On a schedule

See overdue CRM tasks by owner

Each weekday morning you get open tasks past their due date, grouped by who owns them.

Runs: On a schedule
Apps: Zoho CRM
AI: Not needed
Access: ZohoCRM.modules.tasks.READ, ZohoCRM.coql.READ

Send this to your assistant

Create a ClickRuntime automation: every weekday at 8am, email me open Zoho CRM tasks past their due date, grouped by owner, with the related deal or contact.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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Why use it

Why teams use this automation

A rep logs a task to send a proposal by Tuesday, then gets pulled into a customer emergency. The task turns red in Zoho CRM, but the rep does not open the Tasks tab, and the prospect hears nothing. At month end the manager finds 35 overdue follow-ups across the team, many tied to deals that have since gone quiet. Each overdue task is a promise to a customer that nobody kept.

On the schedule you set, tasks with a Due_Date before today and a Status other than Completed are pulled from Zoho CRM with a COQL query. They are grouped by owner and emailed in one summary, listing each task, the related deal or contact and how many days late it is.

It serves sales managers and account teams that rely on CRM tasks for follow-up. Each task shows the days late.

What you get out of it

Promises to prospects get kept
A late proposal or callback is surfaced before the customer gives up. Following through on a promise is often the difference between a signed deal and a polite silence. Customers notice reliability.
Managers see who is overloaded
Grouping by owner reveals that one rep has 12 late tasks while others have none. Workloads can be rebalanced before burnout or missed targets, and nobody is surprised at quarter end.
Tasks tied to deals are visible
Each line names the related record, so a manager can tell a late task on a $50,000 deal from a routine admin item. Priorities become clear without opening every record to check.
Reps build a habit of closing tasks
Knowing overdue tasks appear in a summary encourages reps to mark tasks complete or reschedule them honestly. The task list becomes accurate, and reminders in the CRM mean something again.
End-of-quarter cleanups shrink
Weekly visibility prevents a huge backlog of stale tasks. When quarter-end review arrives, the pipeline discussion uses real data and not a cluttered list of forgotten promises. Cleanup stays small.
Better handovers when reps leave
If a rep changes roles, their overdue tasks are still in the summary. A manager can reassign promises that were made to customers before they are forgotten. Nothing slips past a role change.

How it works

What happens, step by step

Each weekday morning at 8 ClickRuntime finds every Zoho CRM task that is past its due date and not completed.
It groups the tasks by the person who owns them.
You get one email listing each owner's overdue tasks, with the due date, task and the deal or contact it belongs to. If nothing is overdue, no email is sent.

Before it runs live

Connect Zoho CRM

What you get

RunsOn a schedule

See overdue CRM tasks by ownertoday, 9:00Succeeded

Email · 6 overdue Zoho CRM tasksAlex Kim 2026-10-15 Send proposal (Northwind renewal)

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Run it at a different time, more or less often, or only on weekdays
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other Zoho CRM steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

overdue_tasks_alert.pyexample

from collections import defaultdict
from datetime import date
from clickruntime import on_trigger, credentials, http, notify

@on_trigger
def run(event):
    query = ("select Subject, Due_Date, Owner.full_name, What_Id, Who_Id from Tasks "
             f"where Due_Date < '{date.today()}' and Status != 'Completed' limit 2000")
    r = http.post("https://www.zohoapis.com/crm/v8/coql", json={"select_query": query},
                  headers={"Authorization": f"Zoho-oauthtoken {credentials.connection('zoho', 'work')}"})
    tasks = r.json()["data"] if r.status_code == 200 else []
    by_owner = defaultdict(list)
    for t in tasks:
        related = (t.get("What_Id") or t.get("Who_Id") or {}).get("name", "-")
        by_owner[t["Owner.full_name"]].append(f"  {t['Due_Date']}  {t['Subject']} ({related})")
    if tasks:
        notify.email_me(f"{len(tasks)} overdue Zoho CRM tasks",
                        "\n\n".join(f"{o}\n" + "\n".join(rows) for o, rows in by_owner.items()))
    return {"overdue": len(tasks)}

FAQ

Common questions

Are tasks marked deferred or waiting included?

Any task whose status is not Completed counts, which includes Not Started, In Progress, Waiting on someone and Deferred. If you want to exclude Deferred, add it to the filter. Any status except Completed counts as not done.

Can reps get their own reminders instead of a team list?

Yes. Instead of one summary, a separate email can go to each task owner with only their tasks. The grouping already exists in the data, so the delivery is the only change. Each owner can get a personal email instead of one list.

Do tasks due today count as overdue?

No. The condition is a due date earlier than today, so tasks due today are not included until tomorrow. This avoids nagging people about work that still has hours left. Tasks due today are only included from tomorrow.

What permissions does it need?

ZohoCRM.modules.tasks.READ, ZohoCRM.coql.READ. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run each time it runs (on a schedule). Checks that find nothing to do and stop right away aren't counted.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Weekly