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Workflow Rules for Emails, Tasks Assignment, Record Fields in Zoho CRM

Managing a growing business can be challenging. As an SME business owner, you have a lot on your plate – you track marketing campaigns, sales, customer interaction, and more. Great news, though, is that with Zoho CRM , you can create workflows to automate tasks and emails!

If you are asking, how do I create a workflow rule in Zoho? This article is for you. You will also learn how to create Zoho automated emails alongside other task assignments and record field updates.

What are Workflow Rules in Zoho?

Workflow rules are instructions that can help you streamline your workflows and properly assign and automate certain actions based on specific conditions.

For example, you can create a rule that automatically assigns a task to a certain user when a record is created in your Zoho CRM. You can also create rules that send out email notifications or create tasks when certain conditions are met.

For those asking, how do I create an email workflow? The next section will show you how.

How to Create a Zoho CRM Email Workflow Rule

If you’re not already using Zoho CRM’s email workflow automation rules, here’s a quick primer on how they work and how you can use them to automate your routine tasks. The following steps will show you how to automate emails in Zoho.

Step 1: Enter Basic Details

  • From your Zoho CRM dashboard, click All Tabs on the menu bar, and select Setup. Next, go to Automation and then Assignment Rules.
  • Click Create a New Assignment. A small window will open up, which allows you to choose a module, rule name, and assignment description. For the module column, select Contacts if you’re sending to existing clients and Leads if you’re responding to new inbound traffic. Then, add the name and description for the new rule.
  • Select Next. This stage in the workflow allows you to select when to send out the emails.

Step 2: Define Rule Trigger

A rule trigger is an automated action performed when a record meets certain conditions. You can set the rule trigger with these steps:

  • Depending on when you want the email to move out, you can select On a record action or On a date/date time. The earlier option sets the trigger to specific events or actions from the customer, while the latter sets off the trigger at a specific date and time.
  • For this example, we’ll select On a date/date time.
  • On the data/date field, you can select a day of the month to schedule the message. You can also select custom dates, like subscription dates and birthdays.
  • Select the execution day. In this example, we have set the execution day two days before the due date since it’s a Subscription reminder email.
  • Also, select the exact time and how often you want to send the message.
  • Once you’ve set the time, Select Next to go to the next stage of the setup.

Step 3: Setup a Workflow Condition

This stage allows you to select which records you want to execute the trigger rule for. In other words, you can select which contacts the trigger should apply to. You select between all records if it applies to all contacts or records matching the conditions to handpick the recipients.

Step 4: Define Actions

This step allows users to select a due date for the setup to take effect. Such an option makes scheduling feedback emails possible.

  • Confirm the details of the email
  • On the Email Template field, select an email template or click Create Template to develop a new one.
  • Confirm the receipt
  • Select Save and Associate to

What is Assignment Rule in Zoho CRM?

In Zoho CRM, an assignment rule is a feature that lets you assign and schedule responses to different things that customers and clients do.

To set up an assignment rule, you first need to define the criteria used to determine which records should be assigned to which users or teams. Once you have done this, you can specify which users or teams should be assigned to which records.

How to a Workflow to Automate Assignments Using Zoho

If you’re asking, can I create tasks using a workflow? The answer is yes. You can use workflow rules to create tasks when certain conditions are met. Here’s a guide on how to go about that.

  • From your dashboard, select All Tabs > Setup.
  • Click on Automation > Assignment rules.
  • On the Create New Rule window, select Potential from the Module field. Also, input a task name and description in appropriate fields. Click Next to proceed.
  • On the new window, choose the On a record action option. From the list, select Create or Edit. That way, you can execute the trigger when the potential is Closed Won. Click Next to segue to the following step.
  • At this point, choose “Records matching the conditions.” That way, you can set your trigger to respond to specific actions.
  • Browse through the options to select a preferred trigger action. In this case, we selected Closed Won. Select Next to move to the following step.
  • Confirm the date you wish to execute the task. For instance, you can choose to launch the message three days after the trigger action from the client.

Finally, select Save and Associate.

Start Automating Your Emails and Tasks Assignments with Zoho CRM

Now you know that Zoho CRM is the go-to if you want to manage workflow and customer communication from one place. You do not have to understand technology because the software is easy-to-use with a simple interface for anyone to follow.

And if you’re asking, how many workflow rules can be created in Zoho CRM? There is no limit to the number of workflow rules you can have in Zoho CRM. You can create as many workflow rules as possible to automate your business processes. You’re not sure how many workflows you need to optimize your business operations? Ask a Zoho CRM consultant for help.

Video Tutorial: Workflow Rules for Emails, Tasks Assignment, Record Fields in Zoho CRM

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ZOHO CRM – Assignment Rules

Did you know that you can create rules to automatically assign records to your users based on criteria?  A great example of using this feature is setting up Lead Assignment Rules.  There are Three parts to defining an Assignment Rule.

what is assignment rules in zoho crm

… an example would be when the rating is changed to “Active” the record is assigned to a new owner

PART II: Owner – which user is assigned

… This can be a straight assignment to a selected user, or you can choose a “Round Robin ” assignment to a group of users, by User, Role or Group.

PART III: Follow-up Task – creates a task for the assigned user.

You can also create multiple rules, so you can have a scenario where you assign to users based on geography (state, Zip Codes, etc…)

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Zoho CRM – Scoring Rules

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what is assignment rules in zoho crm

Complex Assignment Rules Config via Zoho CRM Modules

  • Chad Clayton
  • Difficulty: Intermediate
  • Estimated reading time: 30 mins

Potential Scenario for Use

Imagine you are trying to process Leads from all over the country or all over the world. You have a Creator Form on your website that people are filling in with several fields like their Country, State, Preferred Language, the type of product/service they’re interested in, etc. You need to assign those Leads out to 50+ different salespeople with specific regional, product, or even language-based criteria.

‘Salesperson A’ might be in charge of Texas leads for Product A in English. ‘Salesperson B’ might be in charge of Texas leads for Product A in Spanish. But also for Montana, Arizona, and Louisiana. But someone else is responsible for Product B in those areas. And someone else is responsible for Product C in the whole country! This could go on and on and get extremely complex.

Accounting for all these assignment rules can become extremely tedious. Most companies elect to hard-code in their assignment rules because that’s the quickest solution. If your company is small or if you know that none of the rules/criteria will be changing in the future, hard-coding isn’t a terrible solution. But if you’re trying to scale your business or if things are changing or if you’re coming at this already with hundreds of employees, you need a more flexible, scalable assignment system. That’s what this code is–a way to create and manage a potentially infinite number of assignment rules through a CRM Module with Subform, then process them all to achieve accurate assignment with a simple Deluge script.

Advantages of this technique

  • Can scale to accomodate hundreds and thousands of assignment rules.
  • The concept and script are fairly simple.
  • Can establish tiers of assignment (i.e. if it doesn’t find someone to match exactly, it finds the categorical match)
  • Can easily be jerry-rigged to do something other than owner assignment.

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1 2 3 →

The Process

  • Zoho Creator

General Steps

  • Create Custom Module for Users/Assignees
  • Make a Subform in that Module with the form’s Assignment Criteria as columns
  • Populate the module with Users and Assignment Criteria subform rows
  • On form submission, parse the Users to find a criteria and assign to that User

We’ll go into greater detail with some screenshots below.

1 and 2 – Create the Module and Subform (see Screenshot A in files)

For the module itself you only need basic fields related to assignment. In this case we’re just doing a User lookup called ‘Related User’. This will be who we ultimately assign records to that match the criteria. We’re calling the module ‘Representatives’.

For the subform, add all your choices as Multi-Selects for the best user experience. Here we have some Products (just a picklist, not a Product module lookup), Countries, U.S. States, and Languages. These are our assignment criteria, so we call the subform ‘Assignment Criteria’.

NOTE: Add ‘ALL’ as an option in all Assignment Criteria column picklists. This is how we’ll do tiered-assignment.

3 Add some records and Assignment Criteria configurations (see Screenshot B in files)

Here we’ve added 3 Representatives and some Assignment Criteria for each. Notice how Chad is only responsible for Bicycles in certain US States and in Canada. He is responsible for English and Spanish. Jay is responsible for Model Trains and Suntan Lotion across 3 Asian countries and he’s responsible for the language of 日本語. Then we have Peter. He is assigned to ALL of everything. This is the secret of tiered assignment and will make more sense once you look at the code.

The simple explanation is this: The script will check the form submission for an exact criteria match and if it finds one it will assign to that Representative. If it doesn’t find an exact match, it will choose a categorical match from ALL. We’ll run through a few specific examples when we talk about the code below.

4 Add the ‘criteriamatcher’ script to your Creator Form as an ‘onSubmit’ action (see Screenshot C in files)

Here we’ll get into the code itself.

First we get the Representative records from CRM and set a control variable. If ‘truerepid’ is still “Doesn’t Exist” by the end, we will know that there was no exact match found.

Now we have our repid and can assign to that Representative when we create the record.

Lastly we’ll add a check to alert us in case there is no match at all.

And that’s it! Let’s run through a few examples to help understand the logic of the assignment.

Assignment Examples

Want this functionality, but don't want to do it yourself, need help with your zoho system.

what is assignment rules in zoho crm

Related Resources

How to Assign Leads directly in Zoho CRM?

  • January 2, 2017

For every organization working with B2B or B2C industry, Leads are one of its primary resources. They play one of the most important role in any organization’s Sales and Marketing department. Leads can be obtained through various resources – extensive marketing campaigns, seminars, trade shows, etc. Your approach on how your organization is managing these Leads, extensively determines your success rate.

While the terminology might differ across different CRMs, the basic lead management cycle remains the same everywhere. Anyone who shows any interest in your product is a Lead for you. Now your task is to assign these Leads to your Sales Reps and let them filter out the good ones out of the entire lot. Validate the Lead and analyze what opportunities are available with that Lead. Then follows the whole journey of converting these Good Leads to Potentials and then to a Customer.

Zoho CRM simplifies this entire Lead Assignment process through its Assignment Rule process, as explained below:

  • To setup assignment rules:

Click Settings > Setup > Automation > Assignment Rules.

  • In the  Assignment Rule  page, select a  Module  from the drop-down list and click  Create Rule .
  • In the  New Rule  page, enter the  Rule Name.
  • Click  Save .
  • In the  [Module] Assignment Rule  page, click  Create Rule Entry.
  • In the  Rule Entry page, do the following:

1. Criteria:  Enter criteria for the rule entry.

Record Owner:  Choose one of the options to assign owner to the record.

(i)  Assign To : Select the user who should be assigned as the owner of the records.

(ii)  Assign   to users in Round robin : Select  Users ,  Roles  or  Groups  from the drop-down list. Records will be assigned to the list of selected users.

  • Click  Settings  > Setup  >  Automation  >  Assignment Rules

Generally, when records are generated through Web forms, they will be directly assigned to the user as per the Assignment Rules.

You can select the users based on the following options:

  • Users: From the total list of users you have, select the user to whom you want to assign the Leads.
  • Role: You can choose a specific Role and all Users listed under that Role will be listed.
  • Group: You can have a predefined Group and all users in that group will be listed.

Limitations:

  • Maximum 25 criteria can be added for each rule entry.
  • 1 User can have only 1 rule at a time.
  • Assignment rules only work for Leads generated through Import Toll and Web-to-Form.
  • Assignment is not allowed for manual lead/contact creation.

So, let’s say you have specific Sales Reps looking after Leads from paticular countries. Say, Patrick looks after USA Leads, Sam after UK Leads, Ara after Germany Leads and so on. Accordingly, you can set up the Assignment Rules and when the Leads come in, they will be automatically assigned to the Sales Rep based on how you have set up the Assignment Rule.

So, whenever a Lead from Germany comes in, Ara will be automatically notified and the Lead will be assigned in her name and she can continue further communication and lead evaluation. So now you can easily simplify your life and when you are out of office, you no longer need to worry about assigning the Leads.

If you want to take your business to the next level by integrating your Zoho CRM to your ERP then click here!

You may also like: Major Updates of ZOHO CRM 2016 Sync your Zoho CRM Leads to MailChimp Learn how to connect Outlook to Zoho CRM

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5 Best Open-Source CRM for 2024

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  • Best overall open-source CRM: SuiteCRM
  • Best for integrating native and third-party apps: Odoo
  • Best open-source CRM supporting e-commerce: OroCRM
  • Best open-source with CMS tools: HubSpot CRM
  • Best open-source CRM for international clients: YetiForce

Open-source CRM software is any CRM with the niche functionality of allowing its source code to be publicly available for any user to make changes or customizations to it. Organizations that choose an open source software over closed source are typically capable of advanced tech coding and are after the benefits of being able to customize their platform and solution at an affordable price.

Top open-source CRM software comparison

Open-source CRMs are downloadable software that users then sort and code on their own to fit their specific needs. These options we compare below also offer hosted CRMs that are subscription based, ready-to-go and come with the features and tools prebuilt on the platform. The best open source CRM offer modern API for coding, vast scalability and both preset and customizable modules to manage pipelines and data.

Cost to download open source platform*

SEE: For more information, check out our full CRM feature comparison .

SuiteCRM: Best overall open-source CRM

SuiteCRM logo.

SuiteCRM is a great all-in-one open-source CRM that prioritizes giving users a 360-degree view of their customers and business as a whole. SuiteCRM supports a range of features that can be customized with sales, case management, workflow and configuration tools. SuiteCRM’s open-source capabilities ensure users with the technical expertise and community support can adapt their features to build out entire sales processes end-to-end.

  • Open source community tier: Free to download.
  • SuiteAssured: Hosting platform, contact for quote.
  • Configuration studio: Add new fields, customize layouts and create new modules with their system admin tools.
  • Activity management: Automate and track touchpoints with clients with their calls, meetings, tasks and notes modules.
  • Report module: Build, auto-generate and schedule reports based on real time data from any module within the CRM ( Figure A ).

Screenshot of SuiteCRM's report scheduling feature.

SuiteCRM Pros & Cons

Odoo: best for integrating native and third-party apps.

Odoo logo.

Image: Odoo

Odoo’s open-source development offers a broad range of applications to be integrated into one tool. This can be cost-effective, especially since organizations don’t need to purchase multiple platforms that are unconnected. Odoo’s free version only allows one app for unlimited users, which might be limiting depending on what you’re needing a CRM to handle. Instead, the standard and custom tiers allow access to thousands of applications for finance, sales, marketing, HR, inventory and productivity tracking.

  • Community open source: Free to download.
  • Enterprise hosting: Contact for quote.
  • One app tier: One app download for unlimited users.
  • Standard tier: $24.90 per user per month for unlimited apps through Odoo online.
  • Custom tier: $37.40 per user per month for unlimited apps through Odoo online, on-premise.
  • Lead mining: Generate new leads who match an ideal customer profile and have them merged into an Odoo database.
  • Assignation rules: Define unique rules and triggers to assign and route leads to specific sales teams or individual reps.
  • 360 degree visibility: Uncover what pages leads visited on a website, what emails or meetings they engaged in and more ( Figure B ).

Sample productivity view with Odoo.

Odoo Pros & Cons

Orocrm: best open-source crm supporting e-commerce.

Oro logo.

OroCRM’s open source offering makes Oro products more accessible and innovative, especially for B2B eCommerce organizations. This solution helps organizations move online for the first time to support physical locations with a digital channel while maintaining operations by tracking all sales activities. Industries like automotives, industrial parts and medical supplies can all use this open source platform to sync digital, marketing, sales and IT teams in one hub.

  • Open source: Free to download.
  • OroCloud hosting: Contact for quote.
  • Recency, frequency and monetary analysis: Identify top customers based on how recently, how often and how much they spend on purchases.
  • Account management: View and manage all accounts, interactions and information from one dashboard.
  • Performance dashboards: Track team and individual performance in segmented campaigns or opportunity close rates with workflows ( Figure C ).

Screenshot of sample performance Oro dashboard.

OroCRM Pros & Cons

Hubspot crm: best open-source with cms tools.

HubSpot logo.

HubSpot’s free tools are robust, making it a great general CRM. Though the CRM platform itself isn’t open source, it’s integrations are developer-friendly. Users can build an application on their app marketplace, create a custom integration with access tokens and then code directly on that app. There’s also the ability to design a website with your own developers and frameworks in the HubSpot CMS feature.

  • Free CRM: Free for up to 2,500 users.
  • Starter: $20 per 2 users per month, billed annually, or $30 when billed monthly.
  • Professional: $1,600 per 5 users per month, billed annually, or $1781 when billed monthly.
  • Enterprise: $5,000 per 10 users per month, with an annual commitment.
  • Lead prospecting: Manage incoming leads and sales opportunities from one personalized prospecting workspace.
  • HubSpot AI: Use AI-powered tools to create sales and marketing material.
  • Email templates: Create templates from effective sales emails to share with a team ( Figure D ).

Screenshot of sample HubSpot email template.

HubSpot Pros & Cons

SEE: For a similar CRM to HubSpot, check out the best enterprise CRM software .

YetiForce: Best open-source CRM for international clients

YetiForce logo.

Yetiforce offers an easy 5-step process for downloading and registering their open source CRM. This includes access to documentation on how to properly configure the functionalities available on the system as well as granting access and language settings. Yetiforce comes with 80 ready-to-use modules that can be freely configured in their modern API. Their sales, marketing, support and logistics tools support users from across the globe and 35+ languages.

  • Open source: Free download with paid add-ons.
  • Online store: Store all data and analytics at once in a central system that’s controlled through configurations.
  • International entry: Access account or client data online from anywhere in the world.
  • Customer portal: Exchange data and information directly from a fully integrated portal ( Figure E ).

Sample sales dashboard on the YetiForce CRM.

YetiForce Pros & Cons

How do i choose the best open-source crm software for my business.

Now knowing some of the top open-source CRM in the market to date, their core features, pricing and more, it’s time to start looking into which software would best fit your organization. All of the CRMs on this list offer a free trial and have sales teams to help guide you through their purchasing and onboarding process.

Below are some questions to consider when selecting an open source CRM:

  • What in-market industry specialization does the software have?
  • Do their services match your allocated budget for an open source CRM?
  • Does your organization have the technical expertise for their open source software?

SEE: For more information on CRM benefits and how to implement the platform, check out our piece on how a CRM can help your small business grow .

Review methodology

We reviewed and scored each open source software against an inhouse rubric with outlined criteria and subcategories of standard CRM features and offerings. Using that rubric and algorithm to determine an overall star rating, we determined each CRM software’s ideal use case.

Here is a breakdown of the scoring criteria we followed:

  • Cost: Weighted 25% of the total score.
  • Core features: Weighted 25% of the total score.
  • Customizations: Weighted 15% of the total score.
  • Integrations: Weighted 15% of the total score.
  • Ease of use: Weighted 10% of the total score.
  • Customer support: Weighted 10% of the total score.
  • What Are Data Governance Tools, and How Do They Work?
  • 9 best data science tools and software of 2023
  • 8 Best ETL Tools and Software of 2023
  • Hiring kit: CRM developer
  • Big data: More must-read coverage

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Assignment Rule Operations

IMAGES

  1. Setting up Assignment Rules

    what is assignment rules in zoho crm

  2. Assignment Rules & How Best To Use Them in Zoho CRM

    what is assignment rules in zoho crm

  3. How-to Videos

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  4. Setting up Assignment Rules

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  5. Zoho Go! Zoho CRM: Lead Assignment Rules

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  6. Learn to create Assignment Rules in Zoho CRM| Demo

    what is assignment rules in zoho crm

VIDEO

  1. How to Create Layout Rules in Zoho CRM

  2. Case Assignment Rule

  3. Zoho CRM Layouts & How to Use Them

  4. Zoho Social-Zoho CRM Integration Webinar

  5. How To Use Zoho CRM 2023

  6. [ Trailer ] Zoho CRM Tutorial: Deals Tab Walkthrough

COMMENTS

  1. Setting up Assignment Rules

    Zoho CRM's assignment rule tool is designed to let you automate the lead assignment process by defining rules based on which leads are assigned to a set of reps.

  2. CRM

    Zoho CRM's assignment rule tool is designed to let you automate the lead assignment process by defining rules based on which leads are assigned to a set of reps.

  3. Assignment Rules & How Best To Use Them in Zoho CRM

    Still have some questions? Register for our FREE office hours to get 1-on-1 time with a Zoho Expert: https://bluroot.ca/office-hours/Zoho CRM Assignment rule...

  4. Learn to create Assignment Rules in Zoho CRM| Demo

    With Zoho CRM Assignment Rules you can ensure that the leads are assigned to the right person. When you receive a lead, Zoho CRM assignment lead function will help you send the lead...

  5. Zoho One: How To Set Assignment Rules in Zoho CRM

    © 2023 Google LLC In this video, you'll learn how to set assignment rules in Zoho CRM. Assignment rules help you automatically assign records to users in your CRM based on a s...

  6. How to create a workflow rules in Zoho CRM

    Step 1: Enter Basic Details From your Zoho CRM dashboard, click All Tabs on the menu bar, and select Setup. Next, go to Automation and then Assignment Rules. Click Create a New Assignment. A small window will open up, which allows you to choose a module, rule name, and assignment description.

  7. ZOHO CRM

    By Suzanne Kirkland November 24, 2017 No Comments Did you know that you can create rules to automatically assign records to your users based on criteria? A great example of using this feature is setting up Lead Assignment Rules. There are Three parts to defining an Assignment Rule.

  8. Contact Assignment Rules

    Assignment rules help you automatically assign the records to users in CRM. The assignment rule is applicable only for the leads, contacts, cases and records in custom modules that areimported or the ones that are captured through web forms.

  9. Automation-Assignment Rules

    Assignment rules help you automatically assign the records to users in CRM. The assignment rule is applicable only for the leads, contacts,tickets and records in custom modules that are imported or the ones that are captured through web forms.Based on the organization-wide record distribution process or round-robin process, you can automatically assign owner to the records.

  10. Trigger Workflow and Assignment Rule via Deluge in Zoho CRM

    To trigger assignment rules on record creation, first, you need to get the assignment rule ID (you can get it from the URL of the assignment rule), and put it in a map with "lar_id" as the key, and the assignment rule ID as the value. Then, insert it as a parameter at the end of your Deluge task. If you wish to trigger both workflow and ...

  11. Complex Assignment Rules Config via Zoho CRM Modules

    General Steps. Create Custom Module for Users/Assignees. Make a Subform in that Module with the form's Assignment Criteria as columns. Populate the module with Users and Assignment Criteria subform rows. On form submission, parse the Users to find a criteria and assign to that User.

  12. How to Assign Leads directly in Zoho CRM?

    Zoho CRM simplifies this entire Lead Assignment process through its Assignment Rule process, as explained below: Click Settings > Setup > Automation > Assignment Rules. In the Assignment Rule page, select a Module from the drop-down list and click Create Rule. In the New Rule page, enter the Rule Name. Click Save.

  13. Assignment Rules API

    You do not have the permission to read the assignment rules. Resolution: Contact your administrator. INVALID_URL_PATTERN HTTP 404 The request URL has syntactical errors. Resolution: Correct the syntactical errors in the request URL.

  14. How to Edit Assignment Rules in Zoho Desk

    The client can edit the assignment rule as follow: Click the Setup icon ( ) in the top bar. In the Setup Landing page, click Assignment Rules under Automation . And by clicking an existing rule, you will be able to see the below layout after closely following mentioned steps. You may edit the Rule Name and Description of the rule.

  15. Zoho CRM Review 2024: Pricing, Features, Pros & Cons

    We explore the features, pros and cons of Zoho CRM, one of the leading customer relationship management software on the market. Zoho CRM's fast facts Overall score: 4.3 Pricing: Offers a free ...

  16. Top HubSpot Alternatives Of February 2024

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  17. Assignment Rules Samples

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    More on the possible assignment rule operations that can be made to a custom app that is developed through the TypeScript SDK for Zoho CRM.

  20. Zoho Workerly

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