Macros in Zoho CRM allow you to define a set of actions — such as sending an email, updating a field, or creating a task — and apply them to one or more records in a single step. Instead of manually performing the same sequence of actions on each record individually, you can run a macro to execute all of those steps simultaneously across an entire selection of records. This saves time, reduces errors, and ensures consistency across your CRM processes.

What Actions Can a Macro Perform?

A single macro can include multiple actions executed in sequence. The actions available within a macro include sending an email using a template, creating a task and assigning it to a user, updating one or more field values on the record, and triggering a webhook to an external system. You can combine any number of these actions within one macro to replicate a complete workflow step.

Creating a Macro

1. Navigate to Setup. Go to Automation and select Macros to open the macro management area.
2. Create a new macro. Give the macro a descriptive name and select the module it applies to (Leads, Contacts, Deals, and so on).
3. Add actions. Define each action the macro should perform. For example, add an action to send an email template, then add a second action to create a follow-up task assigned to the record owner.
4. Save the macro. The macro is now available for use within the relevant module's list view.

Applying a Macro to Records

To apply a macro, go to the list view of the relevant module, select the records you want to apply it to using the checkboxes, and then choose the macro from the Actions menu. Zoho CRM will execute all the defined actions against each selected record. You can apply a macro to a single record or to multiple records simultaneously, making it particularly effective for bulk processing tasks such as following up on a batch of new leads.

Auto-Suggested Macros

Zoho CRM's AI engine, Zia, analyses your usage patterns and can automatically suggest macros based on actions you regularly perform together. For example, if Zia notices that you frequently send a specific email and then create a follow-up call on a certain type of record, it may suggest a macro that combines those two steps. This helps surface useful automations without requiring you to identify the pattern yourself.

Sharing Macros with Your Team

Macros can be kept private for your own use or shared with specific users, roles, or the entire organisation. Sharing a macro ensures that your team follows a consistent process when handling particular types of records, without each person having to create the same sequence of actions manually.