Automation Examples

Automations help reduce manual work when managing deals and leads.

This article contains practical scenarios that you can use as a starting point for setting up your own automations in ZoriCRM.

Each automation consists of two main parts:

Trigger → Action

Trigger defines when the automation should run.
Action defines what ZoriCRM should do after the trigger runs.

ZoriCRM supports two types of actions:

Create activity - create a task, call, meeting, or email activity;
Send notification - notify the person responsible for a deal or lead, as well as selected company employees.

Check new deal details

This scenario is useful when a manager should check the deal details after a new deal is created: client, amount, source, contact information, or next step.

Example settings:

Trigger: deal created

Action: create activity
Activity type: task
Activity name: Check deal details
Responsible user: responsible for the deal

After the deal is created, ZoriCRM will automatically create a task for the employee responsible for that deal.

Call a new lead

This scenario is useful for quickly processing new leads.

For example, if a lead is created after a website request, the automation can immediately create a call for the responsible employee.

Example settings:

Trigger: lead created

Action: create activity
Activity type: call
Activity name: Call the client
Responsible user: responsible for the lead

This scenario helps your team respond to new requests faster and reduces the risk of forgetting an incoming lead.

Notify a manager about a new deal

Sometimes a manager does not need to perform an action on the deal, but still needs to know that a new deal has been created.

In this case, you can use the Send notification action.

Example settings:

Trigger: deal created

Action: send notification
Who to notify: specific employee

For example, you can select the head of sales or another employee who should monitor new deals.

Prepare documents after a deal moves to a specific stage

This scenario is useful when documents need to be prepared at a specific stage of the deal.

For example, after a deal moves to the Document preparation stage, ZoriCRM can automatically create a task for the responsible employee.

Example settings:

Trigger: deal moved to the “Document preparation” stage

Action: create activity
Activity type: task
Activity name: Prepare documents
Responsible user: responsible for the deal

The manager will see the task in the deal activity list and will not forget the next step.

Send a commercial offer after a deal moves to a specific stage

This scenario is useful when a manager should send a commercial offer to the client after the deal moves to a certain stage.

Example settings:

Trigger: deal moved to the “Offer preparation” stage

Action: create activity
Activity type: email
Activity name: Send commercial offer
Responsible user: responsible for the deal

This automation does not send the email automatically. It creates an email activity so the manager remembers to prepare and send the message to the client.

Return an inactive deal to work

This scenario helps control deals that have had no actions for a while.

Example settings:

Trigger: deal has no activity for 3 days

Action: create activity
Activity type: task
Activity name: Check deal status
Responsible user: responsible for the deal

If there has been no activity on the deal for several days, ZoriCRM will create a task for the responsible employee.

This scenario is useful when managers handle many deals at the same time and some deals may stop moving without being noticed.

Escalate an inactive deal to a manager

If a deal has had no activity for too long, a manager may need to be notified separately.

In this scenario, no task is created for the responsible employee. Instead, ZoriCRM sends a notification to a manager or another selected employee.

Example settings:

Trigger: deal has no activity for 5 days

Action: send notification
Who to notify: specific employee

This scenario is useful for controlling deals that stay inactive for too long.

Return an inactive lead to work

This scenario helps prevent new or important leads from being left unprocessed.

Example settings:

Trigger: lead has no activity for 1 day

Action: create activity
Activity type: call
Activity name: Call the client
Responsible user: responsible for the lead

If there has been no activity on the lead for the selected period, ZoriCRM will create a call for the responsible employee.

Remind about a deal with no activity in a waiting stage

This scenario is useful for deals that are in a specific stage and have had no activity for some time.

For example, if a deal is in the Waiting for decision stage and there have been no actions for several days, you can create a task for the responsible employee.

Example settings:

Trigger: deal has no activity in the “Waiting for decision” stage for 3 days

Action: create activity
Activity type: task
Activity name: Contact the client
Responsible user: responsible for the deal

This scenario helps you keep track of deals that are waiting for the client’s decision but still require periodic attention from the manager.

Notify the responsible user when an invoice is paid

This scenario is useful when the responsible employee needs to know that an invoice for a deal has been paid.

Example settings:

Trigger: invoice for the deal is paid

Action: send notification
Who to notify: responsible for the deal

In this case, ZoriCRM will send a notification to the employee responsible for the deal. You do not need to create an additional activity if no separate action is required.

Remind the client about an unpaid invoice

This scenario helps control invoices that were sent to the client but have not been paid within the selected period.

Example settings:

Trigger: sent invoice is not paid for 3 days

Action: create activity
Activity type: task
Activity name: Remind the client about payment
Responsible user: responsible for the deal

After the automation runs, ZoriCRM will create a task for the employee responsible for the deal. The manager can then contact the client and remind them about the payment.

How to choose examples for your company

Start with simple automations that match real recurring actions in your workflow.

Good first scenarios include:

create a call after a new lead is created;
create a task for a deal with no activity;
notify a manager about an inactive deal;
create a task after a deal moves to an important stage;
remind the responsible employee about an unpaid invoice.

You do not need to automate everything at once. It is better to start with a few clear rules, test them in real work, and then gradually add more automations.

What to read next

After choosing a suitable scenario, you can create an automation and configure the required trigger and action.