Zoho CRM: Makes Teamwork Easier with Connected Workflows

Zoho CRM: Makes Teamwork Easier with Connected Workflows

Hello everyone


Once upon a time in a growing business, teams were doing their best—but struggling. Sales had their leads, marketing was creating case studies, onboarding was waiting for instructions, and training was unsure when to jump in. Despite everyone working hard, the customer experience felt disjointed.
 
That's when Zoho CRM’s Connected Workflows came in—not just as a feature, but as a solution to unite everyone under one streamlined journey.
 
A Quick Flashback: Connected Records  
 
Earlier, Zoho introduced Connected Records, which allows teams to share customer details across various modules, including leads, contacts, deals, and support tickets. Everyone saw the same story, reducing confusion.
 
But what about actions? What if one team's update needed to automatically kick-start another team’s task? That's where Connected Workflows level up the game.
 
So, What Exactly Are Connected Workflows?  
 
Think of them as your team’s silent project manager.
 They connect actions between departments, eliminating back-and-forth emails, manual nudges, or missed updates.

 Once a trigger fires—say, a deal is marked “Closed Won”—the system knows what to do next: onboard the client, notify teams, schedule training, and more.
​
All automatically. All contextually.



Behind the Scenes: How Connected Workflows Work  

To set up your own, just follow these key steps:


✅ Start with a Primary Module
Pick the heart of the workflow—like Deals, Leads, or any module central to your customer journey.


✅ Set Your Triggers
You can initiate workflows based on:

  1. New records
  2. Edited records
  3. Field updates
  4. Or all of the above

Want to trigger actions across related modules?

Enable the multi-module criteria to make that happen.

✅ Define the Actions


Once the trigger fires, here’s what can follow:

  • Create connected records in other modules

  • Update existing records

  • Notify users via email


A Real-Life Example: From Sales Inquiry to Customer Training  

Let’s walk through how a sales process could flow using connected workflows:                                                     

Stage 1: Initial Evaluation  

  • Trigger: The New Deal was created

  • Action: A Case Study request is sent to the Marketing Team

Stage 2: Demo Phase  

  • Trigger: Lead status updated to “Qualified”

  • Action: Product Demo record created; Pre-sales Team gets a notification

Stage 3: Closing the Deal  

  • Trigger: Deal stage changes to “Closed Won”

  • Action: Onboarding record created for the hand-off

Stage 4: Product Training  

  • Trigger: Onboarding status set to “Completed”

  • Action: Training session scheduled; Sales Team and Training Team notified

Each connected record carries complete context, so teams know exactly what’s needed—no guessing, no chasing.



 
Now we will configure the associated modules.

Zooming In: More Triggers Across Modules  


📌 Case Study Module

When completed → Notify Sales Team


📌 Demo Request Module

When demo is done → Notify Sales Team


📌 Feedback Module

When feedback is created, → Send the feedback form to customer


📌 Training Module

When the session starts → Update the account to “Customer” and alert Sales

And just like that, the journey flows effortlessly—no calls, no emails, no delays.


Now let's look at how all these modules have been connected to carry out a customer journey in the GIF below.



In this entire customer journey, there is no loss of customer context, no repeated back-and-forth between teams, and no delays due to miscommunication. Each team receives a connected record with all the relevant data they need to execute their part of the process.
Here is another video with a detailed explanation on how connected workflows works :

Traditional Workflows vs. Connected Workflows  

Traditional Workflows

Connected Workflows

Work within a single module

Coordinate across multiple modules

One team per workflow

Multiple teams can act sequentially

Manual task creation

Records created automatically

Context often missing

Context shared via connected records

Why This Matters for Your Business

   

🔄 No More Manual Follow-Ups
Automate the flow of information and tasks between teams.


📈 Consistency Across Journeys
Everyone follows the same steps, the same way, every time.


🔍 Full Customer Visibility
Every department sees the full picture—not just their piece of it.


🤝 Better Collaboration, Faster Delivery
Teams act in sync, boosting efficiency and customer satisfaction.

 

Ready to Try Connected Workflows?  


This game-changing feature is available in Zoho CRM’s new UI only.

 

Usage Limits by Edition:

  • Standard & Professional – 2 connected workflows

  • Enterprise & Ultimate – 10 connected workflows

 

Final Word


Connected Workflows don’t just automate tasks—they connect your teams, keep everyone aligned, and most importantly, help your customers feel like your whole company is working just for them.

Want help setting this up? Let us know. Your seamless customer journey starts here.

For more information, please visit www.pfc-group.com.

    • Related Articles

    • Zoho CRM : Compliance Made Easy for Email Authentication

      We are introducing you with significant updates to enhance email authentication and verification processes across Zoho CRM and other Zoho services. These changes aim to bolster security, ensure compliance with industry standards, and improve user ...

    • Introducing Zoho Service Plus : A unified platform for customer service - Early Access for Partners

      We are excited to announce early access to Zoho Service Plus, a unified platform that brings together all of our customer service applications into a single platform. The early access program is exclusive only to partners. With Service Plus, manage ...

    • Zoho CRM: Global Sets

      Hello all, We are thrilled to announce Global picklists, a much awaited feature for CRM Admins! As administrators who implement and manage CRM solutions, you may have dealt with picklists that are present across multiple modules and have the same ...

    • Zoho CRM: Introducing Rollup summary

      Hello All, We hope you're well! We're here with an exciting update that goes right into CRM's core capabilities. It's called the Rollup summary. Let's go! Your CRM is a vast database with well-connected data sources, where you can access both the ...

    • Zoho CRM: The Canvas Record Form for Enhanced Customization

      Zoho announced Zoho Crm innovation with Canvas functionality now extends to record forms, enabling you to personalize record entries with the power of Canvas! Enhancing CRM Interactions with CanvasIn the heart of any CRM lies the ability to manage ...