What is Zoho Flow: A Quick Overview

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Introduction

Looking to streamline how your business apps talk to each other? Zoho Flow is your go-to automation platform. It connects your favourite cloud apps—like Zoho CRM, Trello, Slack, and Gmail—so they can work together seamlessly. No coding required. 

Whether you’re automating simple tasks or complex workflows, Zoho Flow helps UK businesses save time, reduce manual work, and stay organised. 

Step-by-Step Instructions:

1. Understand What a Flow Is

A flow is an automated workflow made up of: 

  • A trigger – the event that starts the flow (e.g. a form submission)
  • One or more actions – the tasks the flow carries out (e.g. creating a contact, sending an email)

Example: 

When someone fills out a Zoho Form, the flow updates their details in Zoho CRM and notifies your team on Slack. 

2. How Zoho Flow Works

Zoho Flow acts as the middleman between your cloud apps: 

  • It listens for a trigger (like a new form entry)
  • It performs actions (like sending an email, updating records, or delaying tasks)
  • It performs actions (like sending an email, updating records, or delaying tasks)

You can also schedule flows—for example, to send monthly reminders or daily reports automatically. 

3. Key Terms to Know

  • Flow: The full workflow you build.
  • Trigger: The event that starts the flow (e.g. form submission or a scheduled time)
  • Action: What happens after the trigger (e.g. update CRM, send email).
  • Connection: The link between Zoho Flow and an external app (e.g. Trello, Gmail).

4. Navigate Zoho Flow Like a Pro

My Flows 

This is your dashboard where you can: 

  • View all your flows
  • Turn flows on/off
  • Duplicate or delete flows
  • Edit flows and track their performance


Builder 

Drag and drop to create or edit flows. Add logic, set conditions, and choose your app actions. 

Summary 

See an overview of each flow: success rates, recent runs, and connected apps. 

History 

Track every execution. Filter by date and inspect failures to fix issues quickly. 

5. Manage and Monitor Your Flows

Dashboard 

Get a bird’s-eye view of your organisation’s automation: 

  • See how many flows are live, paused, or in draft
  • Track usage and performance in real time 👉 Learn more about the Zoho Flow Dashboard(https://help.zoho.com/portal/en/kb/flow/user-guide/dashboard/articles/flow-dashboard)

Settings 

Control your organisation’s flow settings: 

  • Manage user roles, app connections, and history
  • Update account details and access permissions 👉 Learn more about Flow Settings(https://help.zoho.com/portal/en/kb/flow/user-guide/settings/articles/zoho-flow-settings)

Tips:

  • Start small: Begin with simple flows (e.g. form to CRM), then build more complex ones.
  • Use decision logic: Route data smartly based on conditions like value or source.
  • Test regularly: Use the History tab to monitor and troubleshoot.
  • Connect popular UK tools: Integrate with apps like Xero, Mailchimp, or Slack.
  • Save time weekly: Schedule reports and reminders instead of chasing emails manually.

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Next - Overview Use Cases and Benefits of Zoho Flow

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