State refers to each stage in your business process - that is, all the values of the chosen pick-list field.
Drag and drop each State in the canvas on your left to begin drawing your Blueprint.
Example States: Picklist Values of the Deal Stage field.
A Transition is a link between two States in a process. It prescribes the conditions required for a record to move from one State to another.
In the Deal Closure process, Document Submission could be a Transition between the States Legal Review and Closed Won.
This Transition will appear as a button when the deal is the Legal Review State. A user should click the button Document Submission and execute the conditions specified to complete that transition and get to the next State.
This section allows you to choose who is responsible to execute the Transition as well as the records for which the Transition will be applicable.
Before Transition from Legal Review to Closed Won, Transition owners could be "Legal Team" group. Criteria to enter the Transition could be "Product Demo" is "Completed".
This section specifies the actions to be performed in order to complete the Transition.
During a Transition from Legal Review to Closed Won,
In this section, define actions to be automated on the completion of the transition.
The actions that can be automated are
At the end of a “Legal Review” Transition, automate an email notification to the Sales Manager.
Choose this option if you wish to configure a Transition for a State that can be reached from any other State in the process.
As a result, a Common Transition will appear at all States in the process (or the States you choose) and can be reused in these States. Common Transition is ideal for an Exit State (Exit State = Final Stage in a process).
Assume that you have 5 stages in the Deal Closure process.
Usually Legal Review is a State that can be reached only after you complete "Product Demo". But there may be occasions when a customer is already convinced of your product and wants to go ahead with the deal. In such a case, you can create a Transition called "Legal Review" and make it a Common Transition. As a result this Transition will appear on all States and not necessarily only after Product Demo.
An active process is one that is already in use. You can choose to edit an active process if you want. But the changes made in the active process will only reflect on the records for records that enter the process after the changes were made.
Inactive processes are those that are not in use at that moment. You can edit an inactive process to suite your needs to make use of them or delete them.
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
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.
Write to us: firstname.lastname@example.org
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.
Make the most of Zoho CRM with these useful tips.