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 present status of each stage . F or example , when a feature request is received, when the development starts, or when issues are found . The relevant team then moves the blueprint stage (status) to the next stage 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 (action) .

See how it works

Steps to follow

1 . Create forms with the following details:

Form	Form Link Name	Field Type	Field Name	Field Link Name
Feature Requests	Feature_Requests	Radio (with options New Feature and Bug )	Request Type*	Request_Type
		Multi Line	Request Details	Request_Details
		Email	Email*	Email
Development Tracking	Development_Tracking	Radio (with options New Feature and Bug )	Feature Type	Feature_Type
		Multi Line	Request Details	Request_Details
		Email	Request By	Request_By
		Single Line	Status	Status
		Multi Line	Status Description	Status_Description

The asterisk (*) next to a field name indicates the field is mandatory.
The Feature Request form is for the customer to submit their request. Once a customer submits the request, the record is pushed to the Development Tracking form.

2. To push records from the Feature Request form to the Development Tracking form, create a workflow with the following details:

3 . Click Add New Action > Deluge Script and add the following snippet:

//use variable to specify details of record to be added
params = Map();
params.put("Feature_Type",input.Request_Type);
params.put("Request_Details",input.Request_Details);
params.put("Request_By",input.Email);
optionalParams = Map();
// use Creator integration task to insert the record
//Replace <admin_username> and <app_linkname> variables with appropriate values.
zoho.creator.createRecord("<admin_username>","<app_linkname>", "Development_Tracking", params, optionalParams, "creator");

We have created a connection to Zoho Creator service named "creator". The above snippet simply creates a record in the Development Tracking form with the details specified by the customer in the Feature Request form.

While creating connections, we will also create a connection to Zoho Cliq (chat service) service and name it "cliq". We will use this connection later in this tutorial to send a notification to leads when a new feature request is approved.

4. Next, we need to send an automated email to the manager once a request is added to the Development Tracking form. Create a workflow with the following details

5. Click Add New Action > Deluge Script and add the following snippet:

sendmail
[
from :zoho.adminuserid
to :"<manager's email address>"
subject :"New Feature Request"
message :"We have received a new feature request. <a href=\" https://creatorapp.zoho.com/<admin_username>/<app_linkname>/#Report:Development_Tracking_Report?ID=" + input.ID + "\">Click here</a> to view the record. Click the record to approve or reject."
]

Replace <admin_username> and <app_linkname> variables with appropriate values.

6. Duplicate the Development Tracking form to create the following stateless forms:

Form		Fields			Buttons
Form Name	Form Link Name	Field Type	Field Name	Field Link Name	Button Type	Button Name
Specify Details	Specify_Details	Multi Line	Status Description	Status_Description	Button	Assign
Specify Details	Specify_Details	Lookup (Development Tracking)	ID1	ID1	Reset	Reset
Assign Developer	Assign_Developer	Users	Developer	Developer	Submit	Submit
Assign Developer	Assign_Developer	Lookup (Development Tracking)	ID2	ID2

When a manager approves or rejects a feature request, the Specify Details form is used to specify the reason for the action, which is then associated with the corresponding record in the Development Tracking form.

The Assign Developer form is to assign requests to developers using report workflows.

The ID fields in both forms are used to update corresponding records in the Development Tracking form, up on which the actions are performed.

7. The stateless forms appear only when certain actions are performed, so we need not explicitly display these forms in the app. To hide forms, navigate to Sections.

8. Click the hide icon to hide forms.

9. Now , let's create a button in the Development Tracking Report that can be used to assign developers to requests. Click Configure Fields for Web for the Development Tracking report.

10. Click +Add New Button .

11. Create the action item, as displayed below :

The button should only be enabled when a developer has not be assigned, which is why we have set the criteria.

12. Click Add New Action > Deluge script > Create your own and add the following script:

openUrl("#Form:Assign_Developer?ID2="+input.ID, "popup window", "height=310px,width=420px");

The above snippet opens the Assign Developer form and captures the ID of the record for which the developer is being assigned.

13. The ID2 field is only to map the original record in Development Tracking form and is not needed to be shown to the user. Create a workflow to hide the ID2 field on load of the Assign Developer form.

14. Click Add New Action and add the following snippet.

hide ID2;

15. Now let's add a snippet to update the developer for the selected record. Create a workflow with the following details:

We have selected the "Form Event" as Click of a button because the workflow should be triggered when a user clicks the Assign button.

16. Click Add New Action > Deluge Script and add the following snippet:

//update record in Development Tracking form based on the current record's ID
update_dev = Development_Tracking[ID == input.ID2];
update_dev.Developer=input.Developer;
//redirect to the record for which the developer is assigned
openUrl("#Report:Development_Tracking_Report?ID=" + input.ID2, "same window");

17. Now let's add similar snippets for Specify Details form. Create a workflow to hide the ID1 field on load of the Specify Details form.

18. Click Add New Action and add the following snippet.

hide ID1;

19. Now , let's add a snippet to update the Status Description field in Development Tracking form for the selected record. Create a workflow with the following details:

20. Click Add New Action > Deluge Script and add the following snippet:

//update record in Development Tracking form based on current record ID
rec = Development_Tracking[ID == input.ID1];
rec.Status_Description=input.Status_Description;
// redirect to the record for which the Status Description is updated
openURL("#Report:Development_Tracking_Report?ID=" + input.ID1,"same window");
// fetch customer's email address and send a mail if the request is rejected
//the status field is updated using bluepint actions in upcoming steps
if(rec.Status == "Rejected")
{
sendmail
[
from :zoho.adminuserid
to :rec.Request_By
subject :"Feature Request Update"
message :"Hi there, Your feature request with details - " + "\"" + rec.Request_Details + "\" has unfortuantely been canceled for now due to the following reason - " + "\"" + input.Status_Description + "\""
]
}

21. We will create a dedicated report for developers that lists the requests assigned to them. Create a new list report by clicking the + symbol.

22. Create the report with the following details :

23. Click Open Report Properties.

24. Add the following filter and click Save .

The filter will only display those records which have been assigned to the user viewing the report. This is achieved using the system variable zoho.loginuser .

25. Now we'll create different permission sets for Managers, Leads, Developers, and Testers. This is to ensure each department has access only to the required blueprint actions. Navigate to Settings > Users.

26. Create the following permission sets and add users to each profile as required.

Permission	Module	Action
Manager	Development Tracking	Access View Development Tracking Report Edit Development Tracking Report Delete Development Tracking Report
Manager	Specify Details	Access
Lead	Development Tracking	Access View Development Tracking Report Edit Development Tracking Report Delete Development Tracking Report
	Assign Developer	Access
Developer	Development Tracking	Access View Development Tracking Report View Developer's Report Edit Development Tracking Report Delete Development Tracking Report
Tester	Development Tracking	Access View Development Tracking Report Edit Development Tracking Report Delete Development Tracking Report

27. Create a channel in Cliq and add users with Manager and Lead permissions to that channel. This channel will be used to send alerts when a feature request is approved or rejected.

28. Now, let's create the blueprint with the following details:

We have provided a criteria because we need the blueprint to be associated only to records containing the Feature Type field value as New Feature .

29. Create a blueprint with the following stages and transitions.

Transitions

Approve feature

Reject Feature

Put On Hold ( Common Transition from "All Stages")

Developer Assigned
Requirements Analyzed
( Parallel Transitions )

Start Development

Development Complete

Started Testing

Bugs Found

Testing Complete

Released

Stages

Feature requested

Feature request accepted

Feature request rejected

On hold

Requirements met

Development in progress

Feature developed

Testing in progress

Testing complete

Released

30. Define the following Before and After actions for each transition.

i. Transition : Approve Feature
Before actions: Set Transition Owner to Selected Users and select "Manager" under Permissions

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Posting a message in the cliq channel with the approved request's details
//Replace <admin_username> and <app_linkname> variables with appropriate values.
cliqchannel = zoho.cliq.postToChannel(<channel_name>, "A new feature request has been approved. [Check it out]( https://creatorapp.zoho.com/<admin_username>/<app_linkname>/#Report:Development_Tracking_Report?ID=" + input.ID + ") to assign a developer","cliq");

ii. Transition : Reject Feature
Before actions: Set Transition Owner to Selected Users and select "Manager" under Permissions

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Open the Specify Details form to enter the reason
//The ID field is fed with the current record's ID which is then used to update the record's status description field (explained in point 20)
openURL("#Form:Specify_Details?ID1=" + input.ID, "popup window", "height=310px,width=420px");

iii. Transition: Put On Hold

Before actions: Default settings

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Open the Specify Details form to enter the reason
//The ID field is fed with the current record's ID which is then used to update the record's status description field (explained in point 20)
openUrl("#Form:Specify_Details?ID1=" + input.ID, "popup window", "height=310px,width=420px");

iv. Transition: Developer Assigned

Before actions:

Set Transition Owner to Selected Users and select "Manager" under Permissions
Set Criteria as "Developer is not null"
Add a tooltip: "Click this if a developer has been assigned"

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Send an email to the assigned developer
//Replace <admin_username> and <app_linkname> variables with appropriate values.
sendmail
[
from :zoho.adminuserid
to : input.Developer.email
subject :"Task assigned"
message :"A new task has been assigned to you. Check details here: https://creatorapp.zoho.com/<app_admin>/<app_linkname>#Report:Developer_Report?ID=" + input.ID
]

v. Transition: Requirements Analyzed

Before actions:

Set Transition Owner to Selected Users and select "Developer" under Permissions
Add a tooltip: "Click this if requirements have been analysed and brainstormed

After actions: Add the following snippet:

//Assign blueprint stage to Status field

input.Status = input.Blueprint_Stage;

vi.Transition: Start Development

Before actions: Set Transition Owner to Selected Users and select "Developer" under Permissions and Developer equals

zoho.Loginuser under Criteria.

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;

vii.Transition: Development Complete

Before actions: Set Transition Owner to Selected Users and select "Developer" under Permissions

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Send mail to testers.
//Here we are assuming that the testing team uses a separate form to track testing activities
sendmail
[
from :zoho.adminuserid
to :<testers email addresses separated by comma>
subject :"Feature available for testing"
message :"Hi, a new feature is available for testing. Please check the testing form for more details."
]

viii.Transition: Started Testing

Before actions: Set Transition Owner to Selected Users and select "Tester" under Permissions

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;

ix.Transition: Bugs found

Before actions: Set Transition Owner to Selected Users and select "Tester" under Permissions

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Send mail to developer about the bugs.
//Here we are assuming that the testing team uses a separate form to track testing activities
sendmail
[
from :zoho.adminuserid
to :input.Developer.email
subject :"Bugs found"
message :"Issue found, please check Bug Report"
]

x.Transition: Testing Complete

Before actions: Set Transition Owner to Selected Users and select "Tester" under Permissions

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Send mail to the developer and manager when the testing is complete
//Replace <admin_username> and <app_linkname> variables with appropriate values
sendmail
[
from :zoho.adminuserid
to :input.Developer.email, <manager_email_address>
subject :"Testing Complete"
message :"Testing is complete and QA has given a go for the following feature: https://creatorapp.zoho.com/<app_admin>/<app_linkname>/#Report:Development_Tracking_Report?ID=" + input.ID
]

xi. Transition: Released

Before actions:

Set Transition Owner to Selected Users and select "Manager" and "Lead" under Permissions
Under Transition Properties add a confirmation message as displayed below

After actions: Add the following snippet:

//Assign blueprint stage to Status field
input.Status = input.Blueprint_Stage;
//Send mail to the customer when the requested feature is released
sendmail
[
from :zoho.adminuserid
to :input.Request_By
subject :"Feature Request Update"
message :"Hi there, Your feature request with details - " + "\"" + input.Request_Details + "\" has been successfully rolled out"
]

See how it works

Points to Note

In point 3, we are using the Creator integration task instead of Add Records task to add records in Development Tracking form. This is because Blueprints are currently not applicable to records added using the Add Records task.
Publish the Feature Request form to enable your customers to access it even if they don't have a Zoho Creator account.
Please check the attachments to get this application as DS file.

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