Evolve your sales processes so that your sales team follow the same process: Zoho Blueprint

Benefits of deploying a blueprint

Improve profitability

  • Faster and more efficient document processing workflow
  • Eliminate errors
  • Improved worker productivity

Take control of your data

  • Streamlined and accelerated processes
  • Eliminate as much as possible the use of manual paper processes that are more prone to errors
  • Greater consistency and flexibility in the workflow for your staff
  • Better record keeping and preparation of audits

Optimize processes

  • Speed up the execution of processes
  • Improved business intelligence with dashboards
  • Improve document search and retrieval

Is your sales team growing?

You must make sure that the sales process you have designed can grow with you.
Zoho CRM’s Blueprint helps to ensure that all members of your sales team are following the correct process.

What does it mean to turn my processes into a Zoho Blueprint?

An Overview of Zoho Blueprint

  • From the moment you capture a lead in your CRM system to deal close and beyond, your organization may have multiple sales processes in place.
  • For example, the generation and follow-up of leads, the closing of transactions and the management of orders.
  • Each of these processes has multiple steps, and different teams may be tasked with completing each step. At this point, it should take a moment to see if the CRM dictates how these processes are to be executed.
  • Take the example of the transaction tracking process.
  • This process has many stages such as qualification, negotiation, value proposition and legal review until finally the deal is made or lost.
  • When can an agreement move from “negotiation phase” to “approval”?
    Or when can you say a prospect has reached “Contacted” status? After contacting them once, twice, five times? If it’s five times, do all of your reps follow the same procedure?
  • When the process you are doing offline is not captured correctly in the software, there is no guarantee that it is being followed in the right way.
  • There may be inconsistencies and gaps in the process.
  • This is the problem that Blueprint aims to solve.
  • The Zoho CRM Blueprint is simply an online replica of a business process.
  • It captures every detail of your entire offline process in the software.
  • It makes it easy to automate, validate, and collaborate teams, making your process more efficient and free of flaws.

Understand the building blocks of your processes with Zoho Blueprint

  • Understanding building blocks
    A master plan in Zoho CRM is designed to help you execute a business process in a well defined and systematic way.
  • With a Zoho Blueprint, you can define each step of a process and match the right people to each step.
  • A Zoho Blueprint is designed by creating a sequential order of these steps in a process. In CRM jargon, the main building blocks of a master plan are states and transitions.
  • For example, a transaction in CRM goes through various stages until it is tracked – approval of qualification, negotiation and delivery. Each of these stages will be referred to as a “State”.
  • Reports must be dragged and dropped into the blueprint editor to design the process.
  • A transition is a link between two states in a process. It prescribes the conditions required for a case to move from one state to another. For example, the conditions and actions required for a record to go from qualifying to trading are prescribed in the “Transition” block called “Negotiate”.

Designing your Zoho Blueprint

Building a process is largely a 3-step process.

1- Enter the basic information:

Specify the module, layout and field for which the process should be created.

2- Define the process flow:

In the blueprint editor, set the process flow directly from the start state or the default state (as appropriate) to the exit state.

3- Configure the transition parameters:

Configure the parameters for the transition before, during and after between different states in the process as needed.


Define the process in the blueprint editor

In Zoho Blueprint Editor, drag and drop all the states (steps) that are part of the process.
Establish process flow between states by connecting nodes in State buttons.

Executing a Zoho Blueprint Plan

  • Access my Blueprint records
  • Once the master plan is configured, records that meet the process criteria will enter the process, and the transition owners mentioned in the master plan can perform their respective transitions.
  • Afin de démarrer le processus, vous devez savoir quels enregistrements vous attendent pour effectuer votre partie des actions dans l’ensemble du processus.
  • In order to start the process, you need to know which records are waiting for you to perform your part of the actions in the whole process.
  • In your Zoho CRM account, click on the My Jobs module.
    Under My Jobs, records awaiting your approval and blueprint transitions are displayed.
  • From the list, select only a Zoho Blueprint.
  • Click on any entry to navigate to the respective record and complete your part of the process.
  • View the configured master plan
  • To view the configured Zoho Blueprint
  • Navigate to the Details page for the record that meets the process criteria.
  • In the Blueprint Strip, you’ll see the current state of the recording and the transitions available for that state.
  • Note that transitions are only available for records that meet the criteria before the transition.
  • Click the View configured actions link.
  • You will be able to see the process flow from the existing state to the next state.
  • Here it is important to note that the field using which you configured the blueprint will be locked for editing once the record is entered into the process. That is, let’s say you have configured a follow-up process to a Zoho Blueprint for the Deal module using the Status field. Once a record is entered into the Zoho Blueprint, you cannot manually update the scene until the blueprint has been fully executed.
  • Execute a Blueprint process
  • Once records meet the entry criteria for a blueprint, they become active records in the process. A Blueprint can be executed in your web account as well as in the Zoho CRM mobile app.
  • Run a Blueprint in the CRM Web Account
  • In your Zoho CRM account, the Record Details page displays the current state of the record and the transitions available for that state. To perform a transition, just click on the appropriate Transition button, when each button is clicked, a pop-up will appear prompting the user to add notes, update fields as defined by the Zoho Blueprint. For example, by clicking the Negotiate button, a transition owner is prompted to enter the fields as required in the During transition settings and move to the next state.
  • Here are the different things to note when performing a transition.
  • Invite users to send messages and take notes
    If you have configured mandatory messages and notes, the transition will appear as shown in the image below. Here the requirements and details of the discount have been requested.
  • Remove checklist items A transition cannot be saved until the checklist items are graded. A list of tasks is noted in the image below.
  • If you have configured mandatory fields from the moduleMain blueprint and associated modules, the owner of the transition will be prompted to enter the values ​​for these fields here. If you have also configured validation criteria for any of the fields, the system checks the validation rule and does not allow changes to be saved until the value meets the criteria.
    Here, a discount of more than 20% generates an error.
  • Association of related elements
    When you have mandated related items like quotes, tasks, etc., the transition owner will be prompted to enter them also when performing a transition. Here, during the contract stage of a transaction tracking process, a user is prompted to enter the quote and create a task.
  • Partial recording of a transition
    When you fill in a lot of information during a transition, it may not always be possible to enter it all at once. In the negotiation transition, you may have entered all the required fields, but you need more time to note the checklist items on the SLA documents. In this case, you can record a transition PARTLY. Which means, say, 5 of the 10 details you entered will be saved for now – but the save will still be at the negotiating stage. You can go back to that recording when you’re ready, enter the rest of the details, and SAVE the transition. Once all the details required by the During Transition settings have been entered, the record will be moved to the next blueprint state.
  • Attach documentsIf you have mandated attachments, they will be invited into the transition, as shown in the image below. This is similar to the Attachments related list, where you can upload documents from your desktop, Zoho Docs, the Documents tab, or a URL attachment.

Run Blueprint on the mobile CRM application

Run a Blueprint on the CRM mobile app
A Blueprint that you have configured in your Zoho CRM web account can be run on the mobile app. Suppose you are on a field visit to meet with a client regarding a deal, and the deal has moved from qualification to negotiation. You can update the scene directly on the app.

To run a blueprint using the CRM application

  • Tap the module for which you want to run the blueprint. Example, offers.
  • Tap the recording in question.
  • You will see a Blueprint Strip that displays the current state as well as the transitions that must be performed to move to the next state.
  • Click on the required transition and complete the required conditions as shown. Example, negotiate.
  • If the values ​​you enter are unacceptable, you will see relevant error messages as configured in your blueprint.
  • In this way, CRM guides and validates a sales process.
    Once you have entered the acceptable values, click Save.
  • The record is now moved to the next state of the process.
  • Likewise, perform each subsequent transition until the process is complete.

Blueprint is available in Zoho CRM for Android from (v3.2.16).
Blueprint is available in Zoho CRM for iOS from (v3.2.9).

Operate more efficiently and profitably

Efficient document and data management will optimize administrative and operational efficiency, with this simple initiative reducing costs without compromising results. Using technology to generate competitive advantage technology is no longer an asset to have, it is now a critical enabler of operational efficiency and necessary for gaining a competitive advantage.
OceanData offers a suite of services to help assess your current infrastructure and processes, and then design and deploy the optimal solution for your organization.