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Zoho CRM Admin Tip: Tasks and Workflows (Part 2)

03.17.19 08:27 PM Comment(s)

Zoho CRM Admin Tip: Tasks and Workflows (Part 2)

In the first part of this blog, I talked about how Tasks are 'to-dos' with a Due Date and Status. I showed how Tasks can be set up manually through the front end of Zoho CRM and customized in the Administrator's Setup.

Well, what about if you could have Tasks setup automatically, assigned the user you specify and created based on a record action? I am sure you could find some uses for automatically generated Tasks in your business. Well, this is not imaginary, it is a reality in Zoho CRM and relatively simple to implement.

In the next sections and screen shots, I'll show you how to set up automatic Tasks to be generated and assigned using Task Actions and Workflows in the Automation Setup in Zoho CRM.

Setting Up The Task Action

There are always two parts to any automatic action in Zoho CRM. The first part is the 'Action', then the second part is the Workflow Rule that triggers the 'Action' and pushes it through to implement the requirements.

In this first part of the blog, I'll show you how to set up the Task Action.

First go to the two tools in the cross hair in the upper right corner of Zoho CRM. This is the Setup. Next, go to Automation, Then Actions.

In the next screen, select the Tasks from the sub menu under Actions. Then select '+Create Task'.

Setup the fields in the Task. Set the Subject of the task. If you want to included auto populated fields, start by typing the '#' symbol and the available fields will pop up. Select the field(s) you want to include in the Subject. In this example, I include the first and last name of a Lead.

When the Subject is saved with auto populated field included it could look something like this screen shot.

Next, set the Due Date based on so many days before or after the Trigger Rule Date or any other date field in the Task module..

Next, set the Status. These Statuses can be modified in the Setup. See Part 1 of this blog for how to do that.

Next, set the Priority of the Task.

Next, assign the Owner to be assigned to the Task. If you don't set an Owner in this location, then the Owner of the record will be assigned as the Owner of the task.

You can also opt to sent an immediate alert to the Owner and/or a scheduled reminder to the Owner.

See the screenshot for where these settings are located.

Once, you complete all these settings, the Task Action is ready and you can save. The saved Task Action will look like the screen shot. Once Save, you can return at any time to edit the Task Action and it will change the automatic Tasks being created.

Now the Task Action is complete. As mentioned earlier, there are two parts to the Workflow. One is the Action and the second is the Workflow to push the Action through and create the automatic Task. To create the Workflow, click on to the two tools in a cross hair at the upper right corner of the screen to go to the Administrator Setup. then Go to Automation, then go to Workflow Rules.

Next, click on '+Create Rule'.

Select the module that the Workflow Rule will work on. In this case, I am creating a new Task when a new Lead is created so the Workflow Rule is on the Leads module.

Next, name the Workflow Rule and provide a description for the Workflow Rule.

In the next step, you start setting up the Workflow Rule. The firsts step is to decide when you want to execute the Workflow Rule. It can be based on a Record Action. For my example, I will create a Task when a new Lead is Created i.e. a record is created. You can, however, create a Workflow that runs when a record is Edited or 'Created or Edited'. You can also make a Workflow that runs when a field is updated or a record is deleted..

You can also set the Workflow Rule to run when based on a Date/Time based on any date field in the module. You can set the Workflow Rule to execute a specified number of days before or after the date selected as well as specify the time of day to trigger the Workflow Rule.

Lastly, you can trigger the Workflow Rule based on the score that is determine from Zoho SalesIQ. SalesIQ will score a records such as a Lead or Contact based on how that Lead interacts on your website.

When you click Next, you are then able to set criteria for records that will trigger the Workflow or you can opt to have all records trigger the Workflow. In this example, only Leads matching the criteria where Lead Source is Advertisement will trigger the Workflow Rule.

This next screenshot shows where you can select All Records as will be done in this example.

When you click Next, then you can associate the Actions you want to this Workflow Rule. In this blog, I am showing you how to trigger a Task through a Workflow Rule so I will  be showing how to associate a Task Action. You can also associate up to three (3) other Actions to a single workflow as well.

The button on the let in the screenshot is to schedule Instant Actions. I will be using instant Actions in this example. You can also set the associated Action on a schedule (Scheduled Actions). See the screen shot below for where to associate an Action on a schedule.

Next, a dialog window will pop up with the available Actions for that module. Select your Action and Associate.

Next, don't forget to Save your Workflow Rule.

The workflow is now named by the name you gave it and available for your edit if necessary.

Now its time to test your workflow. As an adviser in graduate school once told me, its one thing to make a computer model and its quite another thing to ensure that its working correctly. So test your Workflow Rule and once you are sure its working exactly per requirements, then sit back and let it do all the heavy lifting for you!

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