Zoho CRM Workflow Rules: Send a WhatsApp Message
With Zoho CRM Workflow Rules, you can automate sending WhatsApp messages to your contacts directly from Zoho CRM. This allows you to trigger personalized WhatsApp messages based on specific events in your CRM, such as updating a deal stage or adding a new lead. By integrating Zoho CRM with TimelinesAI, you can streamline communication and enhance customer engagement. This guide provides step-by-step instructions to help you configure and use this integration efficiently.
Prerequisites
Getting Started
Setting up the Workflow Rule Structure
How to Get the Public API Root URL from TimelinesAI?
How to Generate the TImelinesAI Token ID?
Let’s get started 🚀
The following tools are required to create Workflow Rules in Zoho CRM:
TimelinesAI Workspace Account with WhatsApp Integration — This ensures you can send automated WhatsApp messages based on trigger workflow actions.
Zoho CRM Account — It is essential for storing customer data and creating triggers that initiate workflows, syncing with TimelinesAI for automation.
An Active Connection Between Zoho CRM and TimelinesAI — It enables seamless data exchange between the platforms, allowing you to automate communication and actions within Zoho CRM.
TimelinesAI Public API — The API provides integration points for custom actions, extending the functionality of Zoho CRM workflows and automation.
By creating a workflow rule in Zoho CRM that sends a WhatsApp message automatically, you can automate communication with new contacts. This workflow allows you to set specific conditions, such as when a contact is added or meets certain criteria, and triggers the sending of a WhatsApp message through TimelinesAI.
In this demonstration, we will guide you on how to create workflow rules in Zoho CRM to streamline processes within your CRM setup.
Once the rule is created, configure its structure by defining trigger conditions and execution criteria. It will help you to set up workflow rules, automate tasks, reduce manual effort, and ensure consistency in CRM processes.
The When defines the specific conditions under which you need to trigger the rule. It’s crucial to set up this section to ensure actions occur at the right time. By defining the right triggers, you can automate tasks accurately, reduce mistakes, and make CRM processes more efficient.
In this demonstration, we will guide you on how to define the workflow rule structure in Zoho CRM, including setting triggers, conditions, and actions.
After setting up When, you now need to configure Condition 1 to make sure the rule applies only to the right contacts. This helps the workflow run only when specific conditions are met, avoiding unnecessary actions on unrelated contacts.
In this demonstration, we will guide you on how to define conditions for the Workflow Rule Structure.
You must select Instant Actions, and then choose Webhooks to proceed with the configuration.
Configuring the webhook allows Zoho CRM to send automated data updates to TimelinesAI or other integrated systems. This ensures real-time communication between platforms, reducing manual work and improving efficiency.
For more information regarding how to get the Public API Root URL from TimelinesAI, refer to the section How to Get the Public API Root URL from TimelinesAI?
When configuring a webhook in Zoho CRM, for the Authorizationparameter, you need to enter Bearer followed by the Zapier Token ID that you received from your TimelinesAI account. This will look like:
Parameter Name: Authorization
Parameter Value: Bearer <Your_Token_ID>
For more information regarding how you can generate the TimelinesAI token ID, refer to the section - How to Generate the TimelinesAI Token ID
In the Body section, paste the JSON request sample below to define the data structure for the TimelinesAI API. Modify values like phone or text as needed. Use the example:
In this demonstration, we will guide you on how to configure the Webhook:
Now, whenever a new contact gets created from TimelinesAI or with the Lead Source set to "TimelinesAI", a new automated message will be sent.
To integrate TimelinesAI with external applications, you need the Public API Root URL. This URL is essential for making API requests, allowing seamless communication between TimelinesAI and other systems. With it, you can send, receive, and manage data automatically, which enables smooth integration and automation.
In this demonstration, we will guide you on how to locate the API URL and enable automated message handling and seamless data sharing.
To integrate TimelinesAI with Zoho CRM, you will need the Token ID for authentication.
In this demonstration, we will guide you on how to generate the Token ID, which is required to access the API and automate workflows securely.
When a new contact is created from TimelinesAI or has the Lead Source set to "TimelinesAI", an automated message is sent. Below is an example of how the configured message appears in TimelinesAI.
Prerequisites
Getting Started
Setting up the Workflow Rule Structure
How to Get the Public API Root URL from TimelinesAI?
How to Generate the TImelinesAI Token ID?
Let’s get started 🚀
Prerequisites
The following tools are required to create Workflow Rules in Zoho CRM:
TimelinesAI Workspace Account with WhatsApp Integration — This ensures you can send automated WhatsApp messages based on trigger workflow actions.
Zoho CRM Account — It is essential for storing customer data and creating triggers that initiate workflows, syncing with TimelinesAI for automation.
An Active Connection Between Zoho CRM and TimelinesAI — It enables seamless data exchange between the platforms, allowing you to automate communication and actions within Zoho CRM.
TimelinesAI Public API — The API provides integration points for custom actions, extending the functionality of Zoho CRM workflows and automation.
Getting Started
By creating a workflow rule in Zoho CRM that sends a WhatsApp message automatically, you can automate communication with new contacts. This workflow allows you to set specific conditions, such as when a contact is added or meets certain criteria, and triggers the sending of a WhatsApp message through TimelinesAI.
In this demonstration, we will guide you on how to create workflow rules in Zoho CRM to streamline processes within your CRM setup.
Set Up the Workflow Rule Structure
Once the rule is created, configure its structure by defining trigger conditions and execution criteria. It will help you to set up workflow rules, automate tasks, reduce manual effort, and ensure consistency in CRM processes.
Workflow Rule Structure: "When"
The When defines the specific conditions under which you need to trigger the rule. It’s crucial to set up this section to ensure actions occur at the right time. By defining the right triggers, you can automate tasks accurately, reduce mistakes, and make CRM processes more efficient.
In this demonstration, we will guide you on how to define the workflow rule structure in Zoho CRM, including setting triggers, conditions, and actions.
Workflow Rule Structure: "Condition 1"
After setting up When, you now need to configure Condition 1 to make sure the rule applies only to the right contacts. This helps the workflow run only when specific conditions are met, avoiding unnecessary actions on unrelated contacts.
In this demonstration, we will guide you on how to define conditions for the Workflow Rule Structure.
Workflow Rules Structure: Instant Actions
You must select Instant Actions, and then choose Webhooks to proceed with the configuration.
Configure the Webhook
Configuring the webhook allows Zoho CRM to send automated data updates to TimelinesAI or other integrated systems. This ensures real-time communication between platforms, reducing manual work and improving efficiency.
For more information regarding how to get the Public API Root URL from TimelinesAI, refer to the section How to Get the Public API Root URL from TimelinesAI?
When configuring a webhook in Zoho CRM, for the Authorizationparameter, you need to enter Bearer followed by the Zapier Token ID that you received from your TimelinesAI account. This will look like:
Parameter Name: Authorization
Parameter Value: Bearer <Your_Token_ID>
For more information regarding how you can generate the TimelinesAI token ID, refer to the section - How to Generate the TimelinesAI Token ID
In the Body section, paste the JSON request sample below to define the data structure for the TimelinesAI API. Modify values like phone or text as needed. Use the example:
{
"phone": "+14840000000",
"whatsapp_account_phone": "+14841111111",
"text": "hello, world!",
"file_url": "https://some.host/image.png",
"file_name": "image.png",
"label": "customer"
}In this demonstration, we will guide you on how to configure the Webhook:
Now, whenever a new contact gets created from TimelinesAI or with the Lead Source set to "TimelinesAI", a new automated message will be sent.
How to Get the Public API Root URL from TimelinesAI?
To integrate TimelinesAI with external applications, you need the Public API Root URL. This URL is essential for making API requests, allowing seamless communication between TimelinesAI and other systems. With it, you can send, receive, and manage data automatically, which enables smooth integration and automation.
In this demonstration, we will guide you on how to locate the API URL and enable automated message handling and seamless data sharing.
How to Generate the TimelinesAI Token ID?
To integrate TimelinesAI with Zoho CRM, you will need the Token ID for authentication.
In this demonstration, we will guide you on how to generate the Token ID, which is required to access the API and automate workflows securely.
When a new contact is created from TimelinesAI or has the Lead Source set to "TimelinesAI", an automated message is sent. Below is an example of how the configured message appears in TimelinesAI.
Updated on: 14/02/2025
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