Extension pointers #15: Create blueprints to carry out business processes smoothly
When the various stages of a business process are well-planned and executed efficiently, the entire process runs smoothly and the overall functionality is efficient.
Blueprint is a useful feature available in Zoho CRM that is currently supported in the Zoho Developer platform. It allows you to plan different stages of a business process and set up predefined transitions between the stages to achieve the desired results. Along with defining the stages for a blueprint, you can associate people to each stage, guide them through the process, mandate information, validate information, and automate routine processes if necessary.
Components of a blueprint
A blueprint is made up of two major components or blocks: states and transitions. We’ll discuss each below.
State
A business process might involve one or more stages that need to be crossed for its completion. A state is a stage that is involved in a business process. It’s a particular condition/stage that a process is in at a given point of time.
Transition
A transition acts as a connecting factor or link between stages. It consists of the conditions that must be met to move from one stage to another.
Let's consider an example that demonstrates how blueprints can be effectively implemented/incorporated through an extension to achieve desired business processes.
Assume you run a campaign management organization. Several companies hire (outsource) you as a vendor to work on campaigns to help their businesses grow. Depending on your clients’ business needs, you manage the processes involved in preparing these campaigns using the Campaigns module in Zoho CRM. Campaigns can be of different types, such as webinar, advertisements, emails, etc.
Each of these campaign types will require following a different flow in order to be organized and executed. For example, for a webinar, you’ll need to check on resource availability and target audience, whereas for advertisements, you must check on content and banner design. It would be difficult to manually ensure that all of your team members assigned to a client’s campaign follows the correct flow each time.
A blueprint would be useful in this situation because a fixed process can be designed for a specific campaign type. This way, whenever one of your team members is assigned to handle that campaign type, they follow the defined process flow to execute it.
Similarly, different blueprints can be designed for different campaign types and collectively rendered as an extension to help your campaign management process as a whole. In this post, we'll build the overall blueprint flow for a webinar-type campaign.
A company contacts your campaign management organization about organizing a webinar to promote their business. You plan a webinar idea based on the needs of the company, gather the requirements to organize the campaign, generate or execute your campaign plan and share it with the manager, decide whether the plan is active or inactive based on feedback and discussion, and, finally, complete the campaign by finalizing (active) or closing (inactive) based on discussion.
Creating a blueprint for the Campaigns module in Zoho developer console
Here are the process steps for creating a blueprint flow:
- Go to the Extension's detail page in the Zoho Developer console.
- Choose Workflow under Automate from the left panel of the Zoho CRM console under Build, and then click Blueprint.
- Click Create Blueprint.
- Enter the necessary details. You can refer to this link to get detailed information on creating a blueprint. In our example, the module is Campaign, the layout is Standard and the field is Status.
Note: You can create picklist fields through the extension and choose them as the field for the blueprint. This helps you run blueprints specific to your campaign’s organization-related Zoho CRM fields as well.
- When the basic details are filled in, next you’ll define the criteria based on which records will be associated with this blueprint. In our example, we choose the campaign records of the webinar type to be associated with this blueprint.
- There’s an option to create continuous blueprints, i.e., with the completion of a transition the next transition is automatically triggered, and so on. To achieve this, click Advanced configuration. Enable the Is this a continuous Blueprint? option. Choose the owners who will be eligible to view the transitions as buttons in the record's detail page.
Note: In our example, we don't enable this option; we manually execute transitions one after the other when the preceding transition's conditions are met and the next one is ready to be implemented. Click Next.
- Below is the blueprint created for our example.
- The states and the transitions involved in our example are listed below.
States | Transitions |
Plan idea | Plan |
Requirement gathering | Requirement analysis |
Plan generation | Generate plan |
Active | Active |
Inactive | Inactive |
Complete | Complete |
- Next, add the criteria to be met at different stages of the transition (BEFORE, DURING, and AFTER). These transitions are conditions to be met to cross from one state to another, and will appear as buttons on the record details page.
- Let's see the criteria involved in our example for each transition.
Plan: Notes on the webinar plan and tags are mandatory during this transition.
Requirement analysis: Create a checklist for analyzing the requirements by using the Add > Checklists during the transition.
Generate plan: Make attachments of the contents or related documents required for the webinar mandatory during the transition.
After the transition, generate an email notification to your manager with the campaign plan details. We’ve associated a campaign plan email template that includes the description of the campaign record as part of the email body.
Active: Upon discussion with the manager, if the plan is approved, the campaign plan is active and is to be executed further. Make tags mandatory during the transition.
Schedule the campaign start date for 15 days from the current execution date (i.e., the date the plan changes to active status) after the transition is completed.
Inactive: After discussion with the manager, if the plan is not approved, the campaign plan is inactive and is then moved to an inactive state. When you click Inactive, the campaign is automatically moved to Complete status.
Complete: Finally, whether the plan is active and ready to be executed, we can move it to a closed state by making tags mandatory to establish that the record for creating the webinar campaign plan has been completed.
- Now that the blueprint is designed, click Publish.
- You can now publish the extension and install it in your Zoho CRM account.
Sample Output
You can view the sample output attached as a video.
In this manner, any webinar campaign will follow the blueprint process to completion. Similarly, you can create blueprints for each campaign and efficiently manage your campaign management process.
We hope you find this information useful. Keep following us for more inputs!!
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Nanditha Somasundaram Somasundaram
Sticky Posts
Kaizen #197: Frequently Asked Questions on GraphQL APIs
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Kaizen #198: Using Client Script for Custom Validation in Blueprint
Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Celebrating 200 posts of Kaizen! Share your ideas for the milestone post
Hello Developers, We launched the Kaizen series in 2019 to share helpful content to support your Zoho CRM development journey. Staying true to its spirit—Kaizen Series: Continuous Improvement for Developer Experience—we've shared everything from FAQsKaizen #193: Creating different fields in Zoho CRM through API
🎊 Nearing 200th Kaizen Post – We want to hear from you! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! Commands
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
What’s New in Zoho Inventory | April 2025
Hello users, April has been a big month in Zoho Inventory! We’ve rolled out powerful new features to help you streamline production, optimise stock management, and tailor your workflows. While several updates bring helpful enhancements, three major additionsWhen Zoho Tables Beta will be open to EU data center
Hello all, We in EU are looking at you all using and testing and are getting jealous :) When we will be able to get into the beta also? We don't mind testing and playing with beta software. Thank you!Pass current date to a field using Zoho Flow
I am trying to generate an invoice automatically once somebody submits a record in Zoho CRM. I get an error in the invoice date. I have entered {{zoho.currentdate}} in the Date field. When I test the flow, I get "Zoho Books says "Invalid value passedAPI: Mark Sales Order as Open + Custom Status
Hi, it's possible to create Custom Status (sub-status actually) states for the Sales Order. So you have Open, Void. Then under Open you can have Open, and create one called Order Paid, Order Shipped, etc etc...which is grouped under Open. I can use theMulti-Unit Inventory with Flexible Unit Selection (Purchase in One Unit, Sell in Another)
We need multi-unit inventory management in Zoho Books with the flexibility to choose units (e.g., Box or Piece) at the time of purchase or sale. For example, if 1 Box = 10 Pieces, we should be able to record purchases in Boxes but sell either in BoxesZoho Quartz Screen Recording
Hello, can we get access to Quartz, please, as a standalone solution? It would be great for creating training videos for current and future staff on how to use Zoho software according to our company requirements. Thank youThis domain is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details
This is the error i keep getting when trying to use my Zoho Domain Mail. This domain is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details Find attached. I hope this can be resolved very quickly so i can go on and makeTip 26: How to hide the "Submit" button from a form
Hi everyone, Hope you're staying safe and working from home. We are, too. By now, we at Zoho are all very much accustomed to the new normal—working remotely. Today, we're back with yet another simple but interesting tip--how to hide the Submit button from your forms. In certain scenarios, you may want to hide the submit button from a form until all the fields are filled in. Use case In this tip, we'll show you how to hide the Submit button while the user is entering data into the form, and thenfilter broke my data
I uploaded a file recently from Sheets and it has top 2 rows frozen, with table headers in second row and each one is filterable. somehow my first 2 columns became unfiltered and no matter what I do I cannot reapply the filter?? also didn't realize theyEmail address for forwarding is not saving and there's no confirmation ema
Steps to reproduce: 1. Enter my forward email in the email forward section of the account 2. Click save 3. See a notification stating saved successfully 4. Refresh the page, no forward email is saved 5. No email confirmation received at the forwardingHow do I move Notes around within a Group?
It says here: " You can now sort notes by title (alphabetically), or by date modified and date created. You can even organize your notes by dragging and dropping them into a particular order. To sort your notes, simply go to Settings and tap “Sort By.” Please note: all sort settings will be saved and synced across devices, except for custom sorting. Custom sorting will be device specific."However, I am unable to 'custom sort' in either Notebook for Mac or on the Web. In addition, I can't find thejavax.mail.authenticationfailedexception 535 authentication failed
Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, RekhaPocket from Mozilla is closing shop. Don’t lose your favorites . Move them to Zoho Mail Bookmarks now! 📥🔖
The end of Pocket shouldn't mean the end of your important links and content. Easily import them into Zoho Mail's Bookmarks and continue right where you left off. You can bring over your entire Saves, Collections, and tags just the way they are. BookmarksZoho Sign: need to leave document pending for up to a year, or maybe there's a better way?
I have zoho one, maybe there's a better way to do this with another service than sending a zoho sign template from zoho crm. At the end of the day this requirement is due to regulations, no matter how dumb it may seem. I'm just looking for a way of getting'Add Tax To Amount' not reflected in Invoice
Hi Zoho Support, I'm experiencing an issue with tax calculation display in my invoice template. Despite having "Add tax to amount" box checked in the template settings, the Amount column is not showing the tax-inclusive total for line items. Current behaviour:To Do: shareable task links without login
Hi! I’m using Zoho Mail and ToDo in my daily work, and I’ve run into one limitation that’s a real blocker for me. Right now, to share tasks with managers or directors, they need to have a Zoho account and be added to a group. In practice, many of themSeparate Items & Services
Hi, please separate items and services into different categories. Thank youUnable to edit or delete email address
I signed up for free Zoho today. I usually am pretty good at understanding and configuring things like this, but your interface baffles me, and your online help is cryptic to say the least. I have spent hours just trying to set up a couple of email accounts in Zoho before pointing my domain MX records to Zoho. I solved some other issues on my own, but I can't figure out this latest problem: I have created two email addresses in Zoho. Let's call the first one myname@mydomain.com and the second oneMastering Zia Match Scores | Let's Talk Recruit
Feeling overwhelmed by hundreds of resumes for every job? You’re not alone! Welcome back to Let’s Talk Recruit, where we break down Zoho Recruit’s features and hiring best practices into simple, actionable insights for recruiters. Imagine having an assistantWe are unable to process your request now. Please try again after sometime or contact support@zohoaccounts.com
I cannot sign up and return the error of we are unable to process your request now. Please try again after sometime or contact support@zohoaccounts.comMulti-currency - What's cooking ?
Hi, We have been doing this feature for sometime and we would like to give you some glimpses of it. Working with Multi Currency : Multicurrency support gives you the ability to handle business transactions in multiple currencies. You can define a base currency for your organization and add more currencies with exchange rates based on the base currency. Setup : From the setup page, you can manage all the currencies supported by your organization. Currencies pageIntegrating Chatbot with Zoho Creator Application
Is it possible to integrate a chatbot with a Zoho Creator application?How to reduce programmatically the image uploaded by user?
I need a function that will automatically reduce the pixel dimension to 800 x 600 pixels / 180 resolution or (approx. 1.37MB) of image uploaded by user from digital camera, for example, 2271 x 1704 pixels /180 resolution or approx. 11.1MB. After the user selected the image, the function will able to detect if pixels is above 800x600, process the photo (crop/ reduce) and resume upload. Need help...Dark mode for Zoho Creator / Zoho CRM Code editor
Hi Team, Is there any plans for Dark mode in Zoho creator / Zoho Crm code editor and development pages in pipeline?Is there a way to make a button scroll down?
Looking to have a button on a landing page scroll down to another section on the page. Any recomendations outside of coding?Collective-booking event not added to all staff calendars
We assign two staff to certain events. When the client books this event, it adds it to one staff calendar (the 'organiser') but not the other. How can I ensure all staff assigned to a collective booking get the event in their calendar? (A side note: itZOHO Android Client
Hi, I installed the Android app, but it had an issue, so I reinstalled it. I was able to add multiple accounts, but now when I add the next account, it just duplicates the one I already have and will not even allow me to enter the info for another account.I'd like to suggest a feature enhancement for SalesIQ that would greatly improve the user experience across different channels.
Hello Zoho Team, Current Limitation: When I enable the pre-chat form under Brands > Flow Controls to collect the visitor’s name and email, it gets applied globally across all channels, including WhatsApp, Messenger, and Instagram. This doesn't quite alignEnhance Barcode/QR Code scanner with bulk scanning or continuously scanning
Dear Zoho Creator, As we all know, after each scan, the scanning frame closes. Imagine having 100 items; we would need to tap 100 times and wait roughly 1 second each time for the scanning frame to reopen on mobile web. It's not just about wasting time;Managing Rental Sales in Zoho Inventory
I am aware that Zoho Inventory is not yet set up to handle rental sales and invoicing. Is anyone using it for rentals anyway? I'd like to hear about how others have found work arounds to manage inventory of rental equipment, rental payments, etc. ThMegamenu
Finally! Megamenu's are now available in Zoho-Sites, after waiting for it and requesting it for years! BUT ... why am I asked to upgrade in order to use a megamenu? First: Zoho promised to always provide premium versions and options for all included Zoho-applicationsZoho Flow to Creator 3001 Respoonse
I have updated my Flows with the new V2 connection to Zoho Creator, but now some Flows do not work. They take in data from a Webhook and are supposed to create a record in Creator, however creator returns a 3001 message along with a failure, but I cannotFile Upload to Work Drive While Adding Records in Zoho Creator Application
Hi I am trying to set a file attachment field in zoho creator form, to enable the user to upload a scanned document from their local pc. The file should be uploaded to zoho workdrive and not to the default zoho creator storage. The file link should beWhy not possible to generate?
Using this https://desk.zoho.com/DeskAPIDocument#TicketCount#TicketCount_Getticketcountbyfield on my ZML script url :"https://desk.zoho.com/api/v1/ticketsCountByFieldValues?departmentId=XXXXXXXXXXX&accountId!=XXXXXXXXX&customField1=cf_country_1:XXXXXX&field=overDue"email
Hi My crm email is not working, can you check, I have zoho one account.Need option to see Mass Emails & Cadences in Gmail Outbox OR a dedicated Zoho Outbox
Hi everyone, Right now, when we send 1:1 emails from gmail (with gmail API connected to Zoho CRM), those emails appear both in gmail's sent folder and in Zoho CRM. That works well. But when we send Mass Emails or Cadence emails form Zoho CRM, they areI can't found API for Sales Receipts
Hello May you please help me to find an API document for Sales Receipts to get data and retrive a custom fields like Invoice and credit notes RegardsKaizen #205 - Answering Your Questions | Managing Picklists and Enabling History Tracking via Zoho CRM APIs
Hello everyone! Welcome back to another post in our Kaizen series. In this post, we will look at how you can manage picklist fields in Zoho CRM using APIs. This topic was raised as feedback to Kaizen #200, so we are taking it up here with more details.Multiple Vendor SKUs
One of the big concerns we have with ZOHO Inventory is lack of Vendor Skus like many other inventory software packages offer. Being able to have multiple vendor skus for the same product would be HUGE! It would populate the appropriate vendor Sku forInternally created tickets
Hi there When tickets are created internally on-behalf of customers - there is nothing to show that the ticket was created by an internal agent. This means, that it's easy for our agents to confuse tickets which were created by internal team members andNext Page