Scenario

Requirements

1. An onboarding process for the vendors (property owners) to ensure the sales team knows the upcoming stages and the activities involved. It will also ensure communications are made through the proper channels.
   
2. Contract signing process that regulates document collection and verification at the right stages to speed up the contract signing process.
   

Solution

I. Blueprint for vendor onboarding

1. Specify activities at each stage so that the agent has a clear idea about their tasks.
   For example, when the agent is unable to contact the vendor and clicks on the Failed to Contact transition, the next action would be to recontact them within 2 business days. To ensure they stay on track, you can create an After Transition task for them in the blueprint which will be visible under Next Action.
   
2. Send email reminders to the agents for upcoming tasks and calls. The due date for completion will be displayed on the record detail page. 
   
3. Restrict the agents from saving activities with inappropriate values by validating them. 
   For example, the task status should be Completed and the due date of a call must be 2 days from the date of trigger. The agents will only be able to save the transition if the values match.
   
4. Make attachments and notes mandatory and specify the documents they must attach in the checklist.
   For example, the NDA Needed transition can be completed only if the notes have been added, the email has been sent for NDA approval, and the call is completed. All these requirements are clearly mentioned in the checklist. 
   
5. Prevent others from editing onboarding stages. Once a blueprint is created using the onboarding stages picklist field, the field will be locked after a record is created in the particular module. The stages will change as each transition is completed. 
   

1. Go to Setup > Process Management > Blueprint.
   
2. Click Create Blueprint and input the following:
   
1. Blueprint name: Vendor Onboarding
   
2. Module: Vendors
   
3. Layout: Standard
   
4. Field: Onboarding process
   

Create a picklist field called Vendor Onboarding stage with these values: Contact, In Discussion, Recontact, Contact in Future, NDA Approval, Interested, Lost.

       3. In the blueprint editor, drag and drop the states and create the transitions in the table below:

Transition	Before Transition	During Transition	After Transition
New vendor created	Record owner	N/A	Send email notification to the record owner and record owner's manager.  Email template: New vendor created.
Contacted	Record owner	1. Make notes and attachments mandatory. 2. Add a checklist and name it "Required attachments". Mention the following in the checklist: a) Email sent or acknowledgement from the vendor. b) Call script.	N/A
Failed to contact	Record owner	1. Make notes mandatory. 2. Insert message: give reason for contact failure in notes.	Click +Add > Create task: Subject: Recontact vendor. Due date: Transition trigger date + 2 business days. Status: In progress Priority: High Assigned to: select an agent Check notify and remind assignee. Remind one day before the due date at 10:00 am Alert: Email and pop-up.
Recontact failed	Record owner	N/A	Field update - Name: Call status - Field: Contact status = failed
NDA needed	Record owner	1. + Add > Associated item > Call > select outgoing call status and validate it as completed. - Insert error message: Call status must be completed to move to the next state.  2. Add checklist. Name: NDA-related attachment a) Attach acknowledgement email from the vendor. b) Mention call details in notes.	Send email notification to the record owner and record owner's manager.  Email template: NDA required.
Sign NDA	Record owner	+ Add > Associated item > Task > select status is completed.	Send email notification to the record owner and record owner's manager.  Email template: NDA signed.
NDA not needed	Record owner	1. Make attachment mandatory.  2. Add checklist - Name: Documents needed Attach the email that confirms NDA is not required.	N/A
Lost	Record owner	1. Insert message: Enter reason for rejection 2. Select Make Notes Mandatory	Automate email notification to record owner and record owner's manager. Template name: Vendor rejected

1. Create a transition named "Not interested".
   
2. Check the Common Transition option.
   
3. Check the states: In Discussion, Contact, NDA Approval.
   

1. Go to NDA approval state.
   
2. Set the maximum days the record can stay in the NDA approval state: enter 3 business days.
   
3. In the When exceeding the time limit, choose who and when to be notified section, select escalate After > 1 business day.
   
4. Click +Actions > Default SLA Alert > Roles and add Sales Manager and Record Owner.
   
5. Click Save.
   

II. Blueprint for the contract signing process

1. Make it mandatory to attach the email and the proposal that is sent to the vendor during the Proposal Sent transition.
   
2. Assign a task to send an email to the vendor if the documents are not received. 
   
3. Make it mandatory to attach documents and list the received documents in the notes. Specify the documents and list in the checklist for reference. For example, the Document Received transition can only be completed if the notes and documents are attached.
   
4. Set SLA alert if the contract is not signed within 7 business days. On the 8th day an alert will be sent to the record owner and their manager. 
   

1. Go to Setup > Process Management > Blueprint.
   
2. Click Create Blueprint and input the following:
   
1. Blueprint name: Contract signing process
   
2. Module: Deals
   
3. Layout: Standard
   
4. Field: Contract stages
   

Add the following values to the Contract Stage picklist field: Interested Vendor, Proposal and Document, Commercial Discussion, ID Creation, Contract Sent, Contract Signed.

1. Go to the Contract Sent state.
   
2. Set the maximum days the record can stay in the Contract Sent state: enter 7 business days.
   
3. In the When exceeding the time limit, choose who and when to be notified section, select escalate After > 1 business day.
   
4. Click +Actions > Default SLA Alert > Roles and add Sales Manager and Record Owner.
   
5. Click Save.