How to schedule sending emails from Zoho CRM on business hours/business days

While sending and responding to emails is crucial to our jobs, we all have our preferred times of day to do so. Some people check and respond to emails as soon as they arrive at work, while others wait until after lunch, and still others do it while commuting. There is never a convenient time when everyone is available to respond to your emails simultaneously. And it's obviously not feasible to hold off sending some emails until they're more likely to be read.

You can now schedule sending emails directly from Zoho CRM. To do so you should have your business hours set first:

Business Hours describe the working hours of an organization and often depend on the company's location. However, if your company has locations in more than one-time zone, the business hours observed in the headquarters may conflict with those observed in the other locations. If your firm's headquarters are in the UnitedStates, and its normal business hours are 9 a.m. to 5 p.m., Eastern Standard Time (EST), you will need to establish separate shifts for the various timezones in which your company operates.

To set business hours:

Utilize the concept of Business Hours to establish and delineate the operational time frame of your firm. The selection of business hours for an organization is contingent upon the duration of its operational schedule, allowing for the option of either a 24/7 or 24/5 timeframe. Furthermore, if an organization adheres to varying schedules on different days or operates throughout weekends, it has the flexibility to tailor the business hours to meet its own needs.

·       To modify your company's opening and closing times, select Setup > General >Company Details > Business Hours.

·       Select the button labelled "Create Business Hour" on the Business Hourspage.

·       Click on a time slot that corresponds to business hours.

·       If your business is open every day of the week, choose this option. If your business is open 24/7/365, choose option (b) 24 hours x 5 days.

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·       Please use the "Custom Hours" option if you would want to personalize the business days or hours.

·       Please choose the "Same hours every day" option if the organization's business hours remain consistent throughout the week. Then, select the appropriate timings from the provided drop-down list.

·       Please choose the "Different hours every day" option if the organization's business hours vary on a daily basis. You can then select the appropriate timings from the provided drop-down list and click save.

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There exist two methods by which a user can transmit electronic mail from their customer relationship management (CRM) account:

·       When there is no integration of an email inbox with your CRM account, specificallyreferring to a native email integration, This functionality enables enterprises to send emails to their clientele straight from the customer relationship management (CRM) system, even in the absence of email inbox integration.

·       When the email inbox is integrated with your CRM account using either the POP3 or IMAP protocol: The email mailbox, whether it be Outlook, Google Workspace,Yahoo, Office 365, or any other platform, may seamlessly link with Zoho CRM.This integration is achieved through the utilization of IMAP and POP3 protocols, enabling users to access their email conversations in real-time and facilitating two-way communication.

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Through modules and custom modules

·       To send an email to a specific record, navigate to that module and click it.

·       Select the Email Send option.

·       If you prefer, you can also access this feature directly from the Emails related list by clicking the Compose Email button.

·       For the Fresh Message, Go to:

·       The address you used to create your Zoho CRM account will always be used as the 'From' address in all of your outgoing emails.

·       You'll be able to select your company's email address from a drop-down menu if you've set it up in CRM.

·       The 'From' address will be the email address you used when integrating your inbox(POP3/IMAP) with CRM.

·       Go ahead and type out that email, then hit the Send button.

How to schedule emails (Only available for Enterprise edition and above)

Let's say you have a lot of customers in different time zones or an essential meeting that will prevent you from responding to emails at a certain time of day. Emails can be easily scheduled within CRM, and the system will take care of sending them at the right times. Only the Enterprise and Ultimate versions offer this functionality.

There are three distinct scheduling options available in Zoho CRM:

·       Zia's email intelligence recommends the best time to send emails.

·       Choose between two predetermined time slots (today and tomorrow).

·       Custom Scheduling.

To schedule your email:

·       Find the appropriate section of your CRM account and click there. Leads,Contacts, and bespoke modules all have access to an email scheduling system.

·       Select the desired entry and hit the Email button.

·       Select the Schedule Email button found in the box where you write emails.

·       The 'Best time to email this contact' will be shown if CRM determines such a period exists. The email can be sent immediately, or at the time of your choosing.

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In the Timetable In the pop-up, you can choose the time from the choices below:

Best time to email: Zia, the CRM system's smart assistant, may advise you on the best moment to send an email. Customer relationship management systems use past email exchanges to predict the best time for a customer to check their inbox. Pick a time that's convenient for you from the drop-down menu to get your email read quickly.

Predetermined schedule: The predefined schedule options offer users a selection of predetermined possibilities, such as "Tomorrow Evening at 18:00 Hrs."

Custom scheduling: The custom schedule feature allows users to designate a certain day, time, and time zone according to their preferences.

There are two scheduling choices available to you: "Schedule & Close" and "Schedule." When you choose Schedule, the composer window will hide but not close. Conversely, when you use Schedule & Close, your email willbe sent at the appointed time, and the composer will be closed immediately afterward.

When you want toget the email is up to you. The record will be displayed in the Email Related List. You can tell if the email has been sent, received, etc. by checking its status.

Before the predetermined time, you can check and revise the email. If you want to make changes, choose a new delivery time, or deselect the option to send the email instantly, click the Edit button to access the write window. You can cancel a future email by removing the recipient from the list to which it is connected.

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