Zoho CRM | Send automated messages for the Meetings/Tasks/Calls modules

Create custom workflow rules to send an automated message for the Tasks, Meetings and Calls modules.

Create custom workflow rule for automated messages for Meetings/Tasks/Calls modules

1. Log in to Zoho CRM.
2. Click on the ⚙️ Settings icon from the left-side menu bar.
3. Click on Workflow Rules (under Automation).

4. Click on the Create Rule button.

   

5. In the pop-up window, configure the rule:
   • Module: Select a Module where the workflow will take place e.g. Meetings
   • Rule Name: Enter a Rule name e.g. Trigger SMS for Meeting

   • (Optional) Description: Enter a description to easily identify the rule e.g. Meeting confirmation message

     

6. Click on the Next button.

7. In the workflow screen, select when to execute the rule e.g. trigger an SMS when a new Meeting is created. To do this, select Record action and Create.

   

8. Click on the Next button.

9. Select which meetings you would like to apply the rule to:

   • Meetings matching certain conditions
   • All Meetings

   

10. Click on the Done button.

11. From the Instant Actions drop-down menu, select Send Smooth SMS.

    

12. In the pop-up window, configure your SMS workflow:
    • Workflow SMS Description: Enter a description to easily identify the workflow.
    • Who should be notified of replies?: By default, this field will populate with Owner of each record. Use the drop-down to select Me if you (user creating the workflow) would like to receive all reply notifications.
    • From: By default, this field will populate with Record Owner's Number. Use the drop-down to select a different Sender ID number to send your message.
    • Number to send to: Use the drop-down to select which number field to send to. You can choose between the Mobile or Phone field of the record related to the Meeting (the related record can be a Contact, Deal, Lead, or Account).

    • Record to link to: This field identifies where to log workflow activity. By default, this field will populate with Events, which will log any activity on the lead record. 

      (Optional) If you use the drop-down to add Send To User, a new Send To User - enter User ID field will appear and populate with #Owner.Id. This links the assigned record owner so they'll be notified of any messaging activity e.g. when a reply is received.

      

    • Message Template: Compose your message here, using the merge field drop-downs to insert dynamic content. Merge fields must match the record type related to the Meeting (Contact, Deal, Lead, or Account). For example, using a Deal merge field on a Meeting linked to a Contact will show as blank or "unsupported field."

    • Attachments: Add or drop file attachments.

      

    • Advanced Settings
      • Skip Duplicate Check: By default, duplicate messages are blocked from being sent to the same number. To continue blocking duplicate messages, keep this box unchecked.
      • Skip Reschedule Check: Holds a message from being automatically sent outside a predetermined time frame e.g. outside business hours. To avoid sending messages outside of this time, keep this box unchecked.

      • Drip SMS cancel on prior reply: If you're sending an automated Drip SMS Sequence, checking this box will stop any subsequent drip messages from sending if the contact responds. 

        If you're sending to a large volume of recipients, you may want to stagger your send - particularly if you're forwarding the replies to a mobile or want to be able to manage replies via the inbox to avoid receiving too many responses at the same time.

      • Campaign: If applicable, you can select a campaign name from the drop-down.

      • Manually input Campaign Id: If applicable, you can manually paste your campaign ID.

        

13. Click on the Save button.
14. Enter a Name for the Instant Action.
15. Click Save and Associate.
16. Click on the Save button in the bottom-left corner to confirm and activate your workflow.