How to create a nurturing sequence
In Zoho CRM, nurturing sequences are created using Workflow Rules with scheduled actions, under Setup > Automation > Workflow Rules. Each message (day 7, 14, 21) requires a separate rule with its email action. The full process takes approximately 40 minutes. In Teeo, you describe the sequence in a message and it's configured.
How to do it in Teeo
“Create a nurturing sequence for leads that haven't responded in 7 days: value message at 7 days, success story at 14, offer at 21”
The sequence is set up and will activate automatically for leads that meet the condition.
How to create a nurturing sequence in Zoho CRM: step by step
Requirements
- ·In Zoho CRM, nurturing sequences are built with Workflow Rules under Setup > Automation > Workflow Rules. Each step of the sequence requires an independent rule.
- ·Scheduled Actions within Workflow Rules allow you to send automatic emails N days after the rule condition is met.
- ·For more complex sequences with branching logic, Zoho CRM offers 'Blueprint' (Setup > Process Automation > Blueprint), which allows defining states and transitions with associated actions.
Access Zoho CRM settings
In Zoho CRM (crm.zoho.com), click the gear icon (⚙) in the upper right corner to access 'Setup'. You need administrator permissions to create Workflow Rules.
Navigate to Automation > Workflow Rules
In the Setup panel, find the 'Automation' section in the sidebar and click 'Workflow Rules'. This is where all condition-based and scheduled action automations are configured.
Create a new Workflow Rule
Click the '+ New Rule' or 'Create Rule' button. The rule creation wizard will open. In the first step, select the 'Leads' module (or 'Contacts' if you work with contacts) as the module the rule applies to.
Configure the rule name and description
Write a descriptive name for the rule, for example: 'Nurturing - Value Message Day 7'. Add an optional description explaining what the rule does. Click 'Next' to continue.
Define when the rule executes
In the 'When' section, select when the rule triggers. For nurturing unresponsive leads, choose 'A record is modified' or use the 'Based on Date/Time' condition selecting the relevant date field (such as 'Last Activity Time'). Configure the condition for leads where there has been no activity.
Set the filter conditions
In the 'Condition' section, define which leads apply. For example: 'Lead Status' equals 'Not Contacted' or the last activity date is before today minus 7 days. You can combine multiple conditions with AND/OR operators to filter exactly the right leads.
Create the email template for the first message
Before configuring the action, you need to create the email template. Go to Setup > Templates > Email Templates and create a template for the 'Day 7 Value Message'. Write the subject and body of the email. You can use merge variables like ${Leads.First Name} to personalize the message.
Add a Scheduled Action
Back in the Workflow Rule, in the 'Actions' section, click 'Add Scheduled Action'. Select the wait time: '7 Days after rule trigger'. Then click 'Add Action' and select 'Email Notification'. Choose the 'Value Message' email template you created.
Add the remaining sequence messages
To add the day 14 and day 21 messages, add more Scheduled Actions within the same rule: one for '14 Days after rule trigger' with the 'Success Story' template, and another for '21 Days after rule trigger' with the 'Offer' template. Each scheduled action uses a different email template.
Activate the Workflow Rule
Review the entire rule configuration and click 'Save' to save it. Then activate the rule using the status toggle (active/inactive). From this point on, all leads that meet the conditions will automatically receive messages on days 7, 14, and 21.
Frequently asked questions
What is better for nurturing in Zoho CRM: Workflow Rules or Blueprint?
It depends on complexity. Workflow Rules with Scheduled Actions are ideal for simple linear sequences (send email at days 7, 14, and 21). Blueprint is better for complex processes with multiple states, approval conditions, and branching flows. For a basic nurturing sequence, Workflow Rules are faster to configure.
Can I pause a nurturing sequence in Zoho CRM once it's activated?
Yes, you can deactivate the Workflow Rule at any time from Setup > Automation > Workflow Rules using the active/inactive toggle. However, emails already scheduled for existing leads may continue to be sent. To cancel pending actions you'll need to manually remove them from the lead's activities module.
How many Workflow Rules can I create in Zoho CRM?
The Workflow Rules limit in Zoho CRM depends on the plan. On the Standard plan you can create up to 5 active rules per module. On the Professional plan the limit is 50 active rules per module. On Enterprise and Ultimate the limit is 200 active rules per module.