Previously, records could not be moved from one state to another without user intervention. With automatic transitions, move records from one state to another automatically, when it elapses its pre-defined time. This Spotlight discusses how automatic transitions optimise your sales conversion process in Blueprints. If you'd like a deeper understanding of how Blueprint works,check this out.
Automatic Transitions in Blueprint
Automatic transition, as the name suggests, auto-moves a record from one state to another state when it exceeds a pre-defined time. We can set the time, varying from 15 minutes to even months for the automatic transition of a record to another state. It fills the process gaps where mistimed or delayed transitions can be triggered, as fail-safe default transitions in a sales process. Thus preventing sales process delays and helping to optimize conversion.
Business use-case
For a better understanding, let us consider the sales process of Zylker, a software product company. The sales team gathers the client requirements and analyses them carefully. Once suitable products are identified, a demo is set up for the client. The client is then sent a quote, post which the record enters the negotiation stage. If the client accepts the quote, the deal gets marked as Won. Most of you must be familiar with Blueprints in Zoho CRM that helps execute this process in a systematic manner.
Assume Joey, one of Zylker's sales reps has gone on an unplanned leave. Before going on leave, he had asked for detailed requirements from the client. Let's say the client has already submitted his requirement through an email. As Joe has not validated the requirements and performed the next transition in the sales pipeline, the deal is stuck in the "Needs analysis" stage. This delays the sales process.
By defining a set time for each stage, Joey can ensure that any record that lapses the pre-set time can then be moved to the next stage automatically. If the deal elapses the wait time in "Need analysis" state, the record gets moved automatically to the
"Negotiation" state.
This ensures that the record is not left idle for want of human intervention. Of course, not all stages require an automatic transition. This can be set in line with the sales process.
Now let us check out how to configure automatic transition
To configure automatic transition, create a new transition between need analysis and negotiation
Below the transition name, there is a small check box called automatic transition - "Check" and "Save" it.
Choose the wait time - days, hours or minutes.
If the record stays in the current state for more than the defined time, it will be transferred to the AT configured state automatically.
Customise actions such as email notification, webhook, actions and much more to get executed upon the transition.
To check how it gets executed. Create a new deal. In case none of the Transitions are selected in the automatic transition configured state, an info message gets displayed that states <this transition> will be executed automatically on <date> and <time>.
Leveraging automatic transition ensures that the record is not stuck beyond a point in a particular state and helps further sales conversion.
Currently I have a "Continuous" blueprint that includes auto transitions, however they seem to have stopped working.
I was told that auto transitions cannot be used when the blueprint is "continuous", however I did previously have it working at first and then, for unknown reasons, it stopped working. Now when you are executing the blueprint from a LEAD record, the auto transition shows up as a button, requiring user input or intervention which is not how it is supposed to work.
If you can offer guidance on how I might overcome this issue, it would be very much appreciated.
I just had a word with our product team, and I am sorry to inform that the Automatic transitions aren't supported for Continuous blueprints.
Continuous blueprints help design a process that occurs without pauses and Automatic transitions in Blueprints action without any human intervention and based on SLAs. Therefore, Automatic transitions are relevant only to regular Blueprints.
We agree that this is a breakage from our end to support Automatic transitions for Continuous Blueprints. We have informed our development team and will handle this at the earliest possible.
I've noticed that there doesn't seem to be an option for conditional-based automatic transitions when setting up processes. I was wondering if Zoho has any plans to add this feature in the future. I believe it would be a valuable addition. Based on the current situation, it would make sense to proceed with either an automatic transition or another step from the blueprint.
bei ich die Möglichkeit auch auf ein Fälligkeitsdatum hin, den automatischen Übergang zu veranlassen.
Angenommen ich schiebe einen Deal in eine Stufe und möchte, dass dieser zum Fälligkeitdatum X ( Was ich dann vorgebe) wieder in eine Stufe automatisch zurück geschoben wird.
Aktuell habe ich ja nur die Möglichkeit, Tage, Wochen etc. Vorzugeben, wann der Deal autmomatisch verschoben wird. Oder kann ich sowas über einen Workflow lösen? Dafür haben ich ja eigentlich keinen Trigger.
eine Lösung wäre auf jeden Fall, einen Workflow mit dem Fälligkeitsdatum als Trigger auszulösen, in dem der Deal dann in die jeweilige Stufe transitioned wird. Wenn du eine Stufe zurück willst, ist es sinnvoll diese Transition zurück in die vorherige Stufe auch zu modellieren.
Falls du Fragen hast, melde dich gerne :)
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