Automation in Team Module

Automation in Team Module

 Zoho CRM for Everyone is available on the Early Access mode for customers upon request. Request access to gain hands-on experience with this new version.

This document will cover the automation-related information for team modules.

CRM for everyone opens up module creation to non-admins as mentioned here. This brings the work of customer facing teams into the CRM and gives it context. But teams will soon want to automate repetitive work to make their processes faster and to focus on more important tasks.

Teams do not have to rely on org admins for automating their team's work or managing their team's processes. With CRM for everyone, team module admins can do this on their own. This lets teams configure and own their processes fully, while reducing the load on the org admins.

They can do this by using the following features:
Assignment rules
Workflow rules
Blueprint
Approval process
Assignment rules
Assignment rules can be configured to automatically assign record owners based on pre-defined rules. For example, if a case study involves an enterprise customer, you can assign it automatically to a marketing manager.


Workflow rules
Workflow rules automate the execution of actions based on triggers. For example, you can automatically send an email to a customer when your case study's prep work is complete.

Blueprint
A blueprint lets you ensure compliance to processes within a team module. For example, a case study request has to go through several stages before it is approved. The blueprint helps you set up this process, ensuring users can move on to the next stage only after completing required tasks.

A blueprint configured for the case study team module



A marketer needs to click one of the transition buttons and complete the necessary actions to proceed to the next stage
Approval process
You can set up approval processes with multiple approvers to ensure that major changes are signed off by concerned stakeholders. So, when the case study's prep work is complete, you can make sure that it gets approved by the marketing manager.


 As a rule, this ability to automate and streamline processes is restricted only to the team modules where they are admins. They will not be able to affect the data in unrelated team modules or org modules. So, org admins needn't worry about the misuse of this ability by team module admins. On the other hand, all team-module related configurations will be accessible to org admins, and hence, ultimate control still remains in the hands of the org admins.
For automation needs that involve org modules, other team modules, or other apps, teams can contact org admins or users with the Manage Automation permission. For example,
  1. If an onboarding session (team module record) needs to be created automatically on the successful closure of a deal (org module record), the org admin can create a workflow rule but not the team module admin.
  2. If a webhook needs to be fired to another app on the successful completion of an onboarding session, the org admin will have to create it, not the team module admin.
Note
There are a few exceptions where team module admins can act outside the scope of their team modules:
  1. They can assign any CRM user (not just team module users) as transition owner in a blueprint. Since processes may need someone external to the team to get involved for one or more particular stage, this has been allowed.
  2. They can automate the creation of records in any team module. This is a common use case, and so, it will be useful for team module admins to do this instead of having to rely on the org admin. This will be available in workflow rules and blueprint.
  3. Email notifications can be automatically sent to all email addresses associated with that team module record, including the customer's email address.

Who can automate and streamline processes in team modules?

The following users will be able to create and manage assignment rules, workflow rules, approval processes, and blueprints in team modules.
Org admins
Automation admins
Assignment admins
Team module admins
Org admins
Org admins (Users with the system-defined Administrator profile) will be able to create and manage the following features for all org and team modules without any restrictions:
  1. Assignment rules
  2. Workflow rules
  3. Approval process
  4. Blueprint
This lets them handle use cases that are outside the scope of individual team module admins while retaining ultimate control when it comes to managing these configurations.
Feature
Modules
Scope when it comes to team modules
Assignment rules
All org modules
All team modules*

  1. Can automate the assignment of records to team module users or team module profiles (except Requesters)
  2. Can automate the assignment of followup tasks to team module users.
Workflow rules
All org modules
All team modules*

  1. Field updates can be done in all org and team modules connected via lookup fields in that team module.
  2. Email notifications can be sent to all related email addresses (CRM users and customers)
  3. Assign a user for that record or its lookup record(s) (in both org and team modules).
  4. Assign activities to team module users.
  5. Create record in any org or team module.
  6. Create webhooks, custom functions, and Actions by Zoho Flow.
Blueprint
All org modules
All team modules*
  1. Before tab:
    Can include team module users and team module profiles as transition owners.

  2. During tab:
    Notes, Attachments, Tags, Message, Checklists, and Widgets can be enabled.
    Add Fields from org and team modules connected via lookup.
    Associated Items will include all org and team modules available in the related list.

  3. After tab:
    Email notifications can be sent to all related email addresses.
    Tasks and Meetings can be assigned to any team module user.
    Field updates can be done in all org and team modules connected via lookup fields.
    Create record in any org or team module.
    Custom functions and webhooks can be configured.
Approval process
All org modules
All team modules*

  1. Can add team modules users and team module profiles as approvers.

*includes team modules to which the org admin has not been added.

Automation admins
Automation admins (Users with Manage Automation permission) will be able to create and manage workflow rules, approval process, and blueprints, without any restrictions (across all org and team modules). For these features, their scope is the same as that shown in the org admin tab.
Feature
Modules
Scope when it comes to team modules
Workflow rules
All org modules
All team modules*

  1. Field updates can be done in all org and team modules connected via lookup fields in that team module.
  2. Email notifications can be sent to all related email addresses (CRM users and customers)
  3. Assign a user for that record or its lookup record(s) (in both org and team modules).
  4. Assign activities to team module users.
  5. Create record in any org or team module.
  6. Create webhooks, custom functions, and Actions by Zoho Flow.
Blueprint
All org modules
All team modules*
  1. Before tab:
    Can include team module users and team module profiles as transition owners.

  2. During tab:
    Notes, Attachments, Tags, Message, Checklists, and Widgets can be enabled.
    Add Fields from org and team modules connected via lookup.
    Associated Items will include all org and team modules available in the related list.

  3. After tab:
    Email notifications can be sent to all related email addresses.
    Tasks and Meetings can be assigned to any team module user.
    Field updates can be done in all org and team modules connected via lookup fields.
    Create record in any org or team module.
    Custom functions and webhooks can be configured.
Approval process
All org modules
All team modules*

  1. Can add team modules users and team module profiles as approvers.

Assignment admins
Assignment admins (Users with Assignment Rules & Threshold permission) will be able to create and manage assignment rules for the following modules:
  1. Org modules that've been selected in the Assignment Rules & Threshold permission in their profile.
  2. Team modules where they've been added as admin.
Please note that configuring workflow rules, blueprints, and approval processes is available only for users with Manage Automation permission or for org admins. This is independent of the Assignment Rules & Threshold permission.
Team module admins
Team module admins (Users added as admins to a team module) can see and manage automation for the team modules they're an admin of. They cannot create developer-focused actions like custom functions and webhooks, as these may affect other modules or apps. They cannot automate actions in unrelated team modules that they don't administer, except for the 'Create record' action, and they cannot affect the org modules in any way.
Feature
Modules
Scope when it comes to team modules
Assignment rules
Only team modules where the user is an admin

  1. Can automate the assignment of records to team module users or team module profiles (except Requesters)
  2. Can automate the assignment of followup tasks to team module users.
Workflow rules
Only team modules where the user is an admin

  1. Field updates can be done in all team modules connected via lookup fields.
  2. Email notifications can be sent to all related email addresses (CRM users and customers)
  3. Assign a user for that record or for another team module record connected via lookup field.
  4. Assign activities to team module users.
  5. Create record in any team module.
  6. Cannot create webhooks, custom functions, and Actions by Zoho Flow but can associate/disassociate existing ones.
Blueprint
Only team modules where the user is an admin
  1. Before tab:
    Can include team module users and team module profiles as transition owners.

  2. During tab:
    Notes, Attachments, Tags, Message, Checklists, and Widgets can be enabled.
    Add Fields from team modules connected via lookup.
    Associated Items will include team modules available in the related list and activities.

  3. After tab:
    Email notifications can be sent to all related email addresses.
    Tasks and Meetings can be assigned to any team module user.
    Field updates can be done in team modules connected via lookup fields.
    Create record in any team module.
    Custom functions and webhooks cannot be created or modified. Existing custom functions and webhooks can be associated.
Approval process
Only team modules where the user is an admin

  1. Can add team modules users and team module profiles as approvers.

How do I configure automations for team modules?

  1. Click the modules tab in the primary sidebar.
  2. Hover over the team module in the secondary sidebar and click the more (...) icon.
  3. Select the required automation feature and start making the changes.
You can also create and manage automations by navigating to:
  1. Setup > Automation > Assignment > Rules for assignment rules
  2. Setup > Automation > Workflow Rules for workflow rules
  3. Setup > Process Management > Blueprint for blueprint
  4. Setup > Process Management > Approval Processes for approval process
See also
For learning more about working with team modules, see: Working with team modules.
For instructions on creating, editing, or deleting team modules, see: Configuring team modules.
To know about the various options available in the re-designed user interface, see: Navigating the Zoho CRM interface.
To setup teamspaces, see: Teamspaces.
To learn about chart view and for a 360 degree view of customer interactions, see: Chart View and Interactions tab respectively.

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