Zoho CRM Blueprint 3.0 — What's in store for you!
Hello everyone,
We hope all of you are doing well. We are excited to let you know that we have launched a set of useful enhancements in Blueprint. Here is a rather elaborate post on what those enhancements are and what to expect. Feel free to get back to us with any questions you may have.
Summary of enhancements:
- SLAs now support automated actions apart from existing default email alerts.
- "Same-state looping" has been introduced.
- The During Transition settings now let you mandate Tags.
- Introducing Automatic Transitions (Early access only*):Avoid process delays by automatically pushing records from one state to another after the passage of an acceptable time period.
- Introducing Mass Inclusion/Exclusion of records (Early access only*):Whether you want to include records into a Blueprint or take them out of one, you can now do so in bulk.
1. Automated actions now supported in SLAs.
SLA or Service Level Agreement in Blueprint, is a setting that enables you to keep a track of records that are falling behind in a process. How is this done?
By triggering a standard escalation alert to yourself or your team members, whenever a record has rested in a particular Blueprint State for more than a defined period. This way, you can take note of records that have stalled within a Blueprint and take further action on them before further delay.
Now in addition to standard email alerts, you can also now configure custom email notifications, tasks, field updates, run a custom function, or trigger a webhook as part of automated actions in SLAs.
For example, let's say that as per your process, you want to be alerted whenever a record has stayed in the Negotiation State for more than 5 days. For this, apart from the the default email alert you can choose to automate a field update where a field called "Urgency" gets updated from "Mild" to "Severe" whenever a record has stayed in the Negotiation state for more than 5 days. Later you can filter out records for which the urgency is severe and prioritise their transitions first.
2. Same-state looping
A process often contains steps which you have to attempt multiple times for it to be successful. A typical example would be an attempt to contact a customer. In order to gather their requirements you will have to call them. But often they may be unavailable or may ask you to call later. Unless you speak to them you cannot go to the next stage, so you have to stay in the same State until they answer. However your staying in the same state doesn't also mean you did not do your job — you just have to try multiple times until you are successful.
In such cases, you can now create a transition that "loops back" to the same stage. The From and To state is the same. For example, in the following deal follow-up process, you can use the "Retry contacting" transition infinite number of times, until you are successful in which case you will select Customer Available and progress further.
3. Mandate tags in the During Transition settings
You may now mandate tags as part of the During Transition section of a Blueprint. The transition owner would then be prompted to enter a value for tags in order to complete the transition.
4. Automatic transitions
Automatic transitions have been introduced in Blueprints, to help you combat process delays. Often, a record that traverses through a process tends to stagnate in a particular state and you may not even realise it. This causes unwarranted delays. One thing you can certainly do is set an SLA for the state and be notified whenever there's an escalation.
But ultimately, SLA is also a notification or a task/field update of sorts— the record at the end of the day, needs your manual intervention in order to progress further in the process. If you only want to be notified of escalations, you may configure SLAs. On the other hand, if you want the system to act and automatically move a record from one state to another at any point, you can now create automatic transitions.
So what are automatic transitions and how do they work?
An automatic transition is one in which a record in a Blueprint automatically moves from one state to another, after a specified "Wait" time has elapsed.
As per the process, in order for a record to go from State A to State B, you will have to perform a Transition A. If this Transition A has not been executed within a said time period, say, 5 days, then the Automatic Transition configured for that state will get executed and the record will be pushed forward automatically to another state in the Blueprint as per the configuration.
For instance, in the following screenshot, CRM will wait for one of the transitions to take place: Either "Confirm Interest" or "Drop deal". If no action is taken on this record until a said date, the record will be moved to the "Price Quote" stage automatically and the users can take it up from there.
To configure an automatic transition
Select the Automatic Transition checkbox as you create a regular transition.
Then, mention a "Wait time" and corresponding automated actions.
According to the following screenshot, the deal follow-up process flow has a handful of major steps to be performed before a price quote can be drafted — namely, Contact establishment, qualification, needs analysis and value proposition. If a particular deal has moved to the "Contacted" stage but the user has not taken the action required for Qualification, Blueprint will wait for 5 days and directly move it to the "Id.Decision Makers" state. From there the user concerned can take over drafting a price quote.
A price quote cannot be created without knowing requirements, contact details etc, so there the action items from previous states can also be done altogether at this point, without wasting any more time.
5. Mass Inclusion and Exclusion of records to a Blueprint
While creating a Blueprint for a module, you have the option to specify entry criteria. When you specify one, only records that meet these criteria can go through with the Blueprint.
Well, an important point to note is, only records that henceforth meet the criteria can go through with the Blueprint. So what about existing records? How can you get already existing records that qualify for the Blueprint into the Blueprint.
That is where the mass inclusion of records come in. With this enhancement, you can easily include a bulk of records by specifying your desired criteria. All you need to do is go to Bulk Include > define conditions to pull out the records you have in mind > click Include.
Also, if you have the need to "exclude" records in bulk from an existing blueprint, you can filter them out in a similar way.
When is it ideal to include/ exclude records in bulk?
- Bulk inclusion: When you have created a new Blueprint and you have existing records that qualify to enter the Blueprint, you can include them in bulk.
- Bulk exclusion: When you want to push records from one Blueprint to another, or you want to disassociate the records from a Blueprint altogether.
We hope you find these updates useful. If you have any questions or suggestions on this subject, please let us know by commenting below.
(*) Early access: Automatic Transitions and Mass inclusion/exclusion of records are early access features which will be enabled for those who have request them. This will be done in batches.
If you are interested in gaining early access to these two features: SUBMIT YOUR REQUEST HERE.
Further reading:
Help Document: https://help.zoho.com/portal/en/kb/crm/process-management/blueprint/articles/design-a-blueprint
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
Vaagdevi Ravishankar
Kevin Flynn
David Haddad
Bueller Bueller
Ash-Tech.co.il
Sticky Posts
Presenting ABM for Zoho CRM: Expand and retain your customers with precision
Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often deliversElevate your CX delivery using CommandCenter 2.0: Simplified builder; seamless orchestration
Most businesses want to create memorable customer experiences—but they often find it hard to keep them smooth, especially as they grow. To achieve a state of flow across their processes, teams often stitch together a series of automations using WorkflowNimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging
Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integrationZoho CRM: Sales Rep Professional Certification Program on Coursera
We are happy to share that we have published the Zoho Sales Representative Professional Certificate in partnership with Coursera, a leading platform for online learning and career development that offers access to courses and degrees from leading universitiesEnhancements to the formula field in Zoho CRM: Auto-refresh formulas with the "Now" function, stop formula executions based on criteria, and include formulas within formulas
Dear Customers, We hope you're well! By their nature, modern businesses rely every day on computations, whether it's to calculate the price of a product, assess ROI, evaluate the lifetime value of a customer, or even determine the age of a record. With
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
Condition to skip recipient signature
Is there a way, alone or with a Zoho Form integration, to skip a recipient signature when a condition is set? This happens because in this template, not always all the recipients need to sign it. Sometimes its just a few. We are using a Zoho Form integrationHow to filter emails by Reply-to field?
I receive a very particular newsletter from an association A registered on a website W (that is used by many associations), and the emails fields are not great: the From just contains the generic website's W's email, while A is only mentioned in the Reply-toWich version of Backstage is included in Zoho One
Hello I am in the event business and i am considering Zoho One to replace my current tools. I will need Backstage to manage my events but I am wondering wich version of backstage will I get if I subscribe to Zoho One. Thank you GuillaumeHow to restore deleted campaigns?
I accidentally deleted my first campaign that went out today (08/21/18). How do I restore it?Organize and Clone Task Custom Views
We have rolled out two new enhancements to task custom views: Custom View Groups and Custom View Clone. Custom View Groups Similar to predefined view groups, we have introduced groups for custom views to help organize and categorize them. My Custom Views:Kits: Option to Hide Associate Items on Documents
The new Kit type of Composite Item is very helpful, and we're already using it in several different ways. One problem is that there seems to be no way to hide the components on some documents, including Package Slips. There is an option given in settingsZoho Books CREDIT LIMIT is completely USELESS due to a BUG!!! Please fix it ASAP!!
Credit Limit should not be taken into account if payment terms on the Invoice are without credit. If selected Credit 0 days (Prepayment) why in this world would a notification pop up saying credit limit is exceeded and not allowing to create an invoice?Is it possible to adjust the web browser tab title (when a ZoHo Desk ticket is opened)
Hi All, When I open a ZoHo Desk ticket in a web browser, the tab title (text that appears at the top of the browser tab) uses the logic: *company icon picture* (xxxx) #ticket number - company name See below (highlighted in red) for reference. CompanyConfigure ChatGPT in Zoho Cliq | Now with GPT-4!
Updated for GPT-4 Support: The post and scripts has been revised to take advantage of the new GPT-4 model's capabilities. Please use the updated version for enhanced performance and accuracy. If you have been on the internet for the past few months, youHave completed Zoho Sign documents attach automatically to contact and/or account
Hello, Just used ZohoSign for the first time to get an e-signature on an important document. Setting up the template was nice and easy and configuring the request to go to the right people and training a member of staff was also very easy. HOWEVER WhyUsing email "importance" as workflow-criteria
I'd like to set up a workflow that triggers if an incoming email has been flagged as "high importance" but I'm not seeing any way to do that. Hopefully I'm just missing something obvious...?Update Lead Status in Zoho CRM When a Meeting is Booked via Microsoft Bookings
Hi everyone, I’m trying to streamline our lead management process and would like to automatically update the Lead Status in Zoho CRM whenever a meeting is booked through Microsoft Bookings. Has anyone successfully implemented this kind of integrationKaizen #199: FAQs on Multi-Select Lookup (MxN) Field in Zoho CRM
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. GotZoho Desk Android app update: Enhanced UI of the History tab.
Hello everyone! In the latest Android version(v2.9.10) of the Zoho Desk mobile app, we enhanced the UI of the 'History' tab within a ticket. Also, we have introduced a filter option to easily search the history based on the actions performed on the ticket.Is Zoho Marketing Plus part of Zoho One?
Hi, Is the new fancy Zoho Marketing Plus part of the Zoho One package? Is there any benefit in using this rather than the standalone products? Many thanks JonIs it possible to Bulk Update 'Product Name' in Zoho Desk?
Is it possible to Bulk Update 'Product Name' in Zoho Desk? I cannot see that option now. Kindly help how we can do it.Change visable Subform fields
I have a form with 4 subforms in it. I added another field to each of the subforms in my main form. Now, how do I update the subforms to show the new fields that I added?Integrate Bunq with ZOHO Bookes
We are new users of ZOHO Books, and our bank (BUNQ, in the Netherlands) isn't listed on the bank integrations. Is there a way to handle this?Trial Extenstion/ 2nd Go!
Hi, Recently trialed FSM bit didnt get a chance to try out the most recent features is it possible to get another trial to try the new features and see if I can make it work for me?Weekly Tips : Take Control of Your Sent Emails using Outbox Delay
Ever clicked “Send” on an email, then instantly realized you forgot something—like a file, an attachment, or even made a small typo? It happens more often than you'd think. Wouldn’t it be helpful if your email waited a little before actually going out?Format of data after export to spreadsheet
Dear Zoho, can you explain to me what is the point of a report exporting to XLSX if the format of the amounts that will be created there is in text format and not suitable for anything? Why do I need data in a sheet with which nothing more can be doCustomer Payment
Seprate voucher required for cash and bank .You can not authorized any one to enter cash payment .In statement clearly shown is it bank receipt or cash recipt .how to add previous month purchase bill and claim ITC
Hello we have a unclaimed ITC bill of April (we didn't claim it in may as seller didn't uploaded his gstr1 ) when we trying to file gstr 3b in june month we noticed the bill has been uploaded (april bill) .how to change the filing month of that aprilDeluge security enhancements
Hello everyone, At Deluge, security is a top priority, and we're continuously working to enhance the platform's safety and reliability. As part of our ongoing commitment to secure coding and industry best practices, we're rolling out key updates to howHow do I set users up to only send emails using org emails?
We run marketing campaigns for multiple clients and strictly send emails using the official organization addresses provided by each client. However, we've encountered several instances where users unintentionally send emails from their own company accounts—aopen multiple notes at a time.
Hey there, New to Notebook and liking it, but one thing that's really a bother is not being able to open more than one note at a time, either in a new window or in a new tab. Often times, I like to copy/paste from one note to another or compare draftsLet’s Talk Recruit: Forms that think before you do!
Welcome back to our Let's Talk Recruit series. In our previous post, we shared highlights from our community meetups held across India. This time, we’re talking about something that often gets overlooked but makes a huge difference once you set it upPEPPOL Support Needed for Zoho Books in Europe
I'm reaching out to discuss the urgent need for PEPPOL support in Zoho Books for European users. With Belgium mandating B2B e-invoicing via PEPPOL starting in 2026, many of us are struggling to manage invoices without this integration. While Zoho BooksAllow Equity Accounts to be Used for Expenses
Currently, when entering an Expense or Bill, the Expense Account (account to be debited) allows for accounts in any of these categories to be chosen: COGS Expense Other Current Liability Fixed Asset Other Current Asset Noticeably missing are Equity Accounts.メール一括配信の未送信のメールについて知りたい
メール一括配信の後の、未送信のメールの数は添付のようにシステムから連絡がくるのですが それらの対象者を知りたい。レポートなど一覧で知りたい。 また配信対象者なのに（担当者、リード）の メールの履歴に配信したメールの件名でさえ表示されないのはどう理解したらよいのか知りたいです。 また、これらの人をレポートで一覧で出す方法を教えてください。把握したいためです。How do I add the time zone for the each recipient/subscriber
Hi, I've read that Zoho allows for emails to be sent at a certain time based on the recipient's time zone. How do I add the time zone for the each recipient/subscriber? Thanks!Zoho Formsから獲得した見込み客をSaleIQでトラッキングし、そのトラッキング情報をCRMに集約することは可能でしょうか？
Zoho formsを活用しています。 Zoho CRM、Zoho SalesIQと連携するよう設定しており、Zoho formsから獲得した見込み客の情報はCRMに連携されるのですが、トラッキング情報はZoho CRMの見込み客データ内の 関連リスト 訪問-Zoho salesIQ にデータが反映されません。※添付画像参照ください 考えられる原因や対策などありましたら教えていただけないでしょうか。 よろしくお願い致します。Find and Merge Duplicates to trigger webhook
My sales team uses the Find and Merge Duplicates feature often to cleanup records in the CRM. We use webhooks to signal to our internal tools database when new Contacts are created, updated, or deleted, in order to keep our DB in sync with Zoho CRM. However,Marketer’s Space: Using Zoho CRM Data for Dynamic Content and Personalization in Zoho Campaigns
Hello Marketers! Welcome back to Marketer’s Space. Do you want to send emails or SMS that feel less like mass messages and more like one-on-one conversations? By integrating Zoho CRM with Zoho Campaigns, you can pull in rich customer data and use it toAdd Attendees to Session months before the Event
I need to manually add Attendees to Sessions right away for an event that's taking place in 6 months so that the Speaker can communicate with them in advance of the event. How can this be done?Extensions 101 webinar series: Build, integrate, and monetize with extensions
Attention developers! Are you ready to take your extension development skills to the next level? We're excited to bring back the Extensions 101 webinar series with an expanded lineup of Zoho products and an introduction to more platform features. LastOverride Auto Number field?
We are preparing to migrate from Salesforce. In Salesforce, we auto-generate a unique number on our Opportunities (Potentials). If the Opportunity results in a contract, we use that unique number as the Contract number. There are some situations whereSwitching hosts while meeting is occuring
We had a team meeting in Zoho Meetings this morning, but the person listed as the host had to leave the meeting early. We looked for an option to set me to host, but didn't see the option, and we incorrectly assumed that it would be like Zoom in thatRefund Form Can’t Reverse “Bank Charges” Line — Throws Off Reconciliation
Zoho, When we pay a vendor, the Payment screen lets us add a “Bank Charges” amount (we post a $1 processing fee there). Perfect. But on the Refund popup there’s no matching field, so the refund can only return the net expense. If our processor sends backTrigger for Validation Rules
Currently in Zoho CRM we can set a trigger for workflows, blueprints etc in a custom deluge function But Validation Rules are missing For example if I run a custom function to update a record, it bypasses the validation rules It would be really beneficialNext Page