Limiting workflow activation frequency
Limit the ability for a workflow to automatically get activated too quickly again and again. Your communication should be timely and relevant, but not overbearing.
For example, if your workflows send a message to a contact, repeated activation will annoy that contact. If a workflow schedules a CRM activity for a contact every time it gets activated, your staff could be wasting time deleting unnecessary activities assigned to them.
Protecting data if you have a workflow that modifies CRM data, be cognizant of what triggers it, and the likelihood of that modification being unwanted. Ensure that data isn’t overwritten with workflows. To avoid accidentally overwriting, set up real-time notifications to alert the CRM user when a contact’s data has been changed or updated. You may also want to consider using workflows to append data, rather than overwrite it, so you don’t lose information that is in your Zoho CRM.
Reassigning groups if you have your contacts segmented by a group within your Zoho CRM, it’s common practice to use workflows to move leads and contacts into different groups. A workflow could also add a contact to a group, or remove a contact from a group.
For example, when a salesperson deems a contact no longer viable, the contact can be removed from the leads group. Conversely, if a lead takes an action or generates a score that makes that contact an important lead, the contact can be moved into a special group for follow-up or message targeting.
Another example is to move a contact into an “onboarding” group when the contact decides to become a client. Being in this group could in turn trigger a drip campaign for all new clients, educating them and preparing them for what happens next.