How to automate lead profiling
Zoho CRM allows you to automate lead profiling by combining Scoring Rules (to assign points per interaction) and Workflow Rules (to update lead status based on score). The process requires configuring both tools in Setup. In Teeo, one message activates automatic classification instantly.
How to do it in Teeo
“Automate lead profiling: classify as hot those with 3 or more interactions, warm with 1-2, cold with no interactions”
The automation is active and will classify leads automatically in real time.
How to automate lead profiling in Zoho CRM: step by step
Requirements
- ·Zoho CRM has Scoring Rules under Setup > CRM Settings > Scoring Rules. They allow assigning positive or negative scores to leads based on their actions (email open, call, page visit, etc.).
- ·Workflow Rules under Setup > Automation > Workflow Rules allow executing automatic actions when a lead reaches a certain score, such as updating a custom 'Lead Temperature' field.
- ·To implement the hot/warm/cold classification you need: (1) create a custom field in the Leads module for temperature status, (2) configure Scoring Rules, and (3) create Workflows that update that field based on score.
- ·Zia, Zoho's AI assistant, can suggest priority leads, but automatic classification by scoring rules is available on all Professional and Enterprise plans.
Access Zoho CRM settings
In Zoho CRM, click the gear icon (⚙) in the upper right corner to access Setup. You need administrator permissions to configure automations.
Create a custom 'Lead Temperature' field
Go to Setup > Modules and Fields > Leads > Fields. Click 'New Custom Field' and select type 'Picklist'. Name it 'Lead Temperature'. Add three options: 'Hot', 'Warm', 'Cold'. Save the field.
Go to Scoring Rules in Setup
In the Setup menu, find the 'CRM Settings' or 'Automation' section and click 'Scoring Rules'. If you can't find it, use the Setup search bar and type 'Scoring'. Scoring Rules are available on Zoho CRM Professional and Enterprise plans.
Create a new Scoring Rule for the Leads module
Click 'New Scoring Rule'. Select the 'Leads' module. Give the rule a name, for example 'Classification by Interactions'. Click 'Next' or 'Continue' to configure the scoring criteria.
Configure scoring criteria per interaction
Add scoring criteria for each type of interaction. For example: +10 points when the 'No. of Chats' or 'Activities' field is updated, +10 points when a call is logged (Activity Type = Call), +10 points when an email is sent. Configure at least 3 interaction types to reach the required ranges.
Save the Scoring Rule
Review the configured criteria and click 'Save'. The rule will start calculating scores for new and existing leads based on recorded interactions. Scores will appear in the 'Score' field of the Leads module.
Go to Workflow Rules to create the 'Hot' classification
In Setup, go to Automation > Workflow Rules. Click 'New Rule'. Select the 'Leads' module. Name the rule 'Classify Hot Lead'. Under 'When to trigger', select 'On a record action' > 'Field Update' (when the Score field is updated).
Define the condition for Hot lead (Score ≥ 30)
In the workflow conditions section, configure: Score >= 30 (equivalent to 3 or more interactions at 10 points each). This condition will identify hot leads. In the 'Actions' section, select 'Field Update' and update the 'Lead Temperature' field with the value 'Hot'.
Create the Workflow for Warm lead (Score 10-20)
Create a second Workflow Rule for the Leads module. Name it 'Classify Warm Lead'. Configure the condition: Score >= 10 AND Score <= 20 (1 or 2 interactions). Under Actions > Field Update, update 'Lead Temperature' with the value 'Warm'. Save the rule.
Create the Workflow for Cold lead (Score = 0)
Create a third Workflow Rule. Name it 'Classify Cold Lead'. Condition: Score = 0 (no interactions recorded). Under Actions > Field Update, update 'Lead Temperature' with the value 'Cold'. You can also use the 'Score is empty' condition to include new leads with no score yet. Save the rule.
Activate all Workflows and verify they work
Make sure all three Workflow Rules are active (status 'Active'). Go to the Leads module and open a test lead. Log some activities (call, email) and verify that the 'Lead Temperature' field updates automatically based on the accumulated score.
Frequently asked questions
Which Zoho CRM plan includes Scoring Rules?
Scoring Rules are available on Zoho CRM Professional, Enterprise, and Ultimate plans. They are not included in the Standard or free plans. If you have the Standard plan, you should use Workflow Rules with conditions based on activity fields as an alternative.
Can Zoho's Zia automatically classify leads without configuring rules?
Zia, Zoho CRM's AI assistant, can suggest leads with higher conversion probability and prioritize contacts on the Enterprise and Ultimate plans. However, to classify leads with specific labels like hot/warm/cold based on your own interaction criteria, you need to manually configure Scoring Rules and Workflow Rules.
Can I see the lead temperature field in the Leads module list view?
Yes. Once you've created the 'Lead Temperature' custom field, you can add it to the Leads list view. Go to the Leads module > click the columns icon (or 'Customize Columns') > find the 'Lead Temperature' field and add it to the visible columns. This way you can see the classification of all your leads at a glance.