Parallel and Multiple Transitions in Blueprints in Vertical Studio
Parallel Transitions in Blueprints
In a blueprint, each stage or milestone is defined as a State, and the movement between these states is governed by Transitions, which are sets of rules and actions. Typically, a process flows smoothly from one state to the next through these transitions. However, there are scenarios where multiple transitions are necessary between two stages. Imagine a complex process, like event planning, where multiple tasks need to be executed concurrently. This is where Parallel Transitions come in.
By grouping multiple transitions together, parallel transitions enable simultaneous execution, streamlining processes, and preventing bottlenecks.
Scenario 1: Logistics Preparation
In an event planning scenario, logistics can be a multifaceted task. Instead of creating a single, lengthy transition that encompasses all logistical activities, parallel transitions can be employed. For instance, a Logistics Preparation transition could be divided into sub-transitions: Venue Booking, Catering Arrangements, Printing Materials, and Transportation Coordination. These transitions can be done by different teams or individuals, working independently but towards a common goal. Once all the parallel transitions are completed, the record will move to the next stage, ensuring that nothing falls through the cracks.
Scenario 2: Streamlining Manufacturing Workflows
In a manufacturing process, after a product is approved for production, several departments might need to take action simultaneously—procurement needs to order materials, quality control needs to conduct tests, and production planning needs to schedule the assembly line. By setting up parallel transitions, each department can execute its tasks concurrently, speeding up the overall process without compromising on quality.
Using parallel transitions, you can establish a set of transitions that move from one state to another, all executed simultaneously.
For instance, in an event management scenario, we can create a transition named Logistics Prep Work, which includes four parallel transitions. Each transition can be assigned to a specific team or individual, allowing them to work simultaneously on their tasks. The primary transition will only be marked as complete once all four parallel transitions are successfully completed.
To create parallel transitions:
- Login to Zoho Developer.
- Click on Vertical Studio.
- Select the application you would like to modify and click Edit.
- In the App Details Page, click Automate in the left pane and click Workflow and select the Blueprint tab at the top of the page.
- Click +Create Blueprint, and specify the following details.
- Blueprint name
- Select the required module
- Choose the layout
- Choose the field from the list of available fields
- If required, define the criteria for which records are associated with this Blueprint.
- Drag and drop the stages that are part of your process into the editor.
- Establish the process flow by connecting the nodes between the stages.
- Create a Parallel Transition: There are two ways in which you can create a parallel transition.
- While creating a new transition, check the box labelled Parallel Transition to create a parallel transition.
- Alternatively, hover over an existing transition overlay and click the "+" button that appears to create a parallel transition.
- Once you have set up all the transitions, click Publish to finalize the Blueprint and publish it.
Once the Blueprint is published and the application is published, it becomes available to subscribers who have upgraded to the current version of the vertical application. When a record meets the specified criteria, it enters the Blueprint and begins its journey through the states and transitions. In the case of parallel transitions, the record progresses through the main transition only after all its constituent sub-transitions are completed. Only when all sub-transitions are finished does the record progress to the next state and triggers any associated actions.
Users can view sub-transitions within a parallel transition based on their assigned permissions. If they have access to the entire parallel transition, they can view all sub-transitions; otherwise, they will only see the specific transitions they have permission for. Also, please note that there are no limitations on the order in which sub-transitions are to be executed. Users can complete them in order, and once all sub-transitions are complete, the record will progress to the next state.
- The Users, Roles, or Groups specified in the "Before" section will automatically receive permissions for all parallel transitions. However, those specified within a sub-transition will only have access to that particular sub-transition.
- Criteria can be defined to ensure that parallel transitions are accessible only when the specified conditions are met. Similarly, sub-transitions within a parallel transition will only be accessible when their respective criteria are satisfied.
- You can also create "During" transitions for sub-transitions within a parallel transition, similar to how it is done in a Blueprint. The user will have to check the requirements specified to mark a sub-transition as completed.
- You can set up actions that will be executed once all the parallel connections have performed.
- Widgets are not supported for parallel transitions.
Reorder Transitions
You can rearrange the order of transitions in a parallel transition. When you hover over the parallel transition, a reorder option will appear, allowing you to adjust the sequence of the transitions as needed.
Multiple Transitions
Beyond parallel transitions, there are cases where you need multiple transition options between the same two states, depending on various business requirements.
Scenario 3: Lead Engagement Strategies
For instance, in lead management, different methods can be used to contact a lead—email, phone call, or text message. Each of these methods can be set up as a separate transition between the "Lead Created" and "Contacted" states. Regardless of the method used, the lead's status will move to "Contacted" as long as one of these transitions is completed. This flexibility allows the sales team to engage with leads in the most effective manner.
Scenario 4: Insurance Claim Processing
In some cases, your business process may require multiple transition paths between two stages, combining both simple and parallel transitions.
For example, imagine a vehicle insurance company processing a claim. After a client submits a claim, a surveyor must verify the vehicle before approving the claim. The surveyor has two options: conduct an online verification by requesting videos, photos, and relevant documents, or perform an in-person inspection at the vehicle owner’s location. Here, you could create a standard transition for offline verification or set up a parallel transition for online verification between the two stages. Once the surveyor completes either the standard in-person verification or both sub-transitions of the online verification process, the insurance claim can proceed to the approval stage.
To create multiple transitions:
- Login to Zoho Developer.
- Click on Vertical Studio.
- Select the application you would like to modify and click Edit.
- In the App Details Page, click Automate in the left pane and click Workflow and select the Blueprint tab at the top of the page.
- Click +Create Blueprint, and specify the following details.
- Blueprint name
- Select the required module
- Choose the layout
- Choose the field from the list of available fields
- If required, define the criteria for which records are associated with this Blueprint.
- Drag and drop the stages that are part of your process into the editor.
- Establish the process flow by connecting the nodes between the stages.
- Add multiple transitions between the states, as required. When creating multiple transitions between two stages, do not check the Parallel Transition checkbox.
- Once you have set up all the transitions, click Publish to finalize the Blueprint and publish it.
To create a process with a combination of multiple and parallel transitions, carefully design your transitions to achieve the desired workflow. This approach offers flexibility in handling complex scenarios and decision points.
In the current blueprint, when the surveyor completes either the standard in-person verification or both sub-transitions of the online verification process, the insurance claim will proceed to the Surveyor Verified stage.
To know about the details of Packaged Blueprints, please refer here.
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