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

        • Search in module lists has detiorated

          Every module has a problem with the search function :-/

        • Sales Receipts Duplicating when I run reports why and how do we rectify this and any other report if this happens

          find attached extract of my report

        • Add Zoho Forms to Zoho CRM Plus bundle

          Great Zoho apps like CRM and Desk have very limited form builders when it comes to form and field rules, design, integration and deployment options. Many of my clients who use Zoho CRM Plus often hit limitations with the built in forms in CRM or Desk and are then disappointed to hear that they have to additionally pay for Zoho Forms to get all these great forms functionalities. Please consider adding Zoho Forms in the Zoho CRM Plus bundle. Best regards, Mladen Svraka Zoho Certified Consultant and

        • Bigin: filter Contacts by Company fields

          Hello, I was wondering if there's a way to filter the contacts based on a field belonging to their company. I.e.: - filter contacts by Company Annual Revenue field - filter contacts by Company Employee No. field In case this is not possibile, what workaround

        • Has Zoho changed the way it searches Items?

          Right now all of our searches have broken and we can no longer search using the SKU or alias. It was fine last night and we came in this morning to broken.....this is impacting our operations now.

        • Refunds do not export from Shopify, Amazon and Esty to Zoho. And then do not go from Zoho inventory to Quickbooks.

          I have a huge hole in my accounts from refunds and the lack of synchronisation between shopify , Amazon and Etsy to Zoho ( i.e when I process a refund on shopify/ Amazon or Etsy it does not come through to Zoho) and then if I process a manual credit note/

        • CRM->INVENTORY, sync products as composite items

          We have a product team working in the CRM, as it’s more convenient than using Books or Inventory—especially with features like Blueprints being available. Once a product reaches a certain stage, it needs to become visible in Inventory. To achieve this,

        • Zoho Calendar not working since a few days

          Hey there, first off a minor thing, since I just tried to enable the Calendar after reading this in another topic (there was no setting for this though) : For some reason my current session is showing me based in New York - I'm in Germany, not using a

        • Monthly timesheet, consolidation of time by project

          I have time logs for various jobs for project. Is it possible to consolidate the time spent for each job, when I am generating a timesheet for a month? I am getting the entries of jobs done on each day when I generate a timesheet for a month For example

        • Building a Strong Online Identity with G-Tech Solutions

          In today’s fast-moving world, having a strong online identity is essential for every business. https://gtechsol.com.au helps businesses establish a digital presence that reflects their vision and values. By focusing on innovation and quality, they create

        • Sending emails from an outlook account

          Hi, I need to know if it's possible to send automatic emails from an Outlook account configured in Zoho CRM and, if so, how I can accomplish that. To give you some context, I set up a domain and created a function that generates PDF files to be sent later

        • Struggling with stock management in Zoho CRM – is Zoho Inventory the solution?

          My biggest pain point today with Zoho is inventory management. I run a retail business and reliable stock management is absolutely critical. Obviously, I need this inventory to be visible inside the CRM. At first, I tried handling it through custom modules

        • Automating CRM backup storage?

          Hi there, We've recently set up automatic backups for our Zoho CRM account. We were hoping that the backup functionality would not require any manual work on our end, but it seems that we are always required to download the backups ourselves, store them,

        • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

          Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration

        • can't login Kiosk URGENT

          already try, can't login pls help to support. thanks.

        • 【Zoho CRM】CRM for Everyoneに関するアップデート：関連データ機能

          ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 今回は「Zoho CRM アップデート情報」の中から、CRM for Everyoneの新機能「関連データ機能」をご紹介します。 関連データ機能は、あるタブのデータを別のタブに柔軟に関連付け、異なるタブで管理されている情報を1か所にまとめて表示できます。 たとえば、組織タブとチームタブのデータを関連付けることで、必要な情報に効率よくアクセスでき、顧客理解を深めながら他チームとの連携もスムーズに行えます。 目次 1. 関連データの設定方法

        • Zoho Books

          How do I manually insert opening balance?

        • Profit / margins on Sales orders / Invoices / Estimates

          When we select an SKU or item name in any of these documents, much info such as invoice.line_items.rate is pulled from the item & filled into the document being worked on. If we had another lineItem DB field (hidden) auto filled at the same time: invoice.line_items.purchase_rate

        • Inventory to Xero Invocie Sync Issues

          Has anyone had an issue with Invoices not syncing to Xero. It seems to be an issue when there is VAT on a shipping cost, but I cannot be 100% as the error is vague: "Unable to export Invoice 'INV-000053' as the account mapped with some items does not

        • How to activate RFQ? What if a price list has ladder price for items?

          Where can I find the option to activate request for quotation? How does it work? If the item has ladder price, does it gets calculated depending on how many items are in the cart?

        • Mailk got blocked / Inquiry About Email Sending Limits and Upgrade Options

          Dear Zoho Support Team, My name is Kamr Elsayed I created this account to use for applying for vocational training in Germany. As part of this process, I send multiple emails to different companies. However, after sending only 8 emails today, I received

        • Can't join canal Developers Zoho User

          Hello, I received an invitation to join this channel, but I get an error when I try to join it, and I get the same error when I go to the Zoho Cliq interface > Search for a channel. Is this because I don't have a license linked to this email address?

        • Desk Email reply - set default font / use custom font

          Hello, in our e-mails, which we send to our customers, a certain font must be used (Corporate Design): Segoe UI https://en.wikipedia.org/wiki/Segoe#Segoe_UI How can this be included? How can this be set as the default font to ensure that this font is

        • PDF Templates - Checkbox Borders

          Is there a way to remove the border of a radio/checkbox on a PDF? I'd like to use the function of checkbox but if there's no easy way to remove the border (the PDF form already has a rectangle so it gets cluttered), then I'm forced to create a single

        • Zoho CRM's custom views are now deployable from sandboxes

          This feature is now available for users in the AU, JP, and CN DCs. This feature is now available for users in CA and SA DCs. New update: This feature is now available for users in all DCs. Hello everyone, We're excited to announce that you can now deploy

        • Settings Icon No Longer in ZOHO Desk?

          In ZOHO desk, there has been a gear icon for settings. as of yesterday, it is no longer there. I showed up briefly this morning but is gone again. Anybody else experiecing this?

        • Introducing the all-new email parser!

          Greetings, We are pleased to introduce to you, a brand-new, upgraded version of the Zoho CRM Email Parser, which is packed with fresh features and has been completely redesigned to meet latest customers needs and their business requirements. On that note,

        • Tip #43 - Track, Review, and Analyze Your Assist Sessions with Reports-'Insider Insights'

          Did you know you can generate detailed reports for both remote support sessions and unattended access sessions in Zoho Assist? This makes it easy to monitor technician activity, measure efficiency, and review customer interactions. Let us now take a closer

        • Function #20: Custom calculation in item table of invoices

          When you create an invoice in Zoho Books, the 'Amount' of a line item is typically calculated as the product of the "Quantity" and the "Rate" of the item. For instance, if an item has a sales rate of $50 and a quantity of 5 is sold, then the amount would

        • CBSA - GST CHARGES on imports

          Hi there, We have a questions about landed cost categorization. We received a shipment from overseas. CBSA invoiced us for the GST on the items. Now we entered the CBSA-GST as a separate bill and attached it as landed cost to the main invoice based on

        • Simplified Call Logging

          Our organization would like to start logging calls in our CRM; however, with 13 fields that can't be removed, our team is finding it extremely cumbersome. For our use case, we only need to record that a call happened theirfor would only need the following

        • Sub form doesn't as formula field

          Is it possible to get formula field in sub form in futures?

        • Week date range in pivot table

          Hello, I need to create a report that breakouts the data by week.  I am using the pivot table report, and breaking out the date by week, however the date is displayed as 'Week 1 2014' format.  Is there anyway to get the actual dates in there? ex. 1/6/2014-1/12/2014 Thanks,

        • How do I get Status History data of my Projects?

          I want to build a table in Zoho Analytics that Groups by Date, when Projects entered a certain status. I cannot find Status History or any such useful data available in the Setup of my Data Source sync. Please advise how I can achieve this?

        • Is it possible to hide fields in a Subform?

          Since layout rules cannot be used with Subforms, is there another way, or is it even possible, to hide fields in a subform based on a picklist fields within said subform? For example, if the Service Provided is Internet, then I do not want to see the

        • Weekly Tips :Instantly find what you need with Attachment Viewer

          Your inbox must be packed with project emails, shared notes, and scattered attachments. You are looking for one specific file—a presentation slide or maybe a media clip from a team update—but don’t want to dig through endless email threads or switch between

        • Putting Watermark on Zoho Sheet

          Can this be done?

        • Missing Zoho Desk integration option for form workflows

          According to the help page "Configure Zoho Desk integration in form workflows" we should be able to select Zoho Desk as an integration target but when I open the integrations list then Zoho Desk is not being listed in it. We are on the Premium plan which should already support Zoho Desk integrations.

        • Gantt for 2 or more projects

          Hello, I'm trying the free version of your produtc. It is veryyy good!!!! I don't know if in the Standard plan, I can overview a Gantt Graph for 2 or more Projects Milestone. This would be very helpfull for managing teams and taking decisions about who I will assign a task to. In the paid plan Do I have this possibility? Thank you.

        • Integrating a Zoho Project Gantt Chart into Reports

          Is is possible to integrate a Zoho Project Gantt Chart into a Zoho Report Dashboard. I am in the process of creating Project Status Dashboards for the projects that we track in Zoho Projects and I would like to incorporate the gantt chart within Reports.  Please let me know! Thanks

        • Next Page