Understand stages and transitions | Zoho Creator Help

Understand stages and transitions

The blueprint has two key components -  Stages and Transitions.
  • Stages  - These are the different milestones in the process.
  • Transitions  - These are the intermediate phase between two states. They act as a link between the two states and the conditions required to be satisfied for moving between one state to another is defined here.
Stages

The stages are the different milestones in the process. The stages will be listed under the Stages section of the blueprint builder. You can also create new stages in the blueprint. The required stages can be dragged and dropped in the blueprint. For eg: Consider the process of conducting an interview to recruit in an organization. Here in this process Applied, Resume Accepted, Invited for interview, Selected, Rejected can be some of the stages.

Transitions

The transitions are the intermediate phase between two states. They contain the criteria which must be satisfied for the record to move from one stage to another and then the set of actions that has to be performed while moving between stages. For eg: Send mail to the job seeker when the record progresses from the "applied" stage to "resume selected" stage

The transition contains two parts:

  1. Before  - This consists of the conditions on which the transition should be triggered.
    • Transition owner - Transition owners are the users who can view and perform the transition. You can choose individual users, profiles, and user fields as the transition owners. If no transition owner is selected then all users will be able to view and perform transitions.
    • Criteria - Transition criteria is the condition which determines when the transition owner can perform the transition. Click + to add more criteria. You can also set logic between criteria using OR and AND expressions. For 'AND', every criteria must be true and for 'OR', only one of the criteria must be true.
    • Tooltip message - The user can enter a tooltip message which will displayed.
    • Require confirmation - The user can choose whether to ask confirmation before performing the transition.
  2. After  - This consists of actions to be executed after the transition is triggered. The actions available are : Notification, Data access, Integrations, and Deluge script.

There are two types of transition:

  • Common transition
  • Parallel transition

Common Transition:

The common transition is the one which can be accessed from multiple stages in a blueprint. For eg: Consider online order management the customer can cancel the order at anytime so the cancel order transition will be available across all the stages.

Parallel Transition:

When multiple transitions can are required to move from one stage to another then it known as parallel transition. For eg: hostel fee, college fee and book fee all should be paid only then the record should be marked as fee paid.

Points to remember :

  1. A common transition cannot be a parallel transition and vice versa.
  2. If a Record is associated with the blueprint then a Strip would be visible in the record’s detail view in all the reports. This strip will contain the current stage of the record and the next available actions (i.e transitions).The visibility of the strip depends upon the transition owner and criteria, only if both are satisfied that strip will be visible
  3. Every stage created for the form will be stored in the hidden system field 'blueprint stage'. This stage can be added to the report layout and will be accessible in workflow criteria and deluge.
  4. You can create a maximum of 100 stages per blueprint.
  5.  The maximum of transitions per blueprint is 100.
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