A Workflow Rule in Zoho CRM is a set of actions, such as email notifications, tasks, or field updates, that run automatically once specified conditions are met. When you build a rule, you choose exactly what should trigger it from three main categories.
Based on a record action
This is the most commonly used trigger type, and covers:
- Create. Fires when a new record is added.
- Edit. Fires when any field on an existing record is modified, or when a specific field or section you choose is modified.
- Create or Edit. Fires on either creation or modification, useful when you want the same action regardless of which happens.
- Delete. Fires when a record is deleted.
Note: Field Update was previously a separate trigger type but is now handled as a form of Edit, since updating a value is itself a kind of edit. Under Edit, you can choose whether the rule should fire when any field changes, or only when a specific field you select changes.
Based on a date field's value
For every record matching the rule's criteria, the rule fires on a recurring basis, monthly or yearly, based on the value of a date field you select, such as a contract renewal date or an anniversary.
Based on a score value
Where lead or record scoring is in use, a rule can fire when a record's score increases, decreases, or is updated in any way.
Note: You choose one of these three trigger categories when you create the rule, and this choice cannot be changed later by editing the rule. If you need a different trigger type, you'll need to create a new rule.
Other trigger options worth knowing
Zoho CRM has also added the ability to trigger rules based on the addition of Notes to a record, useful for automating a response whenever someone logs a note, and Time-Based Actions, which let a single rule schedule follow-up actions to run a set number of hours, days, or weeks after the initial trigger, rather than everything firing at once.
Need help? 1 Cloud Consultants can help you choose the right trigger type and design a Workflow Rule that actually fires when and how you expect.
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