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Create a follow-up task when a quote is sent in Zoho CRM
The Zoho CRM AI Assistant creates a workflow rule that adds a follow-up task for the record owner when a quote, or a deal, reaches the stage you name, due a set number of days later. It shows the rule first and creates it once you approve.
Zoho CRM AI Assistant is a Chrome extension that opens beside Zoho CRM. Tell it what you want to do in plain language, and it works with your CRM for you. Try Plus free for 14 days, then stay on Free forever.
the problem
The quote goes out and the follow-up depends on memory
A rep sends a quote and means to call in three days. Some do, some forget, and the quote expires with no reply. Everyone agrees there should be a reminder every time, but setting up the rule means working through triggers, criteria and task actions in Setup.
the solution
Name the stage, the task and the delay, approve
Say which module, which stage starts it, what the task says and when it is due:
When a quote's Quote Stage changes to Delivered, create a task for the quote owner called "Follow up on quote", due 3 days later.
The same works for deals: "When a deal's Stage changes to Proposal/Price Quote, create a follow-up task due in 2 days."
It first reads which triggers and actions Zoho allows for that module, then checks for existing rules and task actions that already do this. It shows the trigger, the condition and the task: its subject, its due date and that it goes to the record owner. When you approve, it creates the task action and the rule.
- Reads the module's workflow options, its existing workflow rules and task actions, and its fields.
- Writes one task action and one workflow rule, only after you approve.
- Zoho creates workflow rules active, so the rule runs from the moment it is created. Ask it to switch the rule off if you want to wait.
- The task goes to the owner of the record that triggered the rule. The assistant cannot set a different assignee.
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By hand
Without the assistantNot ready to install? Here is how to do the same thing in Zoho CRM yourself, step by step.
Need more than Max? Contact sales
use cases
Explore use cases
- Current use case
Create a follow-up task when a quote is sent in Zoho CRM
“When a quote's Quote Stage changes to Delivered, create a task for the quote owner called "Follow up on quote", due 3 days later.”
Create a lead assignment rule by country in Zoho CRM
“Create a lead assignment rule called "Europe leads". Country is France goes to Lena Ortiz, Germany goes to Sam Patel and Mia Clarke in turn, everything else to Alex Reed.”
Find out why a Zoho CRM workflow rule did not run
“The workflow "Deal won notice" did not create a task on the deal Warehouse renewal last week. Why might it not have run?”
Turn off an old workflow rule in Zoho CRM
“Find the old reminder workflow on Deals that emails owners about closing dates. Show what it does, then switch it off. Do not delete it.”
without the assistant
How to do it by hand in Zoho CRM
You can do this in Zoho CRM yourself. Here are the steps.
- Open Zoho CRM Setup and go to Workflow Rules.
- Create a rule on Quotes that runs when a quote is edited.
- Add the condition: Quote Stage is Delivered.
- Add an instant action that creates a task, with its subject and due date.
- Save the rule.
One rule is manageable. It gets slow when each module and stage needs its own rule and you first have to check which rules and task actions already exist.
faq
Frequently Asked Questions
Will it change my quotes or deals?
No. It creates a workflow rule and a task action. Once the rule is active, it creates tasks on records that reach the stage from then on. Quotes and deals themselves are not edited.
Will it create tasks for quotes already at that stage?
No. A workflow rule runs when a record is created or edited in the way the rule describes. Quotes already at Delivered get no task unless they are moved to that stage again.
Who gets the task, and when is it due?
The owner of the quote or deal that triggered the rule. The assistant cannot assign it to a fixed user or a manager; change that in Zoho CRM Setup if you need it. The task is due a set number of days after the rule runs, such as 3 days after the quote moves to Delivered.
What does it read?
Which triggers and actions Zoho allows on the module, its fields and stage values, and the existing workflow rules and task actions, so it does not build a second rule that does the same thing. It does not read or change quote or deal records.
Can it be wrong?
It can pick a stage value or trigger you did not mean, for example running on every edit instead of only when the stage changes. The approval shows the trigger, the condition and the task, so check them. Because the rule is active once created, a wrong rule starts creating tasks right away.
Will it work on my Zoho CRM edition?
It needs a Zoho CRM edition and user profile with API access, and it can only do what your profile is allowed to do. Which triggers and actions a module allows depends on your edition, and the assistant reads that first. This use case has not been checked edition by edition yet, so write to us if you want to check yours first.
Want to ask something?
Write to the team at hello@zsetup.com.