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Blueprint

Scenarios

Lead QualificationDeal Follow-UpOrder management

Blueprint for Lead Qualification

Objective:To guide Zylker's sales reps at every stage of scheduling a product demo. This Blueprint will also act as a call agent script, thereby helping a sales rep with product descriptions while they are on the phone with a prospect. This solves the problem of inconsistency in what sales reps say to leads over a call.

1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Enter Basic Info

Pre-requisites

Under Settings > Setup > Customization > Modules > Deals.

  • Create a custom pick-list field called "Call Status" with the following values.

    Not Contacted Responded Greetings Product Brief Not responsive
    Demo scheduled Contact in future Lead Lost Attempting to contact -
    Not Contacted Demo scheduled
    Responded Contact in future
    Greetings Lead Lost
    Product Brief Attempting to contact
    Not responsive -
  • Create a custom pick-list field called "Product interested in" with the following values.

    Home theatre systems LCD Projectors Video game consoles 5.1 multimedia speakers USB Condenser microphone
    Home theatre systems
    LCD Projectors
    Video game consoles
    5.1 multimedia speakers
    USB Condenser microphone

Enter Basic Info

  • Click Settings > Setup > Automation > Blueprint.
  • Click Create Blueprint.
  • In the Create Blueprint popup, specify the following details:
    • Blueprint name: Call agent script for LCD Projector Demos
    • Module: Leads
    • Layout: Standard
    • Choose field: Call Status
    • Criteria: Product interested in is LCD Projectors.

  • Click Advanced Configuration and activate Continuous Blueprint.
  • Choose Owners of this Blueprint.
  • Click Next.

Note:

  • Continuous Blueprint is one in which the stages in a process are executed one after the other without a pause. Hence it is ideal for call scripting.
  • For the same reason, a Continuous Blueprint cannot have multiple "Transition Owners", as the process is not intermittent. Example, a call script will be executed from start to end by a single person - this owner can be defined in the Create Blueprint page.  
Design Process Flow →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Step 2: Design Process Flow

  • In Blueprint Editor, drag and drop all the States (stages) that form a part of the process.
  • Establish the process flow between the States by connecting the nodes in the State buttons.
  • Create Transitions by clicking on the + button between two States.
  • (To delete a transition, simply Right Click on the transition line and click Remove Transition)
← Enter Basic Info Set Transition Settings →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Step 3: Configure Transition Settings

Following are the instructions to configure each Transition included in the Leads Qualification Blueprint for Zylker. Click on each Transition header to reveal the Before, During and After Transition settings.

New+
Before Transition During Transition After Transition
Criteria: None Add Message:

"Enter phone number and email if not already available."

Add mandatory fields: Email & Phone

None
Attempt to call+
Before Transition During Transition After Transition
Criteria: None None None
Answered+
Before Transition During Transition After Transition
Criteria: None None None
Lead Interested+
Before Transition During Transition After Transition
Criteria: None Add Message:

Hi! Good morning. This is Grace from Zylker Multimedia Pvt Ltd. I hope you recall that we met at the (*)Leads - Name of Tradeshow last week. I am calling to find out if you are still interested in checking out our range of LCD Projectors. Is this a good time to talk?

(*) - Insert Merge Field using the character #

Make Notes as Mandatory

None
Product Brief+
Before Transition During Transition After Transition
Criteria: None Add Message:

General description:
Zylker YT786 multimedia projector is great for business and classroom needs. It is power saving, eco-friendly and comes with Blu-ray Full HD 3D Supported functionality.

Details:
  • Resolution: XGA
  • Brightness: 3,000 ANSI lumens
  • Colors: 1.07 Billion Colors
  • Aspect Ratio: 4:3

None
Schedule Demo+
Before Transition During Transition After Transition
Criteria: None Add Message:

Please let me know when would be a good time for us to schedule a product demo session?

Perfect! Thanks for your time. Our team will meet you on the scheduled date and time.

(INSTRUCTION: Make notes about specific requirements to be added to the demo for this lead)

Add Mandatory Fields: Demo time, Primary Address.

Make Notes as Mandatory

Send Email :

Associate Product Demo notification email to Sales Manager.

Task :

Associate a task called "Arrange for demo" to the record owner.

Lead Not Interested+
Before Transition During Transition After Transition
Criteria: None Add Message:

Make notes about why lead is not interested in the product, be it price, product unfit etc.

Make Notes as Mandatory

None
No answer+
Before Transition During Transition After Transition
Criteria: None Add Message :

Make a note of when the lead is next available for a call.

Make Notes as Mandatory

Task : Associate a task called "Contact Later" to the record owner.
Contact in Future+
Before Transition During Transition After Transition
Criteria: None Add Message :

Make a note of when the lead is next available for a call.

Make Notes as Mandatory

Task

Accossiate a task called "Contact Later" to the record owner

Contact in Future+
Before Transition During Transition After Transition
Criteria: None Add Message : Make a note of when the lead is next available for a call.
Make Notes as Mandatory
Task

Accossiate a task called "Call Later" to the record owner

Once you have configured the Transition settings, save the Blueprint. Now we are ready to execute this continuous Blueprint. Click Done to see how this process is executed.

← Design Process Flow Execute the Blueprint →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Execute Blueprint

To execute the Lead Qualification Blueprint

  • Create a new lead with the following field values.
    • Call Status - "None"
    • Product interested in - "LCD Projectors".
  • Go to the new record's detail page.A Blueprint strip displays the "Current State" of the record and the Transitions available at that State.
  • Say you are now all set to make a call to a lead in order to schedule a product demo.Click Check contact details.This opens a popup window which prompts you to enter the Phone number and email address of the lead. This way, CRM prompts important information from the users, contextually. Once you have entered the required details, click the next Transition - Attempt to Call.
  • Let's say the lead answers your call. Click Answered.
  • In the next set of Transitions, you see that the lead may be interested, not interested or may ask you to call later. For this example, click Lead interested.
  • A popup window displays the script to help the agent begin the conversation with the lead.
  • Next, if the lead is further interested, click Product Brief and read the description off the script.
    If the lead agrees on scheduling a demo. click Schedule Demo, and enter the Demo date, time and address.
  • Once this final Transition is done, you will see that the Call Status of the record has been updated to "Demo Scheduled". At the same time, you will also notice that a task for arranging demo and a demo notification email have automatically been triggered, as per the "After Transition" settings in Blueprint.

You have successfully executed the Lead Qualification Blueprint. Go back up to check out the Deal Follow-up and Order Management scenarios.

← Set Transition Settings
Next Scenario : Deal Follow-Up

Blueprint for Deal Follow-up Process

Objective:To guide Zylker's sales reps at every stage of deal follow-up process, which consists of sending and reviewing a quote.

  • Here, the discounts offered to the customer will be validated by CRM, thereby ensuring that the sales teams adhere to Zylker's sales policies.
  • Email notifications can promptly be automated to sales managers at the acceptance of a quote, so that it does not escape their attention.
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Enter Basic Info

Pre-requisites

Even before the first step of entering basic info, you must follow the pre-requisites mentioned below. These are essential to create a Blueprint for Zylker's Deal Follow-up scenario.

Under Settings > Setup > Customization > Modules > Deals, create the following custom fields.

  • Discount - Percentage field
  • Order Quantity - Number field
  • Order Summary - Multi-line field
  • Terms and Conditions- Pick-list field with values as Accepted and Not Accepted.
  • Click Settings > Setup > Automation > Blueprint.
  • Click Create New Blueprint. In the ensuing popup window, specify the following details:
    • Blueprint name: Zylker Deal Follow-up
    • Module: Deals
    • Layout: Standard
    • Choose field: Stage
    • Criteria: None
Design Process Flow →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Design Process Flow

  • In the Blueprint Editor, drag and drop all the States (stages) that form a part of the process.
  • Establish the process flow between the States by connecting the nodes in the State buttons.
  • Create Transitions by clicking on the + button between two States.
  • (To delete a transition, simply Right Click on the transition line and click Remove Transition)
← Enter Basic Info Set Transition Settings →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Configure Transition Settings

New+
Before Transition During Transition After Transition
Criteria: None None None
Demo Successful+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Enter customer feedback and update demo status

Add mandatory fields: Demo Status

Add Validation Criteria: Demo Status is "Completed".

Error message: Sorry! Deal cannot be qualified unless the demo is completed.

Make Notes as Mandatory

Email Alert: Associate "Demo Successful notification" to be sent to Sales Managers.

Send Quote+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Associate Quote with the deal. Email Alert: Associate Quote Sent Notification to Sales Managers.
Accepted by Customer+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Note down any additional requests by customer

Make Notes as Mandatory

Associate "Email Alert" to Sales Manager

"Quote Acceptance Notification".

Rejected By Customer+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Note down reasons for rejection

Make Notes as Mandatory

Associate "Email Alert" to Sales Manager

"Quote Rejection Notification".

Negotiate+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Enter the product discount and add any other notes on the negotiation.

Add Field: Discount.

Add Validation Criteria: Discount <= 25

Error message: Sorry! Discount cannot be greater than 25%

None
Re-send Quote+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Associate revised quote with the deal.

Email Alert: Associate Quote Sent Notification to Sales Managers.
Place Order+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Ensure that the customer has accepted the terms and conditions before confirming the order. Fill up the order summary. 

Add mandatory fields: Terms and Conditions & Order Summary

Validation Terms and Conditions is Agreed.

Associate "Email Alert" to Order Management team and Sales Managers.

"Order placed for deal".

Lost Deal+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Note down reasons for lost deal

Make Notes as Mandatory

Associate "Email Alert" to Sales Manager

"Deal Lost".

Demo Unsuccessful+
Before Transition During Transition After Transition

Owners: Record Owner

Criteria: None

Add Message: Note down reasons for unsuccessful demo

Make Notes as Mandatory

Associate "Email Alert" to Sales Manager

"Demo unsuccessful".

Once you have configured the Transition settings, save the Blueprint. Now we are ready to execute this Blueprint.

← Design Process Flow Execute the Blueprint →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Execute Blueprint

  • Create a new deal.
  • Go to the new record's detail page.
  • A Blueprint strip displays the "Current State" of the record and the Transitions available at that State.

This process begins with the result of the product demo. Let's say the demo went well and the customer liked it.

  • Click Demo Successful. This opens a popup window which prompts you to enter the demo details such as Demo Status and notes on demo feedback from the customer. When you update the Status as Completed, you can qualify the deal.
  • Now click Send Quote.
  • Associate the sent quote with the deal.
  • Next, the quote has to be reviewed by the customer. If it is accepted, the order is placed. Click Place Order. You are prompted to ensure that the customer has accepted the Terms and Conditions and fill the Order Summary. On execution of this transition, the deal is closed and won.
  • If the quote is rejected, it goes through a negotiation and then re-sent to the customer. The product discount offered at the Negotiation stage is also validated by CRM - that is, the deal cannot complete the Negotiation stage if the discount is greater than 25%.
  • If the demo has been unsuccessful or for some other reason, the order is lost, click Lost Deal.

This way, you can systematically follow up with a deal and close it.

You have successfully executed the Deal Follow-up Blueprint. Next, go back up to check out Order Management scenario.

← Set Transition Settings
Next Scenario : Order Management

Blueprint for Order Management

Objective:To guide Zylker's sales reps at every stage of their order management process - such as inventory check, shipping and delivery.

  • Here, sales reps are prompted to enter CRM information contextually. Example, a user is prompted to enter customer's address right before an order can be shipped. This can help avoid inadvertent delays in product delivery.
  • Also, custom actions can be associated with this Blueprint so that invoices and purchase orders are generated automatically at the appropriate stages in the order management process.
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Pre-requisites

Under Settings > Setup > Customization > Modules > create a custom module called Orders.

  • SECTION: ORDER INFORMATION

    Order Name - Single Line field

    Order Number - Number field 

    Order Quantity - Number field 

    Order Status - Picklist field (with the following values) These values form the States in this Blueprint.

    Order Confirmed Inventory Check Product in Stock Product out of stock Not Delivered to warehouse Order Fulfilled
    PO Created Product in warehouse Product Not in warehouse Delivered to warehouse Shipped to customer Invoice created
  • SECTION: CONTACT INFORMATION

    Delivery Address - Single Line field

    Phone - Number field 

    Alternate Contact - Number field 

    City - Single Line field  

    State - Single Line field  

    Country - Single Line field 

    Courier Details - Multi-Line field 

Step 1: Enter Basic Info

  • Click Settings > Setup > Automation > Blueprint.
  • Click Create New Blueprint. In the ensuing popup window, specify the following details:
    • Blueprint name: Zylker Order Management
    • Module: Orders
    • Layout: Standard
    • Choose field: Order status
    • Criteria: Order Status is Order Confirmed
  • Click Next
Design Process Flow →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Design Process Flow

  • In the Blueprint Editor, drag and drop all the States (stages) that form a part of the process.
  • Establish the process flow between the States by connecting the nodes in the State buttons.
  • Create Transitions by clicking on the + button between two States.
  • (To delete a transition, simply Right Click on the transition line and click Remove Transition)
← Enter Basic Info Set Transition Settings →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Configure Transition Settings

Following are the instructions to configure each Transition included in the Order Management Blueprint for Zylker. Click on each Transition header to reveal the Before, During and After Transition settings.

Confirm order+
Before Transition During Transition After Transition
Criteria: None None None
Check Inventory+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Verify quantity and enter any additional order info, if any

Add mandatory fields: Order Quantity

None
In Stock+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message:Verify availability of stock 

Make Notes as Mandatory

None
Not in stock+
Before Transition During Transition After Transition

Owners:Inventory Managers

Criteria: None

Add Message:Verify availability of stock 

Make notes as mandatory

Email alert:"Product out of stock" notification to Inventory Managers
Create Invoice+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Thanks! Your tasks end here. The Shipping and Delivery team will take over now. Click Save to create and associate an invoice.

Make Notes as Mandatory

Create a Custom Action* that will automatically create an Invoice for the order in question. 

Ship to customer+
Before Transition During Transition After Transition

Owners: Shipping & Delivery Managers

Criteria: None

Add Message:Add Shipping info as prompted. Enter any other shipping information to be noted.

Add Mandatory Fields: Delivery Address Phone Alternate contact City State Country Courier details

Make Notes as Mandatory

Email alert Associate Shipment Sent notification email to Delivery Manager.

Email alert Automate Shipment notification to customer. "Your package is arriving! "

Deliver to customer+
Before Transition During Transition After Transition

Owners: Shipping & Delivery Managers

Criteria: None

Add Message: Note down delivery details as required

Make Notes as Mandatory

Email alertAssociate Shipment Delivered notification email to Delivery Manager.

Email alertAutomate Shipment Delivered to customer. "Your package has been delivered! "

Create PO+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Click Save to create PO.

Make notes as mandatory

Create a Custom Action* that will automatically create a PO for the order in question

In Our Warehouse+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Enter notes about stock in warehouse. 

Make notes as mandatory

None

Not in Our Warehouse+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Enter notes about stock availability status. 

Make notes as mandatory

None

Delivered to Warehouse+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Enter notes about delivery status to warehouse

Make notes as mandatory

None

Not Delivered to Warehouse+
Before Transition During Transition After Transition

Owners: Inventory Managers

Criteria: None

Add Message: Enter notes about delivery status to warehouse

Make notes as mandatory

None

Note

  • (*) Creation of invoice and purchase order can be automated using Blueprint in the After Transition section using custom functions. Learn about custom functions here.
  • If you do not require the creation of invoice to be automated, you can skip the After Transition settings, and associate them manually.

Once you have configured the Transition settings, save the Blueprint. Now we are ready to execute this Blueprint.

← Design Process Flow Execute the Blueprint →
1Enter
Basic Info
2Design
Process Flow
3Set
Transition Settings
4Execute
the Blueprint!

Execute Blueprint

  • Create a new order with the following field values
    • Order Status - "Confirmed"
  • You will see that the record matches the Blueprint entry criteria and so it enters the process.
  • Go to the new record's detail page.
  • A Blueprint strip displays the "Current State" of the record and the Transitions available at that State
  • Click Check Inventory. This opens a popup window which prompts you to enter the Order Quantity and enter notes about the order summary. This way, CRM prompts important information from the users, contextually. Once you have entered the required details, click Save.
  • The next set of Transition Buttons are visible to you. Let's say the product is available. Click the In StockTransition and enter notes as prompted.
  • Next, click Create Invoice. A message is displayed asking the user to click Save to create an invoice. On execution of this Transition, an invoice is automatically created, as per the custom action associated.
  • If you do not want the invoice to be created automatically, you can skip the custom action setting in the After Transition settings and create it manually.

  • Nect, Proceed to Ship to Customer.
  • Here you are prompted to enter the Shipping Info such as Address, contact info and other details.
  • This lets you avoid any delivery delays due to wrong contact info.

  • Enter values for the fields prompted and then click Save.
  • Click Deliver to Customer and then enter the delivery details as prompted.
  • Now the Order Status has been systematically changed to Order Fulfilled.

← Set Transition Settings

You have successfully executed the Order Management Blueprint for Zylker. This marks the end of the Blueprint Tutorial.