Spotlight #7 - Automatic Transitions in Blueprint

Spotlight #7 - Automatic Transitions in Blueprint



Previously, records could not be moved from one state to another without user intervention. With automatic transitions, move records from one state to another automatically, when it elapses its pre-defined time. This Spotlight discusses how automatic transitions optimise your sales conversion process in Blueprints. If you'd like a deeper understanding of how Blueprint works, check this out.

Automatic Transitions in Blueprint 

Automatic transition, as the name suggests, auto-moves a record from one state to another state when it exceeds a pre-defined time. We can set the time, varying from 15 minutes to even months for the automatic transition of a record to another state. It fills the process gaps where mistimed or delayed transitions can be triggered, as fail-safe default transitions in a sales process. Thus preventing sales process delays and helping to optimize conversion.

Business use-case



For a better understanding, let us consider the sales process of Zylker, a software product company. The sales team gathers the client requirements and analyses them carefully. Once suitable products are identified, a demo is set up for the client. The client is then sent a quote, post which the record enters the negotiation stage. If the client accepts the quote, the deal gets marked as Won. Most of you must be familiar with Blueprints in Zoho CRM that helps execute this process in a systematic manner.  

Assume Joey, one of Zylker's sales reps has gone on an unplanned leave. Before going on leave, he had asked for detailed requirements from the client. Let's say the client has already submitted his requirement through an email. As Joe has not validated the requirements and performed the next transition in the sales pipeline, the deal is stuck in the "Needs analysis" stage. This delays the sales process. 
 
By defining a set time for each stage, Joey can ensure that any record that lapses the pre-set time can then be moved to the next stage automatically. If the deal elapses the wait time in "Need analysis" state, the record gets moved automatically to the 
"Negotiation" state. 



This ensures that the record is not left idle for want of human intervention. Of course, not all stages require an automatic transition. This can be set in line with the sales process.

Now let us check out how to configure automatic transition 
  • To configure automatic transition, create a new transition between need analysis and negotiation
  • Below the transition name, there is a small check box called automatic transition - "Check" and "Save" it. 

  • Choose the wait time - days, hours or minutes. 
  • If the record stays in the current state for more than the defined time, it will be transferred to the AT configured state automatically. 
  • Customise actions such as email notification, webhook, actions and much more to get executed upon the transition. 
To check how it gets executed. Create a new deal.  In case none of the Transitions are selected in the automatic transition configured state, an info message gets displayed that states <this transition> will be executed automatically on <date> and <time>.



Leveraging automatic transition ensures that the record is not stuck beyond a point in a particular state and helps further sales conversion. 

    • Sticky Posts

    • How to reach the official Zoho Support channels and avoid fake ones.

      Dear Customers, Thanks a lot for choosing Zoho! Our applications are built to help achieve your day-to-day business goals. We are committed to engaging with you, to understand and develop solutions that enhance your productivity.  We are happy and ready to help you use our services effectively. Understanding and avoiding fake support Just like using popular bank names and financial applications for phishing purposes, using Zoho and claiming to be providing Zoho Support or services with false numbers

    • Function #35: Close all tasks associated with a lead and create a new task.

      Welcome back everyone! Last week, we learnt how to close all tasks of a deal depending upon the deal stage. This week, let's look at a custom function that lets you close all of the tasks associated with a lead while simultaneously creating a new task, like when you need to halt all progress towards a lead while the lead is not available at the moment but create a reminder task. Business scenario: The success of a company, in one way or another, is determined by the leads it gets. Each lead is just

    • Zoho CRM Webinar - Redesigning Daily User Experiences with Canvas

      &lt;br&gt; Your users across roles use the CRM for day-to-day tasks that are necessary. Whether they perform their tasks on time, the right way, or at all depends on a lot of factors, including User Experience. Many businesses struggle with rigid layouts,

    • Join us at the Canada ZUG Meetup: What’s New in Zoho CRM

      Hello Zoho Community! Start your year with fresh insights into Zoho CRM’s latest updates and tools. Whether you're a CRM beginner or a experienced user, this meetup is crafted to help you optimise your processes and leverage new features. Explore practical

    • CRM Hack #2: Automate sending of birthday greetings to your customers.

        Hello everyone! What sets you apart as a sales person is your ability to add that personal touch to your business relationship with your customers. Sending a gift on a special day, or leaving a note wishing them on their birthdays, are small, yet significant actions that show your customers that you care. And these are actions done without any expectations :) You must be engaging with a lot of customers and it is highly unlikely that they all are your friends on Facebook or some social channel,

      • Recent Topics

      • Error: Unsupported content type: text/html;charset=UTF-8 after tryeing to get the token for n8n automation

        I am working on ZOHO Desk automation and need to get the ZOHO auth token for n8n I have created the app in ZOHO Desk API, got client id and client secret. Added all data required to get a token in n8n. After I sign in with my ZOHO credentials in ZOHO

      • Improving Collaboration Features in Zoho Portal

        Hello Zoho Community, I’ve recently started exploring Zoho services and I’m really impressed with the wide range of features. However, I feel there is still room for improvement in the collaboration area. For example, it would be really helpful if we

      • Automated Shopify Emails Not Being Delivered

        I have an ecommerce store with Shopify. I recently set up my email to be served through Zoho. Since doing this, customers are not receiving some of our automated emails from Shopify itself. Our initial email that confirms their purchase goes through but our Shipping Notification that is automatically sent out upon fulfillment is not going through. Sometimes we get a notice that it's been classified as spam, sometimes nothing. I can send/receive email via Outlook on my desktop and I can send/receive

      • Send a campaign to one recipient.

        Very often I speak to a customer and they say they didn't see my email (maybe it went in Junk, maybe they deleted it). Anyway, I just want to go into the Campaign and send it to one person. You already have a feature very close to this - when sending a Test. While developing a campaign, I can send tests to anyone. Why can't we have this AFTER  the campaign has been sent? I know, there's a caveat, and that's in the use of merge tags. Most of the time I only use FNAME, but maybe you could check if

      • Try FSM again for our business

        We already have our customers individual equipment in CRM with serial numbers, install dates, warranty length and importantly next service which is generally 2 years. a month before the service date is due we get get a report and send out service reminders.

      • Get Cliq Meetings in my O365 calendar

        Hi, we are currently evaluating to replace the Teams Messaging and Meetings with Cliq. We currently still have all our email and calendars in O365. What i want to achieve is, to create a (ZOHO) meeting from Cliq and have this meeting added to my Outlook/O365

      • Issue with Zoho Help Portal – Tickets Missing or Not Answered

        Hi, How are you? I think there may be an issue with the Zoho Help Portal. I opened a few tickets directly in the help portal a some time ago but never received any response I also opened ticket 148356451 by email. I did receive a reply to it, but the

      • DUNS & Bradstreet and Credit risk monitoring integration with Zoho books

        Small businesses not being paid by bigger clients and clients of all sizes is a huge problem. It will be nice if Zoho develops integration with DUNS & Bradstreet(D&B) and Credit risk monitoring integration with Zoho books. That have small businesses can

      • Zoho Forms - Form Rules based on attachment fields

        Many businesses use forms to collect documents and images from customers. In many cases, you may want to trigger a notification or other automation based on whether or not an attachment was added. I've noticed that attachment fields do not appear in Rules

      • Can't open draft email for editing

        Last night I started composing an email and I let it save in drafts. This morning I want to continue working on the email. It is in my Drafts folder but it will not open. The only option there is to delete it. This is not the first time it has happened. On previous occasions I have just deleted the draft and started afresh, but I really want this one back. Windows 10 with Pale Moon 28.10.0 browser.

      • Open filtered deals from campaign

        Do you think a feature like this would be feasible? Say you are seeing campaign "XYZ" in CRM. The campaign has a related list of deals. If you want to see the related deals in a deal view, you should navigate to the Deals module, open the campaign filter,

      • Change scheduling emails time

        When sending an individual email there is a great feature to schedule them to send later. I could only use the one time that is suggested. Is there a way to select another time? Regards, Glenn

      • Zoho CRM: how can I control which contacts to sync with Outlook?

        I was just playing around syncing contacts from Zoho to MS Outlook (MS365 account.) The problem is our firm has hundreds of thousands of contacts and I don't want to bury my contacts list in outlook. Any help with this is greatly appreciated.

      • How to overcome limitations in meetings

        As a company, one of our deliverables is a meeting between two other companies, where we act as facilitators. So, if we recorded this meeting  in Zoho CRM, it should be connected to 2 accounts, 2 contacts, and 1 campaign (a campaign, in our use, is the

      • Different MRP / Pricing for same product but different batches

        We often face the following situations where MRP of a particular product changes on every purchase and hence we have to charge the customer accordingly. This can't be solved by Batch tracking as of now so far as I understand Zoho. How do you manage it as of now? 

      • Add a 'Log a Call' link to three dot icon in Canvas

        Hi, There's a three dot element when creating a canvas called 'More'. I would like to modify this to add a link that says 'Log a Call' in order to quickly record the details of a cellphone call. I'd also like this to be a simple 'contact' selection and

      • Syncing Zoho Forms with Bigin - Embedding issue?

        Hello everyone, I created a Zoho Form for a page on my GoDaddy website to collect leads, which then transfers the data to Bigin. However, I'm facing an issue where it doesn't seem to work properly. I've integrated Zoho Forms with Bigin and tried embedding

      • Can not add fields to a Section

        I feel like I'm missing something obvious: I can add new Sections to my form but I can not add fields to the Sections. I've tried fields already on the form as well as dragging and dropping new fields into the Section but nothing will go into it. What

      • Record Logged in User while using CRM lookup field

        Is it possible, while using the Zoho CRM lookup field, to automatically use the user account logged into Zoho CRM in a hidden field? I was hoping to add employee accounts to my current plan. But would like a record on the Form submission of who submitted

      • Form Rules for Suburb Categories to alternate landing pages or Making a Fields Contents ALL CAPS

        I need to send differentform submissions to two to three different thank-you URLs (for Meta/Google pixels) depending on which suburb a user selects in a form. I have ~400 suburbs split into two categories (A and B, based on business value). Current challenges:

      • Collaps Notes

        There are times when long/large notes are added to a record i.e. Accounts or Deals etc. Currently, the full note is displayed in the notes related list section. It would be great if by default only 5 to 10 rows of the note are displayed when the note

      • Zoho Down

        I have a drop in my Zoho One services.

      • Runing RPA Agents on Headless Windows 11 Machines

        Has anyone tried this? Anything to be aware of regarding screen resolution?

      • Problem for EU users connecting Zoho CRM through Google Ads for Enhanced conversions

        Has anyone else experienced this problem when trying to connect Zoho CRM through Google Ads interface to setup enhanced conversions? Did you guys get it fixed somehow? The Problem: The current Google Ads integration is hardcoded to use Zoho's US authentication

      • Why am I getting event Pop-up Notification for events that have been cancelled?

        Why is Calendar Notification still popping up for events that have been cancelled or changed? Each time events are cancelled or changed, I have observed that I am still getting notifications for them. Below is a sample pop-up notification for one of the

      • Create a draft in reply to an email via Emails API

        Hi, I’d like to use the outgoing webhook to automatically create a draft reply to incoming mail. How can I use the Emails API to create a draft reply that is linked to an existing email thread? I couldn’t find the relevant method in the documentation.

      • India Tech Support

        Is there no phone tech support number for India? And no chat facility either?

      • Billing Management: #1 Billing a Universal Business Routine

        Hello, As the saying goes, "Do the hardest job first." We started with the complex subject of finance and revenue management, which is considered the backbone of any business. Now, let's shift our focus and take a deep dive into this Billing Management,

      • What is a a valid JavaScript Domain URI when creating a client-based application using the Zoho API console?

        No idea what this is. Can't see what it is explained anywhere.

      • 5名限定 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (9/25)

        ユーザーの皆さま、こんにちは。Zoho ユーザーコミュニティチームの藤澤です。 9月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 諸事情につき、今月の開催回は中止となりました。 次回は10/31（金）14時からの開催を予定しています。 ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho ワークアウト」を開催します。 Zoho

      • need a packing list feature

        In our business, goods listed on an invoice are packed in separate boxes and shipped off. for e.g. an invoice may have 10 items. each item could then be packed in different boxes depending on qty of each item. this packing list is as important as the invoice for purposes of shipping documents.  Request you to add this feature asap.

      • Workdrive 5.0 / API Documentation Workflows

        Hi Zoho, When will the API documentation of the workflows be published? We are interested in using it to trigger manual workflows from an external application. Greetings, Justin

      • How many ZOHO-Sites does the ZOHO-One Suite allow for?

        The free version of ZOHO-Sites allows for two sites, but it seems that the professional version (which is included in the ZOHO-One Suite) only allows for two websites. Is that correct? How many sites can I have within one ZOHO-One account?

      • Webhook from Zobot to Zoho Flow fails

        I'm trying to connect from zobot to zoho flow. When testing in zflow, I am receiving all entered data from the connector correctly. The SalesIQ connector's "outputreaction" is {} (is this normal or is there a problem?). But as soon as I try my chat bot

      • Transition from Sole Proprietorship to GmbH (Limited Liability Company) – Best Approach in Zoho Books / Zoho One

        Hello everyone, I am currently operating under a Zoho One plan with a sole proprietorship in Switzerland. As of January 1st, 2026, I will be incorporating a new legal entity – a GmbH (Swiss equivalent of a Limited Liability Company). While the business

      • Issue Connecting My Domain to Zoho Sites Despite Purchasing It from Zoho

        Hello, I am facing an issue connecting my domain to my website on Zoho Sites. Details of the issue: I purchased the domain directly from Zoho. I am already using the same domain successfully with Zoho Mail. However, when I try to assign this domain to

      • Insert auto number from main form into subform rows

        Hello. I'm trying to take from my main form "order number" which i have setup as an auto generated number into every line created in my subform. So when a row is created in my subform i want the "order number " from the main form to be inserted automatically.

      • Dark Mode - Font Colors Don't Work

        When editing a document in Dark Mode and selecting font colors, they don't show up on screen.  Viewing/editing the same document in Light Mode shows them just fine.

      • Integrate Bunq with ZOHO Bookes

        We are new users of ZOHO Books, and our bank (BUNQ, in the Netherlands) isn't listed on the bank integrations. Is there a way to handle this?

      • Access Denied

        I am iOS Developer and updating our clients project and shifted ZohoDeskPortalCore SDKs from cocoapods to SPM and changed few lines of code but now i am get access denied, the help center app is unavailable. please contact administrator.

      • Next Page