Scenarios

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 ConfirmedInventory CheckProduct in StockProduct out of stockNot Delivered to warehouseOrder Fulfilled
    PO CreatedProduct in warehouseProduct Not in warehouseDelivered to warehouseShipped to customerInvoice created
    Order ConfirmedPO Created
    Inventory CheckProduct in warehouse
    Product in StockProduct Not in warehouse
    Product out of stockDelivered to warehouse
    Not Delivered to warehouseShipped to customer
    Order FulfilledInvoice 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 InfoSet 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 TransitionDuring TransitionAfter Transition
Criteria: NoneNoneNone
Check Inventory+
Before TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter Transition

Owners: Inventory Managers

Criteria: None

Add Message:Verify availability of stock 

Make Notes as Mandatory

None
Not in stock+
Before TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter Transition

Owners: Inventory Managers

Criteria: None

Add Message: Enter notes about stock in warehouse. 

Make notes as mandatory

None

Not in Our Warehouse+
Before TransitionDuring TransitionAfter Transition

Owners: Inventory Managers

Criteria: None

Add Message: Enter notes about stock availability status. 

Make notes as mandatory

None

Delivered to Warehouse+
Before TransitionDuring TransitionAfter 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 TransitionDuring TransitionAfter 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 FlowExecute 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.

  • Next, 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.

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

← Set Transition Settings

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