Scenarios

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

Configure Transition Settings

New+
Before TransitionDuring TransitionAfter Transition
Criteria: NoneNoneNone
Demo Successful+
Before TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 FlowExecute 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 SettingsNext Scenario

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