How to Automate Event-Triggered Workflows in Zoho CRM: Step-by-Step Guide

Zoho CRM is a powerful tool that enables automation of routine tasks through event-triggered workflows. These workflows help teams stay informed and efficient by sending alerts when specific events occur—like a new lead entering the system or a contract nearing renewal.

In this guide, you’ll learn how to configure email templates and set up workflow rules to automate internal notifications based on CRM activity.

What Are Event-Triggered Workflows?

Event-triggered workflows in Zoho CRM allow you to automate actions such as:

• Sending alerts when a new lead is created
• Notifying teams when a deal stage changes
• Reminding staff about upcoming task deadlines
• Alerting account managers before a contract renewal

These automations help your team respond quickly and reduce manual follow-up.

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Step 1: Configure Email Templates

Before workflows can send notifications, you need to create email templates:

1. Go to Setup > Customization > Templates
2. Click New Template and select the relevant module (e.g., Leads, Deals, Accounts).
3. Choose a blank template or start with a standard one.
4. Add your content:
   • Use merge fields (e.g., #First_Name, #Company) to auto-fill record data.
   • Include a CTA button linking to the specific CRM record. Use the record’s unique ID in the URL.
   • Format the visuals to match your brand (optional).

💡 Pro Tip: Include the recipient’s name using user merge fields like #User_First_Name for a personal touch.

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Step 2: Set Up Event-Triggered Workflows in Zoho CRM

Now that you have your templates, attach them to workflow rules triggered by specific CRM events.

New Lead Notification

• Module: Leads
• Trigger: On record creation
• Condition: Lead status is “Not Contacted”
• Action: Email sent to lead owner using the “New Lead Notification” template

Deal Stage Change Alert

• Module: Deals
• Trigger: On field update (Stage)
• Action: Email sent to deal owner’s manager using the “Deal Stage Change Notification” template

Task Deadline Reminder

• Module: Tasks
• Trigger: 1 day before the due date
• Condition: Status is not “Completed”
• Action: Email sent to task owner, their manager, and creator using the “Task Deadline Reminder” template

Contract Renewal Notification

• Module: Accounts
• Trigger: 30 days before the “Contract Renewal Date”
• Action: Email sent to account owner using the “Contract Renewal Reminder” template

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Tips for Success with Event-Triggered Workflows in Zoho CRM

• Keep email templates simple and focused, especially for internal use.
• Test workflow rules with dummy records to ensure accuracy.
• Use visual formatting in templates to highlight key information like deadlines or client names.