The First 3 CRM Automations You Should Build (Before AI or Advanced Workflows)
If you’re new to CRM automation — especially in Zoho CRM — it’s tempting to jump straight into AI, complex workflows, or advanced logic.
That’s a mistake.
Before anything fancy, you need a strong automation foundation. The right early automations remove delays, reduce human error, and make sure nothing important slips through the cracks.
In this guide, we’ll break down the first three automations every business should build, why they matter, and how they work — even if you’re brand new to CRM.
What Makes a Good Early CRM Automation?
A good beginner automation should:
Run automatically without human decision-making
Prevent missed follow-ups or delays
Be easy to test and reverse
Work for almost any business
Early automations should support people, not replace judgment. That’s why we avoid AI and complex logic at this stage.
Before we dive in, a quick intro in case this is the first piece of content you’re seeing from us.
About the Author
My name is Lior Izik.
I’m a business automation specialist and the founder of Amazing Business Results.
We’re a Zoho Premium Partner, supporting small and medium-sized businesses since 2013, with offices in the U.S., Canada, and Europe. We currently hold the highest number of five-star reviews in the Zoho ecosystem.
This article is part of our New to Zoho CRM mini‑series, designed to help you build your CRM the right way — step by step.
How CRM Automations Work (The Simple Framework)
Every CRM automation — no matter how advanced — is built from three core components:
1. Trigger
The event that starts the automation.
Examples:
A record is created (new lead, contact, deal)
A record is updated
A date arrives (birthday, renewal date)
2. Condition (Optional, But Highly Recommended)
Rules that determine when the automation should run.
Example:
Only run if deal stage = Closed Won
Only run if first name = Test (for safe testing)
3. Action
What the system does once the trigger and condition are met.
Examples:
Send an email or SMS
Create a task
Assign a record owner
Send a Zoho Cliq message
Once you understand this structure, workflows stop feeling complicated.
Automation #1: Notify a Salesperson When a New Lead Is Created
Why This Matters
Leads die when sales reps don’t know they exist.
This automation ensures:
No lead is missed
Response times are faster
Ownership is clear from the start
How It Works
Module: Leads
Trigger: Record created
Condition: First name = Test (for testing)
Actions:
Assign lead owner
Send email notification to the lead owner
Pro Tip: Always Test First
By adding a test condition (like first name = Test), you can safely confirm the automation works before it goes live.
Once confirmed, remove the condition.
Automation #2: Send Automatic Birthday Emails
Why This Matters
Relationship-building is automation too.
Birthday and anniversary automations:
Feel personal
Increase customer loyalty
Require zero manual effort
Setup Overview
Add a Date field to the Contacts module (e.g., Birthday)
Create a workflow with:
Trigger: Date-based
Execution: Every year
Time: Example — 9:00 AM
Action Options
Send an email
Send an SMS the day before (even better)
This same logic works for:
License renewals
Contract renewals
Follow-up reminders
Automation #3: Get Notified When a Deal Reaches a Critical Stage
Why This Matters
Some deal stages require leadership attention.
For example:
Negotiation & Review
Legal approval
Final pricing discussions
You shouldn’t have to watch the pipeline all day to catch these moments.
How It Works
Module: Opportunities (Deals)
Trigger: Record edited
Specific Field: Stage
Condition: Stage = Negotiation & Review
Actions:
Email notification
Zoho Cliq message (optional)
This ensures the right people are alerted at the right time.
Why Conditions Are Critical (Especially at the Beginning)
Most CRM automation mistakes happen during early testing.
Conditions protect you from:
Accidentally emailing customers
Triggering hundreds of notifications
Losing trust in the CRM
Start with restrictive conditions, test safely, then open them up.
Final Thoughts: Build the Foundation First
These three automations:
New lead notifications
Date-based customer touchpoints
Stage-based deal alerts
…form the backbone of a healthy CRM.
Once these are in place, you can confidently move on to:
Advanced workflows
AI recommendations
Multi-module automation
If you’re new to Zoho CRM, we strongly recommend following the mini‑series in order.
Need Help Implementing This Properly?
If you want help:
Designing automations
Avoiding CRM mistakes
Or assigning a certified Zoho partner
You’ll find links and resources in the video description that led you here.
If this article gave you value, make sure to subscribe to our YouTube channel and follow along — we release new CRM and automation content regularly.
See you in the next session.