Zohelpers KB Article on Zoho Blueprint

Zoho Blueprint - PDF Handbook and Video on Designing CRM Workflow Blueprints

Blueprint is Zoho CRM's simple and effective solution to your process automation requirements. It is designed to help you execute a business process in a well-defined and systematic manner. With a Blueprint you can: ... Guide your teams through the execution of the process.

See the attached downloadable PDF for full details on Zoho Blueprint.

Also, See this 7 minute Video Overview:


Also consider this for Optionjal Fielods:

Blueprints streamline processes and ensure users adhere to required steps by guiding them through each stage. To maintain compliance, users must enter required information to progress in a blueprint.

The case for optional fields
While blueprints ensure that processes are followed strictly, they can run into issues in some scenarios. For example, in the lead qualification process:
  • A sales development rep (SDR) needs to gather details such as company size, budget, and other factors in order to qualify a lead.
  • An account executive (AE) will pick up where the SDR left off and delve deeper to discover specific needs, pain points, decision processes, and more.

Customers aren't restricted by processes like SDRs and AEs are, and they may share specific pain points and other details directly with SDRs. This presents a dilemma to admins when designing blueprints; should they make these fields mandatory for the SDR? If yes, how should the SDR proceed in cases where this information isn't available?

To address this issue, admins have had to use workarounds, such as adding extra fields with layout rules and implementing multiple transitions. This made blueprints harder to configure, maintain, and use.

Use optional fields to enhance your blueprints
CRM blueprints can now include optional fields in stage transitions, allowing for more flexibility in meeting various process needs (like the one mentioned above).

In our example, admins can simply make those fields optional for the SDR's transition.

Some sample use cases are as follows:
  • Users can complete detailed feedback fields in ticket resolution processes if the customer is willing to provide information.
  • Users can gather additional task details—such as estimated time, priority level, and dependencies—in task management blueprints.
  • Users can record preferences and additional information in registration processes. These could cover accessibility requirements, motivations for participation, areas of interest, and more.
  • Order fulfillment blueprints can include fields related to order consolidation, if multiple orders are being combined into a single shipment.

To do this, go to a blueprint's transition form and mark the appropriate fields as optional or mandatory based on your needs. Previously, every field in the transition form was mandatory.


When executing a blueprint, users can now proceed to the next stage even if the optional fields aren't filled.

You can mark the following items in the blueprint's transition form as optional:
  • Fields from the primary blueprint module and related modules

  • Checklist items

  • Notes, tags, and attachments

  • Other fields added under Associated Items, like tasks, meetings, etc



Save as Draft
In addition, a Save as Draft button has been added to the transition form to help transition owners manually save completed fields and continue later where they left off.


Moving notes, tags, and attachments
We've also introduced a new change whereby notes, tags, and attachments are now accessible in relevant locations within the UI. This update will also pave the way for future improvements as we consolidate them all under the "Add" button menu.
  • Tags will be available when you click the + Add button.
  • Notes and attachments will be available under + Add > Associated Items.



FAQ
I've marked a field as optional, but it's still shown as mandatory for transition owners. Why?

Whether a field in a transition form is marked as mandatory or optional depends on the following:
  • Whether the module field is mandatory or not
  • Whether a layout rule is marking a field as mandatory or not
  • Whether it's set as mandatory in the blueprint transition setting

If at least one of these is mandatory, then the field is marked as mandatory.

Availability
Editions: Professional edition and above