A complete guide to building workflow automation rules in Zoho CRM

Creating workflow automation rules in Zoho CRM involves setting up specific actions that are automatically triggered under certain conditions. This comprehensive guide simplifies the process into manageable steps, ensuring an easy-to-follow approach.

1. Basic Information: Start by specifying the record for which the rule applies. This includes naming the rule, adding a description, and activating it.

2. Rule Trigger: Decide when the rule should be activated. There are two main options:

• Based on a Record's Action: Trigger rules when records are created, edited, deleted, or specific fields are updated.
• Based on a Date Field's Value: Rules are activated monthly or yearly, depending on a selected date field.

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3. Fill in the rule's basic information, including the module it applies to, rule name, status, and description.
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Part 2: Selecting the Rule Trigger

1. Choose Trigger Option: Decide whether the rule triggers based on a record's action (create, edit, delete, field update) or based on a date field's value.
2. Specify Details: For record action, select the specific action; for date field value, choose the date field and set the execution cycle (monthly or yearly).

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Part 3: Setting the Rule Criteria

1. Define Criteria: In the Rule Criteria section, detail the specific conditions that must be met for the rule to trigger.
2. Add Multiple Criteria: Use the 'Add Criteria' button for complex conditions
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Part 4: Associating Actions

1. Instant Actions: Create or associate immediate actions like alerts, tasks, field updates, webhooks, or custom functions.
2. Time-Based Actions: Set up actions that will execute at a specified time after the rule is triggered.
3. Action Limits: Remember that a maximum of 5 time-based actions can be created per rule.

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Editing Criteria Patterns

This feature allows for more complex and tailored rule conditions using logical operators.

1. Access Workflow Rules: Go to the Workflow section in the Zoho Developer console and select the relevant rule.

2. Review Criteria: In the Edit Rule page, look over your existing criteria.

3. Change Pattern: Click on the 'Change Pattern' link to open the Criteria Pattern Editor.

4. Modify Filters: Use logical operators like 'and' / 'or'and round brackets for grouping to create advanced filters.

5. Save Changes: After adjusting the pattern, save your modifications.

Note: Be mindful that when editing in the Change Patternbox, you can't add or delete criteria rows. Also, ensure proper use of brackets and logical operators to avoid invalid patterns.

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Associate Actions toRules

It's essential to link actions to your rules for them to have practical effects.

- Instant Actions:These are executed immediately when the rule triggers. You can create new actions or associate existing ones like alerts, tasks, or field updates.

- Time-Based Actions:These are scheduled to occur at a specified time after the rule is activated. Similar to instant actions, you can create or associate various tasks or alerts.

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Steps for Both Action Types

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1. Navigate to Workflow Rules: In the Workflow section, select your rule.

2. Edit Rule Settings: Click on 'Edit' to modify the rule.

3. Add or Associate Actions: In the respective sections(Instant Actions or Time-Based Actions), either create new actions or associate existing ones.

Deleting Workflow Rules

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In cases where a workflow rule is no longer needed or requires removal:

1. Access Workflow Rules: Go to the Automate section and open Workflow inthe Zoho Developer console.

2. Select Rule: Find the rule you wish to delete.

3. Delete Rule: Use the delete icon (typically a trash cansymbol) to remove the rule.

Important Note: Deleting a rule will also remove any scheduled time-based actions linked to it. Ensure that the rule is no longer necessary before deleting it to avoid unintended disruptions.

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Related: 6 Reasons why zoho CRM can support business growth