Are you struggling to implement a blueprint in your Zoho CRM?
Well, in this tutorial, I'm gonna dive into what it is and
how we go about creating one to help give your business the
competitive edge.
Hey everyone, Casey here from Cloud trick. Today's tutorial, I
want to dive into what a blueprint is, and how we can go
about creating one. Before we can actually create one though,
we need to talk about what they are. Simply put a blueprint is a
way to take a mail process and standardise it for your team.
This allows them to do what they do best, which is to sell and
not think about how to actually use the CRM system that they're
using to don't get bogged down with all these different fields
and all these different tasks that they need to do. They know
exactly what they need to do. So they can focus on selling and
making sure that the company is thriving. Other than that, it
starts to get a bit complicated because it is quite a tool. So
we're going to dive into that we're going to explain briefly
how we can go about creating one and what each of the components
are when we're in the system. So now that we've logged in, we're
at the home screen right now we're gonna go to the Settings
page, we are going to go to the blueprint, which is under the
process management heading over here, we're going to select
this, we're going to come to the blueprint stage. Now we've gone
through and we have a couple of these already created. The lead
nurturing process is one that's already created these other twos
or tests by me. But in this case, we're going to go through
and we're going to create a blueprint over here, this is
just one I'm deactivating from a previous test, because I don't
want it to impact what we're doing over here. So we're gonna
create a new one, and we're gonna say, new blueprint test.
We're going to use the leads module, we're also going to use
the standard layout, and we're going to choose the blueprint
example field, this means it's going to run on all leads,
regardless of where they're coming from. So as soon as we
click it open, or as soon as one comes in, we can see the
blueprint in action. So we're gonna click Next. Now we get to
the drag and drop functionality of the blueprint screen. And on
the bottom left, here, we have a couple options. And on top
right, we have a couple options over here as well. So down here,
on the bottom left, we have a publish, save as draft and
cancel, published means that we're going to push this live.
So any leads going forward that you look at are going to have
this blueprint in action. If we go into cancel, that means we're
gonna lose all of the work we just did, depending on where we
saved it last. And lastly, we have the Save as draft, this
really just allows you to save a copy of it, it's not live and
you're not going to lose it. So therefore you can continue to
work on it and fine tune it. So now if we look in the top right,
we have a few different options. Here, we see the available
states, this is what is available to us in the drop down
field that we've chosen. So we see none attempted contact will
attempt to contact to three qualified junk and contacted. As
you can probably guess this is the lead status. So when we work
this, we want to throw first the none in there, because we want
this to be associated with all leads. So we're going to throw
this down here into this spot, we're now going to click
attempted contact one. So this is the first option that our
users are going to be able to see in the blueprint. We also
want our team to be able to easily select qualified junk and
contacted they are going to be accessible at any point in time.
So if we're going to throw these down, we are going to have them
all available over here, we're going to drag and drop all of
these to their own arrows. So we're going to have all these
connected to the none. So when we first come to a lead, we're
going to see the options of attempted contact one is a
button contacted junk and qualified as a button.
Now we also want to have attempted contact to down below.
So this has to come after attempted contact one, we don't
want to select attempted contact two before we've attempted it.
So we want to have these in sequential order. So now as you
can see, we have these three inaction over here. And then we
have these as other options. So now that we have this, we can
actually talk about these plus signs here so we can create the
transitions. So this is the shorthand, this is the
transition name. So this is what's going to show up on the
button. So I'm going to say AC one, this is going to be my
transition name. Now we also see a few more options. So this
before option down here just means that anyone matching this
criteria, the record owner, anyone within the company can
see this button. So this is beforehand. Now during is what
happens as you click the button so when you click the button,
prior to the transition actually completing, there's a few
actions that can be run. We can make notes mandatory, make
attachments, mandatory, make tags mandatory, we can add in a
few more other things over here. This allows you to let's say if
you are contacting someone, you get ahold of them, you have a
phone conversation, you say attempted contact or at this
point, let's say you've contacted them, you then also
have to record a note to say that yes, I've talked to this
person, this is what happened. This is when it happened. You
can make sure that your team follows the proper procedures
without having to enforce it in some other Wait, they just have
to do it. There's no ifs, ands, or buts it just needs to happen.
So that's another way you can do it is the during phase. And
there's also the after phase. So this is basically as soon as
this transition is completed, we can set all these different
notifications, tasks, updates, web hooks, custom actions, tags,
we can allow those to run fully. Now that we have this setup, we
let's do the same thing for these other two. So we're gonna
say AC two, and AC three. In this case, we're not actually
going to be utilising any during or after functions, but I can
show you what it looks like. Actually, you know what, let's
make this note as mandatory after AC one, just so you can
see what it looks like. So we can add in a few other items
here, but we're just going to leave that blank, we're also
going to create these as common transitions, which means that
these options can be chosen at any time. So whether it's
attempted contact, one, two or three, these options will always
be available. So we're going to call this contacted, that way,
it stays the same, this one is going to be junk. And then the
last one is going to be qualified because we want to
track each of these things. So we're gonna save that, and we're
pretty much done, there's not much else we need to do. So I'm
gonna click publish, because right now we want to publish it,
we want to go to one of our leads, we want to create a new
lead, and we're gonna see what it looks like. So if we click
publish, work, it's going to take us back here, this one is
now green, which means that it's live. So if we go to the lead
section, we're now going to create a new lead to something
very simple. And we're going to take a look and see what it
says. So we just need a last name over here. New test
blueprint, this is all we need. So we're just going to save it.
As you can see, we have AC one contacted junk and qualified. So
if I were to choose AC, one mandatory note is going to
populate and make sure that we have to fill that in. So we're
going to say, filled in notes. And we're just going to click
Save. And now AC two will pop up, then AC three, and AC four.
As you notice the transitions of the other items didn't actually
work. And that's because I forgot to click that but they
needed to be common transitions. So let's quickly go back and
make that change. Now just so you can see what it looks like.
If we come back here, we can click on the Contact and then we
just need to check this box off. So we want that to be a common
transition so that all states have access to it. We also want
to click junk. And we also want to do qualified as common
transitions as well. So we're going to republish so that we
can send this back and make it live. Now there is an error that
it found in here there are one or more loops on your blueprint,
when stuck in a loop record remains inside blueprint, no
possible exit through transitions. Depending on what
you did, this may or may not be what you're looking for. In this
case, we will probably always be in there during something to go
back and craft it in a way that makes sense for your business.
In this case, we're just going to save anyway. And then we are
going to go back to our leads. And we're going to create
another test lead and then come back here. So if we click AC
one, we're gonna we're gonna see the options for AC two contacted
junk and qualified.
We're again, we're gonna have to go through this another test,
save that. And now you can see we have AC two contacted junk
and qualified. So if I were to click junk, it then takes it to
junk, we then have the option to click contacted or qualified,
let's click contacted. And then with the end we also have junk
or qualified. And so we'll be going back and forth because
there is no end state we cannot get out of this. So that's what
that error was actually meaning. So if we want to go back, we can
fix that so that it does end and it doesn't stay within this. And
that's the big thing is you just want to set it up properly. You
want to take a manual process and you want to map it out to a
blueprint. So take a piece of paper, take your manual
processes that you need to follow, write down what you want
that transition to be and then you can go about creating the
blueprint from there. So we hope this video has been helpful to
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Bye for now.