Spotlight #7 - Automatic Transitions in Blueprint

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.

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