Blueprints - Feature in Focus

Blueprints - Feature in Focus

Sample Use Case

A software company can use the Blueprint feature to track and manage the software development lifecycle. A blueprint consists of two parts: stages and transitions. Zoho Creator allows you to update the status of a stage for important events, such as when a feature request is received, when development starts, when issues are found, and so on. The relevant team then moves the blueprint to the next stage using transitions once they complete their work items. This way, the entire development cycle is efficiently tracked and fully automated using workflow actions that are triggered at each blueprint transition.
The following is an illustration of how the use case above would work in Blueprint.

Setting up a Blueprint 

Process Flow


Step 1 : Navigation to the Blueprints section
In your application, navigate to Workflow > Blueprints > New Blueprint
Step 2: Create blueprint by:
  • Associating a form - Blueprints are associated with a form. Stages and transitions in a blueprint are displayed for the records of a selected form. For example, when employees apply for leave, they submit a record using a form. The record will contain blueprint transitions like Approve Leave and Reject Leave, and stages like Leave Approved or Leave Rejected.

    Select a form from the drop-down.
  • Naming the blueprint
  • Defining a condition - Blueprints can be triggered based on conditions. For example, let's say a blueprint should be enabled only when the received request is of type "New Feature Request", so that the development process of the feature can be tracked.

    Define a condition as displayed below:

    Note: Setting a condition is not mandatory, and can be skipped when blueprint should be enabled for all records.

Step 3: Add Stages - These are the different milestones in the process. For a software development lifecycle process, Feature Approved, Feature Developed, and Testing Complete might be some of the stages.

Click Add Stages and drag-and-drop the newly created stage:

Note: Stages can be renamed or deleted by clicking on them.
Step 4: Add transitions - These are the intermediate phase s between two stages, acting as their link. Transitions are clickable buttons that are used to move the blueprint to the next stage. Using the same example, Approve Feature, Development Started, and Bugs Found might be some of the transitions. When the Approve Feature transition is performed, the blueprint stage is moved to the Request Approved stage.
Click on the + icon to a dd a transition between the stages:

  • Transitions contain two parts, Before Actions and After Actions. Before Actions are to configure who can view the transition, under what criteria to display the transition, any relevant tooltips, and confirmation messages. After Actions consist of actions to be executed after the transition is triggered. The actions available are Notification, Data access, Integrations, and Deluge script.

    Set the following Before Actions :
    • Transition Owners - To configure who can view and perform the transitions.

      Select the required option underTransition Owners.

      Note: Users can be selected based on email addresses, Permissions, and User fields.

    • Criteria - To display transition buttons for records that meet a specific criteria.
      For example, the Assign Developer transition should be enabled only when the Developer field is not null, i.e., after a developer has been assigned.

      Note: Setting criteria is not mandatory, and can be skipped when transitions should be enabled for all records.

    • Transition Properties - This is used to configure tooltips and a confirmation message. Tooltips appear when the mouse is hovered over the transition, and confirmation messages are displayed when the transition button is clicked.

      Check the Display tooltip box and enter the tooltip text.

      Check the Require confirmation before execution box to configure the confirmation action in the popup that appears.
After Transition actions are used to configure workflows that are triggered when the transition button is clicked. For example, we can use the send mail task to send an automated email notification to customers when their requests are approved.

Click on Add New Action under the After header gives options to configure various workflow actions:

The following image shows the various workflow actions that can be configured:
Tip : Learn about Deluge.
  • Transitions can further be categorized into Common and Parallel.

    Configure Common Transition : Common transitions can be accessed from multiple stages in a blueprint. For example, consider online order management where the customer can cancel the order at anytime, so the cancel order transition will be available across all the stages. Or think about the On Hold transition, which should be available at all stages of the development lifecycle.

    Click the highlighted icon next to the transition and toggle ON Common Transition.

    Once a transition is marked as a
    common transition it will appear for all the blueprint stages by default. This helps when we want a particular transition to be enabled for all the blueprint stages without having to create the transition manually for each stage.

    Configure Parallel Transition : When multiple transitions are required to move from one stage to another, then it's known as a parallel transition. For example, hostel fees, college fees, and book fees must all be paid before the record can be marked as "fee paid".

    Click the highlighted icon next to the transition and toggle ON Parallel Transition.

    Once a transition is marked as a parallel transition, we can add additional transitions between the same blueprint stage. The + icon is used to configure the additional transitions.
Step 5: Click Save Blueprint.


Click here to check out a complete hands-on tutorial on Blueprint. Using the tutorial, you will be able to build a functioning app that manages the software development lifecycle.
If you are stuck or need more help with this feature, please contact us at

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                                      You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.

                                          Manage your brands on social media

                                            Zoho Desk Resources

                                            • Desk Community Learning Series

                                            • Digest

                                            • Functions

                                            • Meetups

                                            • Kbase

                                            • Resources

                                            • Glossary

                                            • Desk Marketplace

                                            • MVP Corner

                                            • Word of the Day

                                              Zoho Marketing Automation

                                                Zoho Sheet Resources


                                                    Zoho Forms Resources

                                                      Secure your business
                                                      communication with Zoho Mail

                                                      Mail on the move with
                                                      Zoho Mail mobile application

                                                        Stay on top of your schedule
                                                        at all times

                                                        Carry your calendar with you
                                                        Anytime, anywhere

                                                              Zoho Sign Resources

                                                                Sign, Paperless!

                                                                Sign and send business documents on the go!

                                                                Get Started Now

                                                                        Zoho TeamInbox Resources

                                                                                Zoho DataPrep Resources

                                                                                  Zoho DataPrep Demo

                                                                                  Get a personalized demo or POC

                                                                                  REGISTER NOW

                                                                                    Design. Discuss. Deliver.

                                                                                    Create visually engaging stories with Zoho Show.

                                                                                    Get Started Now

                                                                                                        • Related Articles

                                                                                                        • Blueprints Quickstart Guide

                                                                                                          Sample Use Case A software company can use the Blueprints feature to track and manage the software development lifecycle. Various blueprint actions are needed to mark the present status of each stage, for example -- when a feature request is ...
                                                                                                        • Track software development lifecycle

                                                                                                          Requirement   Use Blueprints feature to track and manage the process of software development. Use Case   A software company uses blueprints to track and manage the software development lifecycle. Various blueprint actions are needed to mark the ...
                                                                                                        • Create blueprint

                                                                                                          To create a blueprint: Click on Workflows to navigate to your Workflow Dashboard. Click on the Blueprints tab. Click on the New Blueprint button. Choose the form for which the blueprint should be created. Enter a name for the blueprint. Configure the ...
                                                                                                        • Understand blueprint

                                                                                                          A Blueprint is an online replica of a business process. The blueprint helps in streamlining the process management in an organization by facilitating automation, validation and collaboration among various stakeholders. The blueprint enables you to ...
                                                                                                        • Delete blueprint and stages

                                                                                                          Remove stage Delete stage Delete a blueprint Delete last blueprint Remove stage To remove a stage in blueprint: Click on Workflows to navigate to your Workflow Dashboard. Click on the Blueprints tab. Click on the required blueprint. The blueprint ...
                                                                                                          Wherever you are is as good as
                                                                                                          your workplace



                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                                            CRM Tips

                                                                                                            Make the most of Zoho CRM with these useful tips.

                                                                                                              Zoho Show Resources