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Scheduled Emails via Zoho CRM Workflows


0:00 Intro
1:33 Create A Workflow Rule
7:01 Customize Workflow Based On A Response
8:25 Displaying Workflow Execution

Tutorial Summary

  • The video guides on scheduling emails through workflows in a Customer Relationship Management (CRM) system.
  • It uses the ‘deals module’ as an example but emphasizes that the method applies to any module where an email address is accessible.
  • A workflow rule is created to send automated follow-up emails when a deal moves to the proposal/price quote stage.
  • The triggering action (editing the deal’s stage to proposal/price quote) is chosen and criteria are set up for which deals should undergo this automated process.
  • Immediate and scheduled email notifications are set up using templates, and the sender is chosen.
  • Multiple follow-up emails are scheduled, with the number of days delay based on the original trigger, not on the previous email.
  • The necessity of ensuring that if the deal’s stage changes (to negotiation, closed, etc.), the scheduled actions are canceled to avoid inappropriate follow-ups, is emphasized.
  • The video demonstrates how to check the scheduled emails on the CRM’s deal record timeline and confirms that if the deal’s stage changes, the upcoming emails are canceled.
  • It concludes by emphasizing the need for careful setup of automation to avoid negative or clumsy interactions with prospects and explains that this method is suitable for deal or lead-focused emails.

Billy Bates

Senior Web Developer

Billy is a Wordpress Developer with an eye for design. His knowledge will help our company website and client sites meet their goals. Billy and his young family have just moved to Ashland Oregon, and are looking forward to exploring the area’s amazing beer, wine, and food. He also has a passion for synthesizers and drum machines.

Lucas Sant'Anna


With a background in Operations Research and Data Analysis, Lucas is a Brazilian programmer that likes to get stuff done quickly and reliably. In previous jobs, he implemented industrial job scheduling, fleet management and detailed long-haul route optimization – among other data-driven processes – to reach objectives of increased profit and reduced wasted resources. His goal is to make Zoho fully automated and with more meaningful data for spot-on decisions.