CRM Help

Executing a Blueprint

Access My Blueprint Records

Once the Blueprint has been configured, records meeting the process criteria will enter the process and the Transition Owners mentioned in the Blueprint will be able to execute their respective Transitions.

In order to start the process, you must know which records are waiting for you to perform your part of the actions in the entire process.

To access your Blueprint records

  1. In your Zoho CRM account, click the My Jobs module.
    Under My Jobs, records waiting for your approval and Blueprint Transitions are displayed.
  2. In the list view, select Only Blueprint.
  3. Click on any entry to go to the respective record and execute your share of the process.

View Configured Blueprint

To view configured Blueprint

  1. Go to the Details page of the record meeting the process criteria.
  2. In the Blueprint Strip, you will see the current State of the record and the Transitions available for that State.
    Note that Transitions are made available only for the records meeting the Before Transition criteria.
  3. Click the View configured actions link.
    You will be able to see the process flow from the existing State to the next State.

Here, it is important to note that the field using which you configured the Blueprint will be locked for editing once the record has entered the process. That is, say you have configured a Blueprint for Deal follow-up process using the Stage field. Once a record has entered the Blueprint, you cannot manually update the Stage until the Blueprint has been executed completely.

This is only to ensure that the record goes through every stage of the process as defined in the Blueprint and that no one can randomly change the Status without performing the conditions prescribed.

Execute a Blueprint

Once records meet the entry criteria of a Blueprint, they become active records in the process. A Blueprint can be executed in your web accout as well as the Zoho CRM Mobile App.

Execute a Blueprint in the CRM web account

In your Zoho CRM account, the Details page of the record displays the Current State of the record and the Transitions available for that State. To execute a Transition, simply click the suitable Transition button.

See also: Creating a Blueprint.

For instance, as per the Blueprint expained here, deals more than $50000 enter the Deal follow-up process. The Transition Owners will be able to click the respective Transition buttons and execute the Blueprint.

As each button is clicked, a popup appears, prompting the user to add notes, update fields as defined by the Blueprint. For example, on clicking the Negotiate button, a user is prompted to enter the Discount and Closing date. Entering a discount percentage greater than 25% throws an error. This way, the values entered by users are also validated by CRM.

Repeat this activity of clicking each Transition button and complete the specified actions until you come to the end of the process.

Execute a Blueprint on the CRM mobile app

A Blueprint that you have configured in your Zoho CRM web account can be executed on the mobile app. Suppose you are out on a field visit to meet a customer regarding a deal and the deal has progressed from Qualification to Negotiation. You can update the stage right there on the app.

To execute a Blueprint using the CRM app

  1. Tap the module for which you wish to execute the Blueprint. Example, Deals.
  2. Tap the record in question.
    You will see a Blueprint Strip that displayes the Current State as well as the Transitions that must be executed in order to progress to the next State.
  3. Click the required Transition and complete the requisites as directed. Example, Negotiate.

    If the values you enter are unacceptable, you will see relevant error messages as configured in your Blueprint.

    This way CRM guides and validates a sales process.
  4. Once you have entered the accptable values, click Save.
    The record is now moved to the next State in the process.
    In a similar manner execute each subsequent Transitions until the process is completed.

Note

  • Blueprint is available in Zoho CRM for Android from (v3.2.16) onwards.
  • Blueprint is available in Zoho CRM for iOS from (v3.2.9) onwards.

View Blueprint Usage Reports

Blueprint Reports will give you valuable insights about your business processes and their execution and help you streamline them better. Following are the various Blueprint reports readily made available to you.

To check Blueprint reports

  1. Click Settings > Setup > Automation > Blueprint.
  2. Click the Usage tab.
  3. The various Blueprint reports are listed.
  4. Click on a report to view the insights.

Create a Continuous Blueprint

Unlike a regular Blueprint which is suitable for an intermittent process, a continuous Blueprint allows you to design a process that occurs without a pause. It is ideal for call scripting.

Scenario

A sales organization wishes to create a Continuous Blueprint to help their sales reps with call scripts. The sales call is a process carried out in one shot. The different stages are

  • Exchange of pleasantries
  • Product Brief
  • Pricing Info
  • Reschedule call
  • Interested in product
  • Not interested

You can create a Blueprint which will guide a sales rep through a call, by organziaing the different stages in the call and displaying the scripts* to be spoken at every stage.

(*)To add a call script, simply include the script as a "Message" in the During Transition tab of every Transition.

To create a Continuous Blueprint

  1. Click Settings > Setup > Automation > Blueprint.
  2. Click Create Blueprint.
  3. In the Create Blueprint popup, enter a name for the Blueprint, choose the module, layout and field for which the Blueprint is being created. For our scenario, the details will be as follows:
    • BlueprintName: Sales Call Script
    • Module: Contacts
    • Layout: Standard
    • Field: Call Stage
  4. Specify criteria for records to enter a process, if applicable.
    If you don’t enter criteria, all records created in the layout will enter the process.
  5. Enter a Description for the process.
  6. Under Advanced Settings, enable Continuous Process.
  7. Choose the owner of the Process.
  8. Click Next.

The rest of the procedure to create a Continuous Blueprint is similar to that of a Regular Blueprint.

Differences between Regular Blueprint and Continuous Blueprint

Regular BlueprintContinuous Blueprint

Process is intermittent. Each stage could occur at different points in time.

Process is continuous. All stages occur at one shot, without a pause.

Different stages of the process can have different owners.

The entire process can have only one ownership.

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