Handi-Ramp · Zoho CRM

YR Auto Follow-Up Email Sequence

Sales Rep Guide — How It Works & What You Need to Do
What Is This?

When you deliver a yard ramp quote and the prospect goes quiet, the system automatically queues a 3-email follow-up sequence on your behalf. You don't have to do anything to start it — it fires automatically.

The emails come from [email protected] and replies are directed to you. The sequence stops the moment a deal is closed (won or lost), or if you manually opt the prospect out.

Bottom line: The system works the phones while you focus on active deals. You only need to step in when a prospect replies or you want to override the sequence.
The 3 Emails
Rep activity resets the remaining emails. If you log a call, complete a task, or send a manual email from within Zoho, the clock resets on any emails that haven't gone out yet. Emails already sent are not re-sent. For example: if Email 1 already went out and you call the prospect the next day, Emails 2 and 3 won't send until 3 and 4 days after that call respectively — giving the prospect time to respond to your outreach before the next automated email goes out.
⚠️ Email resets only work if you send from within Zoho CRM. If you reply to a prospect from Outlook, Gmail, or any email app outside of Zoho, the cadence timer does not reset — even if that email syncs back into Zoho. To reset the timer with an email, you must send it directly from the Opportunity record in Zoho CRM.

After Email 3, if there's no response, the sequence marks itself Complete and stops. No further emails are sent.

How a Deal Gets Enrolled

Enrollment happens automatically — you don't trigger it manually. The system watches for two events:

1
Opportunity stage changes to a qualifying stage Qualifying 10, Needs Analysis 20, or Proposal/Price Quote 50 — AND a quote with a yard ramp product already exists on the deal.
2
A new quote is created on the deal If you add a quote to an existing deal, the system checks it for a yard ramp product and enrolls automatically.
Important: The deal must have a quote with a yard ramp product (Yard Ramp or Yardramp in the product name) before enrollment will happen. If no qualifying quote exists, the system skips the deal silently.

Once enrolled, the Email Sequence Status field on the opportunity will show Active.

📍 Where to find these fields in Zoho
  1. Open the Opportunities module in Zoho CRM
  2. Open any yard ramp deal
  3. Scroll down to the Marketing section
  4. You'll see: Auto Follow-Up Emails (checkbox), Email Sequence Status, and Follow-Up Sequence
What Stops the Sequence Automatically
Event What Happens
Deal closed Won or Lost All 3 emails stop immediately. Status → Complete
All 3 emails sent with no reply Sequence ends naturally. Status → Complete
You log a call or complete a task The sequence timer resets — gives the prospect time to respond before the next automated email goes out
You send a manual email from within Zoho CRM The sequence timer resets. Note: emails sent from Outlook or Gmail do not reset the timer, even if they sync into Zoho.
What You Need to Do

If a Prospect Replies

Reply detection is not automatic. When a prospect replies to one of the sequence emails, you'll receive it in your inbox. Take these steps:

  1. Respond to the prospect as normal
  2. Open the Opportunity in Zoho CRM
  3. Uncheck the "Auto Follow-Up Emails" checkbox on the record
  4. This immediately stops all remaining emails and sets the status to Opted Out

If You Want to Opt a Prospect Out

If you know a prospect doesn't want follow-up emails — they told you verbally, they're a current customer, etc.:

  1. Open the Opportunity in Zoho CRM
  2. Uncheck "Auto Follow-Up Emails"
  3. Done — all emails stop immediately

If You Want to Restart the Sequence

If a deal went Complete but you want to re-engage the prospect with a fresh sequence:

  1. Open the Opportunity in Zoho CRM
  2. Manually enroll the deal in all 3 cadences directly in Zoho
  3. Set Email Sequence Status = Active
Email Sequence Status — Field Reference
Status Meaning
Not Started Deal hasn't been enrolled yet (no qualifying quote, or deal not at a qualifying stage)
Active Sequence is running — emails will go out on schedule
Opted Out You unchecked the Auto Follow-Up box — no more emails will send
Complete All 3 emails sent (no response), or deal was closed — sequence is finished
Where to Find the Email Cadences in Zoho

Cadences are Zoho's built-in email sequence tool. You won't need to touch them day-to-day, but here's where they live if you ever need to check send history or manually enroll a deal.

📍 Finding the Cadences
  1. Open the Opportunities module in Zoho CRM
  2. Open any yard ramp deal and scroll down to the Marketing section
  3. You'll see three cadences: YR Follow-up Email 1 Opp, YR Follow-up Email 2 Opp, and YR Follow-up Email 3 Opp
📍 Checking send history on a deal
  1. Open the Opportunity record in Zoho CRM
  2. Scroll to the Emails section
  3. Cadence emails will appear there with send timestamps
Quick FAQ

Will I know when a prospect gets an email?

Not automatically. You can check the Cadence activity on the deal record in Zoho to see send history.

What if I'm reassigned a deal mid-sequence?

The sequence continues. Replies will come to the new owner's inbox (reply-to updates automatically).

What if I already followed up manually?

If you log the call or complete a task, the sequence timer resets automatically. If you send an email, it must be sent from within Zoho CRM — not from Outlook or Gmail. Emails sent outside Zoho do not reset the timer even if they sync back into the deal record.

What happens if I call or email a prospect mid-sequence?

The timers reset on any emails that haven't sent yet. Emails already delivered are not re-sent. So if Email 1 already went out and you log a call the next day, Email 2 won't go out for another 3 days from that call — and Email 3 follows 4 days after that. Each time you make contact, the remaining emails pause and restart their waiting period.

Important for email: This reset only applies if you send the email from within Zoho CRM. Sending from Outlook or Gmail — even if it syncs into Zoho — does not reset the cadence timer.

Will existing deals get enrolled?

No. Only new deals or stage changes going forward will trigger enrollment. Old deals are never retroactively enrolled.

What if a prospect is already a customer?

Uncheck "Auto Follow-Up Emails" on the deal as soon as you know — this prevents them from receiving the cold sequence.

Handi-Ramp · YR Email Automation · Last updated June 2026