How to create follow-up sequences
Creating a follow-up sequence in Zoho CRM requires configuring Workflow Rules with scheduled actions for each time interval. The process involves defining triggers, conditions, and multiple deferred actions. It takes around 35 minutes. In Teeo, you describe the sequence in one message and it's active immediately.
How to do it in Teeo
“Create a follow-up sequence: first message at 3 days, second at 7 days, third at 14 days without response”
The sequence is active and will execute automatically at the defined intervals.
How to create follow-up sequences in Zoho CRM: step by step
Requirements
- ·Scheduled Actions in Workflow Rules are available from the Zoho CRM Standard plan.
- ·For more complex email sequences, Zoho offers Zoho Campaigns or the 'Sequences' feature in Zoho CRM Plus.
Access the automation settings
In Zoho CRM, click the gear icon (Setup) in the top-right corner. In the side menu, find the 'Automation' section and click 'Workflow Rules'.
Create a new workflow rule
Click the '+ Create Rule' button. In the 'Module' field, select the module the sequence will apply to (e.g., 'Leads' or 'Contacts'). Give it a descriptive name like 'Follow-up Sequence 3-7-14 Days'.
Define the trigger event
Under 'When to trigger', select 'A record is Created' or 'A record is Created or Edited' depending on your case. If you want it to fire when a lead enters the system, choose 'Created'. Click 'Next'.
Set the trigger conditions
In the 'Condition' section, define which records should trigger the sequence. For example, add the condition 'Lead Status equals New' so it only applies to new leads without a response. Click 'Next'.
Add an immediate action (optional)
Under 'Instant Actions', you can add an immediate action such as sending a welcome email when the record is created. Click 'Add Action' > 'Send Email' and select the first message template.
Add the first scheduled action (3 days)
In the 'Scheduled Actions' section, click '+ Add'. Set 'Execute After' to '3' and select 'Days'. Inside this block, click 'Add Action', select 'Send Email', and choose the first follow-up template.
Add the second scheduled action (7 days)
Click '+ Add' again in the 'Scheduled Actions' section. Set 'Execute After' to '7 Days'. Add the 'Send Email' action with the second follow-up message template.
Add the third scheduled action (14 days)
Repeat the process: click '+ Add', set 'Execute After' to '14 Days', and add the 'Send Email' action with the third and final follow-up template.
Configure the stop condition (no response)
To avoid sending messages to leads who already replied, in the 'Stop this rule if…' section add the condition 'Lead Status Not equals New' or 'Email Replied equals True'. This stops the sequence when the lead responds.
Save and activate the rule
Review the rule summary. Click 'Save'. Zoho CRM will show the rule as active. From now on, all leads that meet the condition will automatically receive the three follow-up messages on the defined days.
Frequently asked questions
Can I stop a follow-up sequence if the lead replies or books an appointment in Zoho CRM?
Yes. In the Workflow Rule configuration, under 'Stop this rule if…', add the corresponding conditions: for example, 'Lead Status equals Contacted' or 'Email Replied equals True'. Zoho will stop pending scheduled actions when any of these conditions are met.
How many scheduled actions can I add in a single Zoho CRM Workflow Rule?
Zoho CRM allows up to 5 scheduled action groups per workflow rule. If you need more than 5 intervals, consider creating a second rule that triggers when the first one ends, or use the 'Sequences' feature available in Zoho CRM Plus.
Do Zoho CRM sequences send emails from my email address or from Zoho?
Emails are sent from the email address configured in your user profile or from the record owner's email, depending on the template. To ensure your domain is displayed, configure the sending email under Setup > Email > Email Configuration.