Automation is simply an automatic action that perform some task that you want. In Zoho Crm they have the automation tool to automate things as per your requirements.
Example :
When you add a deal, You just wan’t to have the deal detail in your database too. what would you do ?
Off course you will use automation. Because there is no way that zoho crm talk with your server. You have to make an automation rules with which you will just call it when a new deal has been added and it will call automatically every time.
To make an automation rule is very easy. You can follow the steps below to make a rule of automation.
Zoho Automation With Us In Only $10
Step 1:
First you have to signin in your zoho crm by entering your email address and password. Like i’m showing in image belwo.
Step 2:
After login, Click on the settings icon and then click on the step link. Like you can see the image below.
zoho setup
Step 3:
After clicking on setting, You will see different type of section to interact. There will be an automation heading and will have workflow rules too. Like you can see in the image below.
setup settings
Step 4:
When you’ll click on the WorkFlow Rules, This option will take you to the main workflow rules screen. In this screen you will have an option to create workflow rule. Click on it. Please see the image below and click on the option in your crm that is highlighted in image.
Workflow rules zoho
Step 5:
When you will click on Create Rule, Popup will be open and will ask the follow detail
- Module *
- Rule Name *
- Description
Popup will ask you for the module. This is the most important option you have to select. In simple words, You have to tell on which module you wanna make the Automation. Right now we are making a rule for Deals.
So we will select the Deal from the options.
Second one is Rule name, You can give any name to this rule. It is just a name like we give a file name every day.
The third one is description, and it is optional. You can write some detail of that rule so if another day a third person came to see that rule he will just read out the description to understand what this rule do exactly.
So fill all three fields and click on the next button. Like you can see in image below.
rule create popup
Step 6:
When you click on NEXT, It will take you to a portion where you will define the rule in detail.
There will be three parts of workflow while you create a rule
- When
- Conditions
- Instant Actions
When:
First you will tell the system, When you wan’t to execute this rule. You will have two options.
1. On a record action.
2. On a Date/DateTime.
You will select the first one, Because another one will be disabled to select. Because this option is for another module and it will be available to select in other module. Now after selecting first option it will ask on which action your rule would be called ?
You will have 3 options like below.
- Create
- Edit
- Create or Edit
Right now we wan’t rule to be called when ever the Deal is created. So we will select the first option. And will click on Next button. Like you can see clearly in image below.
when zoho workflow rule
Condition:
Now system will take you to the conditions step. This step usually show you on which condition the rule should be go forward. You will have two option from which you can select one of them.
- Records Matching the Conditions
- All Records
First option explain it self. On what condition you wanna run the rule forward. And when you’ll click on it, It will show you the drop-down in which all the fields will be available. And you will be easily make the condition that, If the deal added with the name John then this rule should go forward otherwise break on when deal don’t have the name John.
2nd option is quite simple, Rule will go forward when ever the deal is added.
We are going with the first option and have setup the condition. As you can see the image below to understand in a more easy way.
condition rule workflow
Instant Actions:
The last one would be Instant Actions where you will define what you wan’t if all things happen that you have told in last steps. You would have the options in instant options like i’ve attached a screen shot below.
zoho instant actions
Note : If your account is using Free package then you would only see two option. Send Email & Tasks.
Now, Because of we wan’t to store the deal information in our database, We will pick & click the Webhook option. You should know about webhooks, If not just keep in mind when any action is made and on certain condition when an specific re-action is done it would be called as Webhook.
When you will click on the webhook option. There will be a popup will show all the webhooks that has been made in past. And will also show you the New Webhook option to create a new webhook. Like you can see in image below clearly.
new webhook create
When you will click on the New Webhook. It will show a popup screen as you can see image below.
new webhook make
New Webhook simply ask you the following things
- Name
- Url to Specify
- Method
- URL Parameters
Name : This is only the name of that newly made webhook. It could be any thing like New_Webhook.
Url to Specify : You will put your link on which you wan’t to receive the data that will come from zoho.
Method : It is simply a method of POST & GET, You can receive data easily with one of the method.
URL Parameters : You would select all the parameters you wanna receive when webhook will be called. Like Deal name , Deal Id, Stage.
After filling all these information click on the Save & Associate. Now you rule is ready and it would always be called when new deal will be added and if they have the certain conditions met that we have described in Conditions. Then your url would get the data from zoho crm and you can store that data in to your database easily.
