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Editions: Professional edition and above
DCs: All
Release plan: This enhancement is being released in a phased manner to customers. It will soon be available to all users.
[Updated on 5 Sep 2024] This enhancement has been released to all users in all DCs.

Hello everyone,

Blueprints streamline processes and ensure users adhere to required steps by guiding them through each stage. To maintain compliance, users must enter required information to progress in a blueprint. You can learn more about blueprints from our tutorial.

The case for optional fields

While blueprints ensure that processes are followed strictly, they can run into issues in some scenarios. For example, in the lead qualification process:
  • A sales development rep (SDR) needs to gather details such as company size, budget, and other factors in order to qualify a lead.
  • An account executive (AE) will pick up where the SDR left off and delve deeper to discover specific needs, pain points, decision processes, and more.
Customers aren't restricted by processes like SDRs and AEs are, and they may share specific pain points and other details directly with SDRs. This presents a dilemma to admins when designing blueprints; should they make these fields mandatory for the SDR? If yes, how should the SDR proceed in cases where this information isn't available?

To address this issue, admins have had to use workarounds, such as adding extra fields with layout rules and implementing multiple transitions. This made blueprints harder to configure, maintain, and use.

Use optional fields to enhance your blueprints

CRM blueprints can now include optional fields in stage transitions, allowing for more flexibility in meeting various process needs (like the one mentioned above).

In our example, admins can simply make those fields optional for the SDR.

Some sample use cases are as follows:
  • Users can complete detailed feedback fields in ticket resolution processes if the customer is willing to provide information.
  • Users can gather additional task details—such as estimated time, priority level, and dependencies—in task management blueprints.
  • Users can record preferences and additional information in registration processes. These could cover accessibility requirements, motivations for participation, areas of interest, and more.
  • Order fulfillment blueprints can include fields related to order consolidation, if multiple orders are being combined into a single shipment.
To do this, go to a blueprint's transition form and mark the appropriate fields as optional or mandatory based on your needs. Previously, every field in the transition form was mandatory.



Users can then proceed to the next stage even if the optional fields aren't filled.

You can mark the following items in the blueprint's transition form as optional:
  • Fields from the primary blueprint module and related modules
  • Checklist items

  • Notes, tags, and attachments

  • Other fields added under Associated Items, like tasks, meetings, etc.

In addition, a Save as Draft button has been added to the transition form to help transition owners manually save completed fields and continue later where they left off.

Moving notes, tags, and attachments

We've also introduced a new change whereby notes, tags, and attachments are now accessible in relevant locations within the UI. This update will also pave the way for future improvements as we consolidate them all under the "Add" button menu.
  • Tags will be available when you click the + Add button.
  • Notes and attachments will be available under + Add > Associated Items.


FAQ
I've marked a field as optional, but it's still shown as mandatory for transition owners. Why?
Whether a field in a transition form is marked as mandatory or optional depends on the following:
  • Whether the module field is mandatory or not
  • Whether a layout rule is marking a field as mandatory or not
  • Whether it's set as mandatory in the blueprint transition setting
If at least one of these is mandatory, then the field is marked as mandatory.


We hope you find this new update useful. As mentioned before, this is being released in a phased manner and it will soon be available to all users. Do share your feedback in the comments section below.

Thanks!

7 users like this announcement.
19 Replies
Reply
  • 7 months ago

When should we expect to see this added?

Hello,

We are expecting this feature to be available for all the users by the end of this month tentatively. We will surely keep you posted here once this is enabled for all.

Stay tuned!

  • 6 months ago

Is it possible to increase the limit of fields display inside of a blueprint transition?

The limits are unnecessary and force us to develop expensive custom widgets. 

Hello,

Give us a while, have shared this requirement with our team. Will get back to you with an update at the earliest.

Stay tuned!

Hello,

Can you elaborate your use case briefing why you need to increase the field values, for which Blueprint and what is the current workaround that you are using to support(at)zohocrm(dot)com so we can check and assist you from there.

Looking forward to hearing from you!

  • 6 months ago

請為我打開!

Hello Kava,

As mentioned we are rolling out this feature in phases and should be available to all the users by the end of this month tentatively. I will surely keep you posted on any new changes on this.

Stay tuned!

  • 6 months ago

 

I tried, but didn't get help. Unnecessary limit in my opinion. As always with Zoho... it starts to get really annoying.


Hello,

Have you dropped an email with your use case and your current workaround for us to validate this further?

  • 6 months ago

Hey
 ,

Yes, I did.

Hello,

Have checked this from our end and don't see a email from you regarding the above use case. Can you share that here so we can validate.

Looking forward to hearing from you!

  • 6 months ago

Hey
,

our customers require two types of addresses—simple address and pick-up address—each consisting of four fields. Although we have implemented this using a widget, the solution has proven to be costly and challenging to maintain.

We would like to include the following fields within a blueprint transition to facilitate the creation of a pickup meeting with a customer:

  • Customer Name
  • Pickup Address, Invoice Address, and Phone Number
  • Pickup Date and Assigned Pickup Co-Worker

Our try to use the native functionality where we ran into the limit:


Our custom solution, costly and hard to maintain: 

Hello,

Thank you for taking the time to share your use case here. Have shared this with our Product team, we will validate the possibilities and keep you posted here on any new updates.

Stay tuned!

Hello,

I have dropped you an email regarding this. Can you check and revert back to that email.

Looking forward to hearing from you!

  • 5 months ago

Hey Sunderjan,

the workaround from the email does not work yet. 

Hello,

I have dropped you an email regarding this. Can you revert back to the mail so we can assist you from there.

Looking forward to hearing from you!

  • 9 days ago

Hey

,

we still don't have a solution for our problem. I dropped you an email on the same ticket.

Hello,

Have received your mail. Will check and revert back on the same at the earliest.

Stay tuned!

Hello,

Have dropped you an email with an update. Request you to revert back to the email so we can take this from there.

Looking forward to hearing from you!

Reply to Kiran Karthik PA
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