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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. 

2 users find this useful.
15 Replies
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Cool

  • Zoho MVP
  • 3 years ago

Nice addition

  • 3 years ago

Thanks, Milton and Kevin Flynn. Glad you found it useful!

  • 2 years ago

Will Automatic Transitions be available for Blueprint in Zoho Recruit?

Hi
 I do not see the option for automatic transitions when creating a new transition.  Can you help?  Thanks!

  • 2 years ago

Hello Scott,

Can you please share a screenshot of the transition creation page? Also, please confirm if it is a continuous blueprint?
Continuous blueprint
If you are trying to edit an existing transition, you will not have the option to mark it as 'Automatic'.

Waiting to hear from you.

Hi Shaveethira G,

I am wondering if it matters if the blueprint is continuous or not? Will auto transitions work correctly within a continuous bueprint?

  • 2 years ago

Hello Rod,

Yes, you can create Automatic transitions for continuous blueprints. Do let us know if you run into any challenges when doing so. We will help.
Thanks.

Hi Shaveethira,

That is great news.

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.  

  • 2 years ago

Hey Rod,

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.

Thank you for bringing this to our notice.

Hello,

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.

Thank you.

  • 1 year ago

Thank you for sharing your suggestion,
.

We have plans to support criteria for automatic transitions. We haven't started work on this yet, but have this as part of our pipeline.
Will add your vote for this.

  • 5 months ago

Moin,

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.


  • 5 months ago

Hey,
.
Currently, this is a limitation as you have pointed out. However, this is part of our pipeline for the future.
I am also checking with my developers for workarounds to achieve this. I'll get back to you once I hear from them.
Appreciate your patience in the meantime.

  • 5 months ago

Hey Nadja,

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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