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
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
Accessibility in Zoho CRM: Not just a feature—a way to empower
For instructions on setting up these controls, please check this help document: Configuring accessibility controls. Hello everyone, Today (December 3, 2024), on the International Day of Persons with Disabilities, we begin our journey towards a CRM thatAct on your customers' voices in Zoho CRM
Dear Customers, We hope you're well! We are super excited to present a pivotal addition to VoC in Zoho CRM—the ability to act! Customer feedback is directly proportional to customer experience, and in this customer-driven market, that feedback has a powerfulFocus Group Webinar - Streamline Record Creation with Wizards
Hi there, With all the time your users spend on record creation, do you feel like they have the most seamless experience while doing it? For different types of records or those with a LOT of fields, do your users spend time navigating to enter data repeatedly?Notes and Attachments visibility can now be restricted based on profiles
Dear All, We hope you're well! We are here with a quick update about Notes and Attachments profile permissions. In the past, a record's Notes and Attachments were visible by default to all users with record access. However, as notes and attachments canIdentify and prioritize profitable deals: Zoho CRM Forecasts help users focus on revenue-driving opportunities
Post moderated on: 7th November: Release update: This feature is now available for users in all DCs. Dear Customers, We hope you're well! At any given time, a sales rep handles multiple deals, each progressing at its own pace. But not all deals will succeed—some
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho DataPrep Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho Campaigns 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
【Zoho CRM】インポート機能のアップデート：既存データへのタグ追加が可能に！
ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中のインポート機能のアップデートをご紹介します。 Zoho CRMのタグは、データを効率的に分類、認識するためのラベルです。 タグ付けは次の3つの方法で行えます： 個別タグ付け：少数のデータを手動でタグ付け 自動化：特定のタイミングで繰り返しタグ付け 一括更新：インポート機能でタグを追加または更新 今回のアップデートでは、インポート時に既存のタグを残したまま、新しいタグの追加、既存タグを置き換えできるようになりました。mail
Frequent sending of this email, what does this mean? How to solve itIssues with Calendar .ics Files Attached in Customer Email Notifications
Hello, Thank you for recently adding .ics files as attachments in confirmation emails generated by Zoho Bookings; however, it seems that there are some issues with the new feature, particularly in the email notifications sent to customers: If a bookingBluerprints: How to connect the created record back?
I've a blueprint which creates another record as part of an 'After' transition. But the two records don't seem to be linked together. If it's not automatic - how do I get the created record ID to link it to the original record? Thanks!Populate a Related List Item based on a Stage
I would like to know if I can populate a CLOSED DEAL section in a contact that populates only when a Deal (something in the Deal Module) is listed as Closed - Won. I'd like another section that is just called deals, which shows me all other deals thatBeing able to draw inside a module ?
I was wondering if anyone know of a solution for this request. We would like to be able to draw directly from one module in the CRM and have it attached to that record. Here is an example. Paul would go to the customer once he as done the measuring, heHolidays
Hi; For defining Holidays, you need to add logic to handle the year as well as the month & day. We need to be able to enter Holidays for the next year. I need to add a holiday for January 2, 2017, but I can't until January 1st, which is a Sunday and weDelete a department or category
How do I delete a Department? Also, how do I delete a Category? This is pretty basic stuff here and it's impossible to find.Remove or hide default views
I'm looking to only have the views pertinent to my organization. Is there a way to show only my custom views (or separate them to a different area or something)? If not, this should be a feature as switching from Zendesk we had this option...Analytics Module: Can you move items from one dashboard to another?
Is there a way to move items from one dashboard to another? I want to rearrange my dashboard now that I know what i'm doing but i don't want to remake my various widgets? Edit: Hey Zoho, This would be a good feature: to be able to move/copy widgets toCopy Widget to another Dashboard
I can see the option to clone a widget to the same dashboard but is it possible to copy it to another dashboard?Introducing Record Summary: smarter insights at your fingertips
Hello everyone, Building on the recent launch of Zoho's in-house Zia Large Language Model (Zia LLM)—a major milestone in Zoho CRM’s AI capabilities—we’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia LLM to simplifySuppress "spreadsheet will not be saved" message on published sheet
I have published a sheet and have one column on that sheet that the user can edit (a dropdown picklist where the user can select the status for each line). Is there a way to suppress the Zoho Sheet message "Any changes made to this published spreadsheetMissing "Email Authentication" tab
Backstage is alerting users about "Unauthenticated Domains" with a large prompt in the backend. It adds a link to learn more. On this tutorial page, it shows where to find the "Email Authentication" tab in this screenshot. However, in our Backstage, thatShow item Cost value on Item screen
The Item screen shows Accounting Stock and Physical Stock. It would be very helpful if value information could be displayed here as well, for instance Cost Price. Currently, to find the Cost Price (as used for inventory valuations) from inside the itemDefault reminders on Emails
I have seen that it is possible to set, for each email, a reminder when the email remains unresponded for some time. This is very useful, so useful that I would like to set it for all my emails, by default. Because an unanswered email usually requiresEste domínio já está associado a esta conta
quando digitei meu domínio recebi essa mensagem que meu domínio estava associado a uma conta que eu nem faço idéia de quem seja. Como que faço pra resolver isso?Integration with Moodle
Greetings, I hope find all doing well and safe. I've recently returned to using Zoho Flow after a break and was hoping to connect my WooCommerce store with Moodle, the world's most widely used learning management system. My goal was to automatically enrollHow to Record Loan with interest
I have received loans from friend he give me like 2 loans so far one is one year repayment and one short, how to properly record his payment, and repayment and give him statement for each loan he give meTask status - completed - other options
I have a dumb question I know i can make custom statuses for the tasks - but is there anyway to make additional "completed" statuses like for instance if i have a task "call back customer" and i leave a vm for them to call back marking it "completed -Task module and related-to field
In modules other than the Task Module I can add several lookup fields to provide a variety of relationships. In the Task module lookup fields are not available. There is only one "related to" field which I want to use for Company. But I want to relateAdd Lookup Field in Tasks Module
Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (https://help.zoho.com/portal/en/community/topic/custom-fields-on-task-module).migrating from Zoho Invoices (CRM) to Zoho Books
Good day, I was wondering if there was a easy way to migrate all the quotes and invoices from Zoho Invoices CRM to Zoho Books. We plan to move to using Zoho Books in a few weeks and would like to have all the quotes and invoices from the past 3 yearsZoho MA and Custom Module
I am trying to create a sync between Markting Automation and Zoho CRM. I am mapping a custom module from the CRM. The custom module has email field mobile phone field However I cannot finish the integration since the system keeps asking me for email orWhen is partial reimbursement going to be launched?
Hi there. I saw somewhere that the partial reimbursement feature is in the work. What is the update and ETA of that? Our clients and prospects have been asking us and we agree that that is an important feature to have.Year-End Wrap: Declutter Your Inbox Using Email Filters
Ping!—an email drops in. And another. And another! It's finally that time of the year when your inbox will be bursting with messages from team members, clients, and marketing agents, leaving you feeling overwhelmed and distracted. Sounds familiar? NowUnified Notes View For Seamless Collaboration
To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. With this, team members, from customer service representatives to field technicians, can easilyQ4 Europe In-person Zoho User Group Meetup: Streamlining Your Business Processes & Introduction to Zoho CRM for Everyone
Hello Zoho Community, We are excited to announce our upcoming Zoho User Group meetup in Europe! This session is designed to help you streamline your business processes using Zoho CRM, with a special focus on enhancing customer interactions and leveragingFormula fields - Request for dynamic recalculation / proper implementation
Hi Guys, I have a big problem with Zoho formula fields. They don't recalculate each time the record is viewed - only when a record is edited. Formula fields should be updated dynamically each time a record is retrieved. As an example: I have a formulaItems attribute questions
Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on theOrganize and Track Phases with Phase Custom Views
Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teamsRecord Asset Received as Payment
How exactly would you account for this in books? For example, I receive a mini computer for a review and I get to keep it after the video is published. Would debit my normal asset account (e.g. Computers) and credit an income account (e.g. Other Income).Invoice Line Item Report
Is it possible to run an 'Invoice Line Item Report'? The 'Invoice Details Report' shows one row per invoice. I would like one row per Invoice Line Item.Transform Your Customer Support with AI-Powered Chatbots in Zoho SalesIQ
Ever wondered how some companies seem to have superhuman customer support? Let's uncover their secret! In the digital age, customer expectations are skyrocketing. Did you know that according to McKinsey, 75% of consumers expect a response within fiveProgressive Invoicing
Progressing invoicing is needed for many industries. It would be great to see it implemented into Zoho Books as well. Set up and send progress invoices in QuickBooks Desktop (intuit.com)Client Script - mapping data from different module
Dear ZOHO Team Firstly I need to describe the need - I need to have data from Contacts module based on lookup field - the 5 map limit is not enough for me because I have almost 20 fields to copy So I have decided to make a Customer Script - and from unknownDORA compliance
For DORA (Digital Operational Resilience Act) compliance, I’ll want to check if Zoho provides specific features or policies aligned with DORA requirements, particularly for managing ICT risk, incident reporting, and ensuring operational resilience inFiles Uploaded to Zoho WorkDrive Not Being Indexed by Search Engines
Hello, I have noticed that the files I upload to Zoho WorkDrive are not being indexed by search engines, including Google. I’d like to understand why this might be happening and what steps I can take to resolve it. Here are the details of my issue: FileCustomer can't comment on SO or Invoice
Hi I just saw that my customers are not able to submit a comment either on invoices or sales order. What happens if my customer hits submit is just nothing. only a red line appears on top of the page which probalby indicates an error. I'm not able toZoho Creator customer portal limitation | Zoho One
I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)Next Page