Task Automation module — inside the ZIVUX.AI CRM for Indian SMEs

The cost of "I'll remember"

The single most common reason Indian SMEs lose deals isn't price or product — it's that nobody followed up. A rep promises to send a quote on Tuesday. Tuesday becomes Friday. The customer goes silent. By the time the rep notices, the prospect has signed with a competitor. Multiply this across 50 reps and 500 deals a month and you're losing 15–20% of your pipeline to mental load alone.

The flagship flow — Lead → Auto-Task Chain

This is the workflow most ZIVUX customers turn on first, because it pays for the platform within 30 days. Every new lead — from any source — automatically triggers a complete follow-up chain. Reps don't have to remember to do anything; the system tells them what's next.

What ZIVUX automation does

Workflow automation in ZIVUX is a no-code rule engine. You define triggers, conditions and actions — without writing a single line of code. The most common patterns are pre-built; you customise from there.

Triggers (when something should happen)

• A new lead is created (from any source)
• A deal moves to a specific stage
• A field changes value (e.g. status flips to "lost")
• Time elapses since last activity (e.g. 5 days of inactivity on an open deal)
• A specific date approaches (e.g. AMC expires in 90 days)
• A form is submitted
• An email or WhatsApp message is received
• A support ticket exceeds SLA
• Manual trigger via button click

Conditions (filtering when to act)

• Match by region, product, deal size, lead source, customer tier
• Combine with AND / OR logic
• Match by previous activity (e.g. only if no email in last 7 days)
• Branch logic for different paths

Actions (what to do)

• Create a task assigned to the rep, manager or specific role
• Send a templated email (personalised with merge fields)
• Send a WhatsApp Business template message
• Send an SMS
• Update a field (e.g. set "follow-up needed" flag)
• Move deal to another stage
• Notify a Slack/Teams channel
• Trigger a webhook (post to any other system)
• Wait for X days, then continue
• Branch into different flows based on response

Real automations our customers use

1. The "you don't lose hot leads anymore" flow

Trigger: New lead, source = IndiaMart or Website. Action: Send WhatsApp template thanking them within 60 seconds + create high-priority task for the assigned rep with 2-hour due date + notify the rep on Slack. If rep doesn't action within 2 hours, escalate to manager.

2. The "follow up after demo" flow

Trigger: Deal moves to "Demo Done." Action: Auto-send recap email with the deck attached + create follow-up task in 48 hours + WhatsApp reminder to rep "check in with [contact name]" 3 days later if deal hasn't moved.

3. The "your quote is sitting" flow

Trigger: Deal in "Proposal" stage for more than 7 days. Action: Notify rep with a list of stalled proposals + auto-send polite WhatsApp template to the customer asking if they need anything to move forward. Most stalled proposals close (or close-out) within 72 hours of this nudge.

4. The "AMC renewal" flow

Trigger: AMC expires in 90 days. Action: Auto-create renewal deal + assign to customer success + send reminder email to the customer + create a 60-day, 30-day and 7-day reminder cascade. AMC renewal rates typically jump 15–25% within a quarter of running this flow.

5. The "discount approval" flow

Trigger: Quote with discount > 15% is generated. Action: Block send + notify sales head + require approval click before quote can be emailed.

6. The "lost deal feedback" flow

Trigger: Deal marked Lost. Action: Wait 2 days + send a respectful "what could we have done better?" email. Capture the response into a structured feedback database that feeds back into product and sales coaching.

7. The "Diwali / festival" flow

Trigger: Date = N days before festival. Action: Send personalised greeting via WhatsApp template to all customers in a specific segment. Indian relationships are made or maintained on these touchpoints.

Tasks: the human side of automation

Automation can't (and shouldn't) replace a human conversation. So most ZIVUX automations end with a task assigned to a real person. Our task system supports:

• Priority levels (P1 — urgent, P2 — important, P3 — medium, P4 — low)
• Due dates and reminders (with timezone awareness)
• Recurring tasks (daily check-ins, weekly reviews, monthly AMC visits)
• Task dependencies (do B only after A is done)
• Snooze and re-prioritise
• Delegation chains
• Mobile push notifications
• Daily digest emails — your tasks for today, sent at 8 AM
• Manager dashboards — see overdue tasks across the team

The visual workflow builder

You design automations on a drag-and-drop canvas: drop a trigger, drop conditions, connect to actions. Test on a single record before going live. Pause workflows in one click. Version history lets you roll back changes. No code. No engineer required. Most managers build their first three workflows during the onboarding session.

Who builds the automations?

On Grow and Scale, our onboarding team configures the first 10–15 automations for you based on your sales process. We don't hand you a builder and walk away — we set it up correctly and then teach you how to extend it.