# Bigin follow-up workspace ranked by who is going cold

> See your book of business ranked by how long since you last spoke, then log a call, set a task, or send a follow-up email in one place.

- Workflow type: app
- Services: Bigin by Zoho CRM, Gmail
- Categories: Sales, Personal Productivity
- Published: 2026-08-14

## What it does

- Ranks your Bigin contacts and companies by days since the last call, meeting, task, or note, so the coldest relationships sit at the top of the page.
- Opens to just the records you own, so every rep sees their own follow-up list instead of the whole team's.
- Click any row for a side panel that puts the contact details, their company, open deals, and recent activity history together on one screen.
- Log a call, create a follow-up task with a due date, or send a follow-up email through Gmail with a starting draft already written from the recent activity.
- Snooze anyone for a set number of days to drop them off your list, with snoozes remembered per person.

## What you'll need

- A Bigin by Zoho CRM account with your contacts and companies already in it
- A Gmail account for sending the follow-up emails
- Records assigned to owners in Bigin, so each rep sees their own book when they open the app

## Prompt

Build me a follow-up workspace for my book of business in Bigin by Zoho CRM. The Bigin list view never tells me who is going cold, so I want one page I open every morning that ranks the people and companies I own by how long it has been since anyone touched the record, and that lets me act on them without leaving the app.

The main view is a single ranked table of Bigin Contacts and Accounts (Accounts appear as Companies in the Bigin UI). Each row shows the record name, the company it belongs to for contacts, the record owner, the last touch date, and the number of days since last touch, sorted with the most neglected first. Flag anything past the cold threshold visually. Include a search box, a toggle between Contacts, Companies, and both, and an owner filter that defaults to the signed-in user so each rep opens the app and sees their own list, with the option to switch to the whole team.

Last touch is the most recent activity linked to the record across the Calls, Events, Tasks, and Notes modules, whichever is newest. Fetch these in bulk rather than one call per row: pull activity for the whole visible set in batched list reads or COQL select queries and join them to records inside the handler. Bigin rate limits on API credits over a rolling 24 hour window, so per-row fetching on render will exhaust the budget. Cache the computed ranking so the page loads fast, and give me a manual refresh control.

Clicking a row opens a side panel with everything about that record in one place: the contact details (name, title, email, phone, owner, company), the linked company record from the Accounts module, any open deals from the Pipelines module tied to that contact or company with stage and amount, and a reverse chronological activity history that merges calls, events, tasks, and notes.

From that panel I can do three things without switching tools. First, log a call, which creates a record in the Calls module with subject, call type, call start time, and notes. Second, create a follow-up task, which creates a record in the Tasks module with a subject, a due date I pick, and a link back to the contact or company. Third, send a follow-up email through Gmail using the Send a Message operation, where the app drafts a starting message from the recent activity on that record so I am not staring at a blank box, and I can edit the subject and body before it sends. After any of these actions, recalculate that record's last touch so it drops down the list.

I also want to snooze a record for a set number of days so it drops off the list until the snooze expires. Snoozes are per user and stored as app state, never written back to Bigin, so my snoozes never affect a teammate's list. Show snoozed records in a separate tab with the option to unsnooze early. The cold threshold is configurable in a settings area, defaults to 30 days, and is also saved per user.

Bigin technical notes for the handlers: call ${apiDomain}/bigin/v2 with the header Authorization: Zoho-oauthtoken ${accessToken}. The fields query parameter is required on list reads and accepts a maximum of 50 field API names, so discover exact field API names from the fields metadata rather than guessing. Pagination uses page and per_page with per_page capped at 200, switching to page_token beyond 2,000 records. COQL select queries return at most 200 rows per call and 10,000 rows in total. On mutating calls, check the per record code and status values inside the response data array, because a 200 response can still contain per record failures.

## How to customize

- Change the cold threshold, which starts at 30 days, to match how often your sales cycle expects contact
- Switch the list between your own records and the whole team's book, or between people, companies, and both
- Set how long a snooze lasts and adjust the tone of the drafted follow-up emails

## FAQ

### What counts as a last touch?

The most recent call, meeting, task, or note logged against that record in Bigin, whichever happened most recently. If a contact has a call from six weeks ago and a note from yesterday, the note is the last touch.

### Will my teammates see my follow-up list?

The list defaults to the records you own, so each rep opens the app and sees their own book. You can switch the owner filter to view the whole team when you want the wider picture, and snoozes are always kept per person.

### Does snoozing a contact change anything in Bigin?

No. Snoozes are remembered inside the app only, so nothing is written back to your CRM and no teammate's list is affected by what you snooze.

### Do the follow-up emails send from my own address?

Yes. They go out through your connected Gmail account, and the app only writes a starting draft based on the recent activity. You read and edit the subject and message before anything sends.

### Do I have to log activity in Bigin for this to be useful?

The ranking is only as good as the activity in your CRM, so records with nothing logged will look cold. That is usually the point, and you can log a call or note straight from the side panel to bring a record back up to date.

Use this prompt in General Input: https://www.generalinput.com/prompts/bigin-follow-up-workspace-ranked-by-who-is-going-cold