM Masters
Workflow Rules in ZOHO CRM

Workflow rules in one of the most powerful features in ZOHO CRM. Workflow rules are a set of actions that are executed when certain specified conditions are met. With the help of workflow rules, daily routine activities that form a part of the follow-up process can be automated. These rules automate the process of sending email notifications to customers, updating their status, assigning tasks to employees of calling the customers, and updating certain fields of a record when a rule is triggered.

Businesses usually have a sequence of repeatable tasks that need to be performed in order to accomplish a specific goal. A workflow is a way to automate these tasks in CRM. Doing so not only saves time and keeps errors at bay, but also ensures that no lead or contact is forgotten.

With workflow rules in ZOHO CRM, a company can automate most of its routine activities at various stages of its sales processes. Workflow rules help immensely in automating the repetitive tasks in the business process of your company thereby saving you time and improving your work efficiency.

Workflow rules for all the modules will have similar rule triggers, criteria/conditions, and actions. Setting up workflow rules requires important steps like adding the basic details, specifying the rule trigger, workflow condition/criteria, and the actions. Let’s briefly elaborate upon each of these steps one by one as we configure this workflow rule.

  1. Adding the Basic Details: The basic details include the module for which the workflow is being set up along with the name and the description of the workflow.
  2. The rule trigger: The rule “trigger” determines when the rule will kick off. This rule is meant to be executed when a lead is created which meets the criteria. The rule can be triggered when a record is created, edited, created or edited, deleted, or when specific fields are updated.
  3. The Criteria: Execute workflow only when the criteria are met for the first time and execute workflow whenever the criteria are met. Two workflows, one for each condition, need to be created in ZOHO because its workflows are linear.
  4. Action: Action determines what actions will be performed when the rule is triggered. There are two types of actions: Instant Actions and Scheduled Actions. ZOHO CRM allows you to create actions that help automate your sales and marketing activities. It also allows you to configure email notifications, tasks, field updates, web hooks, and functions as actions. Actions are defined for specific modules and can be performed automatically and associated with various automation rules such as workflows, blueprints, and approval processes.

The performance of workflow automation can be analyzed via Zia Intelligence. ZIA is an AI-powered sales assistant. ZIA recommends and suggests well-executed workflow rules to automate the process for you based on identifying the type of recurring actions that your organization performs. Zia can automate certain tasks across your company or organization thereby saving you a tonne of time.

Every organization or company has a different process and workflow in place depending on its work structure. When working in sales and marketing, there’s little margin for missed follow-ups. ZOHO CRM’s workflow automation makes your business hours more productive by finishing routine tasks for you including auto-assigning tasks, auto-updating fields, sending notifications, and so much more. Let ZOHO CRM workflow automation finish your everyday sales processes and boost your productivity.

CRM Masters Infotech LLP is an end-to-end global solution provider for the CRM domain. As a certified Salesforce and a ZOHO premium partner, it caters to your business needs by offering you the best CRM products and tools specific to your business needs. CRM Masters follows a struct agile system to achieve client success.