5 simple steps to implement automation workflows with Zoho CRM

1. Brainstorm ideas for the workflow

Implementing workflow automation in Zoho CRM is slightly different from other software. The reason lies in the platform's division of data into modules, where each module manages a specific group of information. For example, the Leads module stores potential customer data, and the Accounts module stores information about account managers.

You cannot create a single workflow that applies to all modules in Zoho CRM; instead, each workflow can only be applied to a specific module.

Therefore, before creating a workflow, determine which module you will apply it to and come up with corresponding ideas. For example, in this case, I want to create an automation workflow to automatically send emails to potential customers, so I will focus on the Leads module.

2. Set up workflow rules

First-time users of Zoho CRM may find it challenging to locate the workflow automation setup. This feature is not directly available on the main interface but is "hidden" under the Setup menu.

To access Setup, click the gear icon in the top-right corner of the screen next to the account avatar (as illustrated in the image).

Once inside Setup, you can configure all automation rules for Zoho CRM by navigating to Automation → Workflow Rules.

When a new window appears, select Create Rule. Here, you can configure basic information for the process, including:

• Module: Choose the module you want to apply this rule to.
• Rule Name: Enter a name for the automation rule.
• Description: Optionally, add a brief description of the rule. This field is not mandatory and can be skipped or edited later.

After filling in the required details, click Next to proceed.

For example, in this guide, I am creating a rule for the Leads module, so I select Leads as the module for managing potential customers.

3. Set up triggers

Triggers are a familiar concept in automation processes. You can think of a trigger as a switch that activates the entire pre-configured workflow.

In Zoho CRM, triggers can be based on one of three actions:

• Create: Starts the workflow when a new record is created in the module.
• Create or edit: Starts the workflow when a new record is created or an existing record is edited.
• Edit: Starts the workflow when an existing record is edited.

For example, in this case, I select Create. Since we previously chose the Leads module, this trigger will activate whenever a new record is created in the Leads module.

4. Set up conditions

Zoho CRM allows you to add conditions to optimize the workflow. For example, if you are setting up a workflow for deals, you could add a condition requiring the deal value to be at least $100,000. Alternatively, if you're working with the Leads module, you might add a condition that the customer must be over 35 years old.

You can add multiple conditions or none at all. The trigger itself must meet its condition (as outlined earlier) for the workflow to activate.

For this example, I am not adding any conditions. This means the workflow will apply to all potential customers as long as their information is stored in the Leads module.

5. Activate or schedule the workflow

After adding conditions, you can choose to activate the workflow immediately or schedule it for later. In this step, you have two options:

• Instant Actions: The workflow runs immediately after being triggered.
• Scheduled Actions: The workflow is scheduled or repeated on a specific timeline, such as daily, weekly, or monthly.

Note that the free version of Zoho CRM only allows for instant activation of workflows. To schedule workflows, you must upgrade to a paid plan.

As you can see, setting up automation workflows in Zoho CRM is straightforward and easy to understand. The only challenge is locating the feature in the Setup menu, which some users might overlook and mistakenly think Zoho CRM lacks workflow support.

Hopefully, Zoho CRM will be an effective tool to help you optimize automation and improve your process management!