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Introduction

Vtiger CRM’s Process Designer module facilitates users with a graphical interface to create systematic business workflows. 

Process Designer offers a convenient flowchart tool that helps in:

• Designing and smoothening your business processes.
•  Streamlining your automated business processes.

The Vtiger CRM Process Designer: 

• Provides you with an easy-to-use interface with tools and components to create a workflow or a flowchart.
• Lets you configure various business activities including conditions, actions, and duration as needed for the process. 
• Helps you publish a workflow or activate it or save it as a draft.
• Automatically triggers and executes the workflow for your business in the CRM once you publish it. 
• Allows you edit flows that are in saved or draft stage.
• Is accessible to all (admin and non-admin) users in Vtiger CRM. 
• It is a very user-friendly feature enabled for all users. Any Vtiger CRM user can very conveniently access and use the Process Designer and design their business processes.

Benefits of using Process Designer

• Allows you to configure a business process’s workflows, etc., available on different paths into a single flow chart.
• Helps you identify gaps and errors in the process.
• Offers smart administration by easily translating flowcharts to real business workflows.
• Helps you troubleshoot and smoothen the process. 

Feature Availability

Click here for the availability of the Process Designer for different editions of Vtiger CRM.

Key Terminology

Understanding a Process Design

Let us first understand what a process design or flow is. 

A process design is a systematic illustration of your business workflow and comprises various tasks, criteria, and task durations.
 

An illustration of a process design

With Vtiger CRM Process Designer, you can:

• Design a  process flow. 
• Configure various business rules to be executed such as:
  • Conditions 
  • Actions to be taken 
  • Tasks
  • Wait time or duration

• Create a process flow for every process in your  business.
• Create multiple workflows for each design.

Note: The Process Designer allows a maximum of 5 workflows for one process design.

Process Designer Components

The Add Process screen is where you create flows for your business processes. It has the following components: 

Let us now learn about these components.

1. Left Menu Bar

Left menu bar has the following tools:1. Lasso Tool
Lasso tool helps you collectively select multiple components at once and reposition them at your desired location.
Follow these steps to access the Lasso tool:

1. Select the Lasso tool, + mark pops up.
2. Hold and select all the components that you want to reposition.
3. Drag and drop the selected area to your desired location.

With this, you have successfully repositioned your flowchart components.Follow these steps to access Add/Remove Space tool:

1. Select the Add/Remove Space tool.
2. Place the Add/Remove Space tool where you want to adjust the spacing (remove or add spaces length or breadth-wise).
3. Drag and drop the selected area and respace accordingly.

With this, you have successfully respaced your flowchart components.
 

2. Trigger and Trigger Properties

3. Process Details

Clicking Process Details, lets you edit the Name, Module, Status, and Assigned to details for the specific process design record.

4. Save options

The following Save options are available:

1. Save - Clicking Save saves the configurations for a component. If saved successfully the Saved notification is displayed.
2. Save and Publish - Clicking Save and Publish, you can publish a process design.
3. Save as Draft - Clicking Save as Draft, you can save a process design and edit or delete it at a later time.

5. The Components Menu

The Components Menu lists the prime components of the Process Designer. To access the Process Designer's prime components you have to click the + (plus) mark on a symbol for the Components Menu to appear.

The following components are available in the Components Menu:

1. Add Action

2. Submit For Approval

3. Add Conditions

4. Add Wait Time

5. Add Label

6. Connect

7. Delete

1. Add Action

The Add Action component helps you set up a task or an action for a process. It allows you to select an action from a list of actions and configure its properties as well.
 

Follow these steps to access Add Action:

1. Click + mark on a component.
2. You will be directed to the Components Menu.
3. Click Add Action.
4. You will be directed to the Add Action’s menu that displays the below list of actions:
   1. Create - Lets you create a record.
   2. Update - Lets you update a record.
   3. Email - Lets you:
      1. Send an email.
      2. Select the days you want to send the email.
      3. Add record owner’s dynamic Meet Me Appointment Pages.
   4. SMS - Lets you send an SMS.
   5. WhatsApp - Lets you send a WhatsApp message.
   6. Mobile Push Notification - Lets you send a mobile push notification.
   7. Webhook - Lets you trigger a Webhook. 
   8. Record Alert - Lets you set an alert or a message for a record. This will be displayed in the record’s Summary View > Next Actions section.
   9. Tag Record - Lets you to tag process records.

Note: The above actions once executed for process records will be displayed in the Process History for their respective process design records as well as the record’s Summary View’s Activity section.

5. Click an action to be executed. You will be directed to the specific action window.
6. Set up the required settings for the action.
7. Click Save. The Saved notification is displayed.

With this, you have successfully set up an action for a process on the Process Designer.

Dynamic Appointment Pages in the Email Action

The Process Designer's Email action lets you very conveniently merge the Meet Me Appointment Page URL of the process record owner in the emails called the Owner Appointment Page URL. This facilitates easy and quick interactions between agents and the customers.
To add the Owner Appointment Page URL to your emails in the Process Designer you must first add your Meet Me Appointment Page record as Default. This record which is added as Default will be listed as the Owner Appointment Page URL in the emails you send from the Process Designer. This is available under Process Designer > Email Action > Send Mail window > General Fields.

Follow these steps to add your Meet Me Appointment page as Default:

1. Login into your CRM account.
2. Click the User Menu.
3. Click Sales.
4. Look for Sales Enablement.
5. Click Appointment Pages. 
6. Go to the Meet Me Pages. You will be directed to the List View.

 

7. Hover your mouse on the Meet Me Appointment Page record which you wish to mark as Default.
8. Click the Default icon.
9. If the record is successfully added as Default, the system displays the success message Added.

You have now successfully added your Meet Me Appointment page as Default.

Note: Only one Meet Me Appointment Page record can be added as Default.

Follow these steps to add the Owner Appointment Page URL to your emails in the Process Designer:

1. Choose the Email action. You will be directed to the Send Mail window where you can set up your email configurations.
2. Under General Fields, select Owner Appointment Page URL. 

With this the Meet Me Appointment Page URL of the process record owner is successfully added in the email.
Clicking the same, customers will be redirected to the Meet Me Appointment Page of the owner where they can set up a meeting.

2. Submit For Approval

The Submit For Approval component helps you submit your process records for approval. To select this option you have to configure the Approval Trigger under Approvals settings:

• Via Process - Under Settings > Approvals > Approval record > Approval Trigger select Via Process. This lets you submit records for approval via the process design in the Process Designer.
• With this, the Select Approval dropdown in the Submit for Approval window lists the:
  • Approvers set up in the approval records (Settings > Approvals > Approval record > Name) configured for the module (Settings > Approvals > Approval record > Module) same as the chosen module for the process design.

Note: The Approvals’ Status for which you configure the Via Process Approval Trigger should be Active (Settings > Approvals > Approval record > Status > Active).

Follow these steps to configure the Approval Trigger Via Process:

1. Login to your CRM account.
2. Click the User Menu.
3. Click the Settings tab.
4. Look for Automation.
5. Select Approvals.
6. Create an approval or select the required approval.
7. Go to Approval Trigger.
8. Select Via Process.

You have now successfully configured the Approval Trigger Via Process for approvals submitted via processes in the Process Designer.
 

Follow these steps to submit a record for approval:

1. Go to the Process Designer.
2. Click + mark on a component. You will be directed to the Components Menu.
3. Click Submit For Approval. You will be directed to the Submit For Approval window. 
4. Select Approval lists the approvers set up for the module specific approvals Via Process. Select an approver.
5. Click Save.

You have now successfully submitted a process record for approval in the Process Designer.

Once you submit a process record for approval it can either be approved or rejected. Submit For Approval helps you set up different processes for approval statuses Approved and Rejected.
 

Follow these steps to set up a process if Approved:

1. Click + mark on Submit For Approval. You will be directed to the Components Menu.
2. Click Approved.
3. Click + mark on Approved. You will be directed to the Components Menu where you can set up the further process.

You have now successfully set up a process when a record is approved.

Follow these steps to set up a process if Rejected:

1. Click + mark on Submit For Approval. You will be directed to the Components Menu.
2. Click Rejected.
3. Click + mark on Rejected. You will be directed to the Components Menu where you can set up the further process.

You have now successfully set up a process when a record is rejected.

 

AI Action

Process Flows now include support for AI-driven Actions and Prompts. Let’s say a new lead comes in through a web form or email. You can set up an AI Action within your process flow to perform lead enrichment automatically.
You can send details such as:

• Company name and size
• Contact’s job title
• Product or service they are interested in
• The AI Action can then:
  • Fetch additional data from public sources like LinkedIn, company websites, or news portals.
  • Generate a more complete lead profile.
  • Store enriched information back into the CRM record.

3. Add Condition

The Add Condition component helps you set up a condition or criteria for a process. 

Follow these steps to access Add Condition:

1. Click + mark on a component. You will be directed to the Components Menu.

2. Click Add Conditions. You will be directed to the Conditions window, where you can set the necessary conditions for a process such as:

• All conditions must be met

or

• At least one of the conditions must be met

3. Under All Conditions or Any Conditions (both if required) click + Add Condition to set the necessary conditions.

4. Click Save Conditions. The Saved notification is displayed.

You have now set up a True condition.

Add Conditions also helps you set up a different process if the condition is False.
 

​ Follow these steps to set up a Condition as False:

1. Click + mark on Add Conditions. You will be directed to the Components Menu.

2. Click False.

3. Click + mark on the False symbol. You will be directed to the Components Menu where you can set up the further process.

You have now set up a False condition.
With this, you have successfully set up conditions for a process on the Process Designer.

Adding Conditions to Previous Actions

Process Designer allows you to add conditions not just for the Main Record but for all the previous actions that you have set up for a process. Clicking any condition will list all the previous actions in the Conditions window. You can select the required previous action and set conditions for it. This will evaluate the set conditions for the previous actions and execute them accordingly.

The Process Designer allows you to add conditions for the following actions only:

1. Create
2. Email 
3. SMS 
4. WhatsApp

Follow these steps to add conditions for previous actions:

1. Select any condition. For instance, consider the above screenshot, we have selected Condition 1. You will be directed to the Conditions window.
2. Click + mark to list all previous actions - WhatsApp, SMS and Email.
3. Select the required previous action - On WhatsApp. You will be directed to set up WhatsApp’s conditions.
4. Select the necessary conditions.
5. Click Save Conditions.

You have now successfully added conditions for previous actions.

Note: If the same Action exists multiple times for a process, its previous actions will be listed number-wise. For instance, If there are 2 Email Actions for a process, clicking + mark lists them as Email 1 and Email 2 as per their occurrences.

Immediate and Listener Types for Conditions 

Once you set up conditions for various actions in a process. The Process Designer provides the following Types for conditions:

• Immediate - Lets a condition immediately proceed to the next action in a process.
• Listener - Lets a condition wait for the set wait time for the conditions to meet and then proceed to the next action in a process.

Let us learn each of these condition types with examples.

Immediate

If you select type Immediate for a condition, the condition immediately proceeds to the next task in the process if the conditions are met and stops if not. Type Immediate option is by default selected for conditions.

For instance, consider the above screenshot, 

Process:

• Action 1 - Create Task 1
• Condition 1 - Task 1’s Stage should be set to Interested
  • Type - Immediate 
• If True Condition (Condition 1 is met) then,
• Action 2 - Update Task 1’s Description as Task to be Executed. 
• If False Condition (Condition 1 is not met) then,
• Action 3 - Send an Email to the Manager

When the above process is executed using the Immediate option for Condition 1 the following occurs:

Once Task 1 is created and Task 1’s Stage is not set to Interested then immediately Action 3 for the False Condition is executed where in an Email is sent to the Manager.

Listener

If you select type Listener for a condition, the condition listens (waits) until the time period (listen time) that you have set up for the conditions to meet. And then proceeds to the next task in the process.

Process:

• Action 1 - Create Task 1
• Condition 1 - Task 1’s Stage should be set to Interested
  • Type - Listener
  • Listen Time (Until)  - 1 Day
• If True Condition (Condition 1 is met) then,
• Action 2 - Update Task 1’s Description as Task to be Executed. 
• If False Condition (Condition 1 is not met) then,
• Action 3 - Send an Email to the Manager

When the above process is executed using the Listener option for Condition 1 the following occurs:

Once Task 1 is created and Task 1’s Stage is not set to Interested. Then Condition 1 listens until the set listen time i.e. one day. If Condition 1 is met anytime during one day, Action 1 for the True Condition is executed. Where in Task 1’s Description is updated as Task to be Executed.

Follow these steps to set up Type Listener for a condition:

1. Select Listener.
2. In the Until field:
   1. Enter a listen time.
   2. Select a unit of time.
3. Click Save Conditions.

You have now successfully set up a listen time for a condition.

Note: Immediate and Listener options are available for conditions on previous actions as well.

Listener’s Parallel Executions

Vtiger CRM Process Designer’s Listener listens to and executes multiple conditions for an action parallelly. It simultaneously listens to and processes the following multiple process design scenarios at the same time:

• Multiple Conditions for the same Action 
• Multiple Wait Times for the same Action
• Multiple True or False blocks for the same Condition
• Multiple Approved or Rejected blocks for the same Submit for Approval action.

Note: As the listener executes parallelly, all actions for multiple conditions, wait times, true or false blocks, and approved or rejected blocks will have the same start time. End times may differ.

Multiple Conditions for the same Action 

 For instance, let us consider multiple Conditions for the same action to understand the listener's parallel executions. For instance, consider the below screenshot.
 

Process:

• Trigger - Every time a Deal is created
• Action - Create an Event.
• Condition 1 (Satisfied after 3 Hours)
  • Type - Listener
  • Until - 6 Hours
  • If Condition 1 is satisfied, execute:
    • Action 1 - Update Contact
• Condition 2 (Satisfied after 1 Hour)
  • Type - Listener
  • Until - 4 Hours
  • If Condition 2 is satisfied, execute:
    • Action 2 - Send an Email to the Manager
• If Condition 3 (Satisfied after 2 Hours)
  • Type - Listener
  • Until -  2 Hours
  • If Condition 3 is satisfied, execute:
    • Action 3 - Send an SMS to the customer

Here, we have to understand that after creating an Event from Deal, after Conditions 1, 2, and 3 are satisfied, Updating Contact, Sending an email to the Manager, and Sending an SMS to the customer actions are respectively parallelly executed. Although these actions have different listen times, they will have the same start time. The below actions will be parallelly executed in the below order and patterns:

(Note: The listener start time is 08:00)

1. Sending an email to the Manager
   1. Start time - 08:00
   2. End time - 09:00
2. Sending an SMS to the customer 
   1. Start time - 08:00
   2. End time - 10:00
3. Updating Contact
   1. Start time - 08:00
   2. End time - 11:00

4. Add Wait Time

The Wait Time component helps you set up a wait time until you move to the next action in a process. It allows you to time in minutes, hours, and days.
Follow these steps to access Wait Time:

1. Click + mark on a component. You will be directed to the Components Menu.

2. Click Wait Time. You will be directed to the Wait Time window.

3. Enter the time (an integer value) in the Wait For field.

4. Select a unit of time.

5. Click Save. The Saved notification is displayed.

With this, you have successfully set up a wait time for a process on the Process Designer.

5. Add Label

The Add Label option helps you label a component.
Follow these steps to add a label to a component:

1. Click + mark on a component. You will be directed to the Components Menu.

2. Click Add Label. You will be directed to the label box.

3. Type a label in the label box.

4. You can drag and drop the label wherever required.

5. Double-clicking the label will allow you to edit the label.

With this, you have successfully labeled a component for a process on the Process Designer.

6. Connect

The Connect option lets you connect one symbol with the other.

Follow these steps to access the Connect tool:

1. Click + mark on a component. You will be directed to the Components Menu.
2. Click Connect.
3. Drag and drop Connect from one symbol to the other to have them connected.

With this you have successfully connected two symbols

7. Delete

The Delete option lets you delete a component.

Follow these steps to delete a component:

1. Click + mark on a component. You will be directed to the Components Menu.

2. Click Delete.

3. The chosen component will be deleted.

With this, you have successfully deleted a component.
Note: Delete option is not provided for the Trigger component as you cannot delete Trigger on the Process Designer.

Accessing the Process Designer Module

Follow these steps to go to the Process Designer and create a process design. 

1. Login to your CRM account.

2. Click the User Menu.

3. Click Platform.

4. Look for Designers.

5. Select Process Designer. You will be directed to the Process Designer module.

6. Click +Add Process. You will be directed to the Add Process window.

7. Enter the following information in the below fields:

   1. Name: Enter the name of the process.

   2. Module: Select the module for which the process is designed.

   3. Status: Select the status as Active or Inactive. While setting up a process, status is always Active.

   4. Assigned to: Assign an owner to the process design record.

      1. Note: Status and Assigned to fields are auto-filled but can be edited.

   5. Click Edit Process. 

You will be directed to the Add Process window, where you can design and publish process designs for your business processes.

Creating a Process Flow

Let us now learn how to create a process flow for a business process with a precise illustration.

For instance, we have considered the below scenario for a business process:

Note:

We recommend creating a business flowchart for a business process (To a Notepad or a document) before creating the process flow on the Process Designer.
 

Name of the Business Process: Deal Process

Module Chosen: Deals

Number of Workflows: 1

Deal Process Workflow:

If Deal Amount > 1M, Is True then, (Criteria)

1. Update the next action (Action)

2. Wait for an hour (Wait Time)

3. Check if the Sales Stage is still new (Criteria)

4. Send an email to the Manager (Action)

Is False, then,

1. Send an SMS notification to the Team lead (Action)

Let us learn how to create a process flow for the Deal Process on the Process Designer.
 

Follow these steps to create a process flow for the Deal Process on the Process Designer:

Step1: Setting up a Process Design

Follow these steps to set up the Deal Process:

1. Login to your CRM account.

2. Click the User Menu.

3. Click Platform.

4. Look for Designers.

5. Select Process Designer. 

6. Click +Add Process. You will be directed to the Add Process window.

7. Enter the following information in the below fields:

8. Name: Enter Deal Process.

9. Module: Select Deals.

10. Status: Select Active.

11. Assigned to: Select the user or group to whom the process is assigned.

12. Click Edit Process. You will be directed to the Add Process window.

Step2: Configuring the start of a Process

Follow these steps to start Deal Process:

1. Click + mark on Trigger. The Trigger Properties window opens up.

2. Select Update (Includes Creation).

3. Under Recurrence select, Every time record is saved.

4. Click Save. The Saved notification is displayed.

5. Add the label Deal is Updated /Created.

Step 3: Configuring a Condition (True)

Follow these steps to configure a True Condition for Deal Process:

1. Click + mark on Trigger. You will be directed to the Components Menu.

2. Click Add Conditions. You will be directed to the Conditions window.

3. Under All Conditions, click + Add Condition.

4. In the Select Field dropdown, select Amount.

5. In the Select Condition dropdown, select greater than.

6. In the Set Amount value window, enter 1000000. (You can also select a Field or Expression by clicking the Raw Text dropdown).

7. Click Ok.

8. Click Save Conditions. The Saved notification is displayed.

9. Add the label Amount >1M.

Step 4: Configuring an Action (Update)

Follow these steps to configure the Update action for Deal Process:

1. Click + mark on Add Conditions. You will be directed to the Components Menu.

2. Click Add Action. You will be directed to a list of actions.

3. Select Update. You will be directed to the Update Fields window.

4. In the Add Field dropdown, select Next Step.

5. In the Next Step field, enter Follow up call in the Set Next Step value window. (You can also select a Field or Expression by clicking the Raw Text dropdown).

6. Click Ok.

7. Click Save Task. The Saved notification is displayed.

8. Add the label Update Next Step.

Step 5: Configuring Wait Time

Follow these steps to configure a wait time for Deal Process:

1. Click + mark on Add Action. You will be directed to the Components Menu.

2. Click Wait Time. You will be directed to the Wait Time window.

3. Enter 1 in the Wait for field.

4. Select a unit of time Hours.

5. Click Save. The Saved notification is displayed.

6. Add the label After 1 Hour.

Step 6: Configuring a Condition (False)

Follow these steps to configure a False Condition for Deal Process:

1. Click + mark on Wait Time. You will be directed to the Components Menu.

2. Click Add Conditions. You will be directed to the Conditions window.

3. Under All Conditions, click + Add Condition.

4. In the Select Field dropdown, select Sales Stage.

5. In the Select Condition dropdown, select is.

6. In the (third field) Set Sales Stage value window, select New from the dropdown. (You can also select a Field or Expression by clicking the Raw Text dropdown).

7. Click Ok.

8. Click Save Conditions. The Saved notification is displayed.

9. Add the label Deal is still New.

Step 7: Configuring an Action (Email)

Follow these steps to configure the Email action for Deal Process:

1. Click + mark on the Add Conditions. You will be directed to the Components Menu.
2. Click Add Action. You will be directed to a list of actions.
3. Select Email. You will be directed to the Send Mail window.
4. Select or add the below information in the Send Mail window:
   1. In the From field dropdown, select the email address of the sender.
   2. In the Reply To field dropdown, select the email address to whom you want to reply.
   3. In the mandatory To field dropdown, select the email address of the receiver.
   4. In the mandatory Subject field, enter the email subject.
   5. In the Add Record Field dropdown, select a record you want to add to the email. Note: You can add multiple record fields by selecting one field at a time.
   6. In the General Fields dropdown, select a field you want to add to the email. Note: You can add multiple general fields by selecting one field at a time.
   7. In the Email Template field dropdown, select an email template you want to add to the email.
   8. In the Select day(s) on which the email has to be sent, field select the days you want to send the email. Once you select the days, it waits for the specific days you have selected and then sends the email. For instance, if the process is being executed on Thursday, and you have selected Monday, the Email Action waits until Monday in the week after that.
   9. Checkbox Add Merge Template and choose the merged template to be added as a link or an attachment.
   10. Checkbox Insert Related Matching Documents and set suitable conditions to it.
   11. Uncheck Include Signature if you do not want to include the same in the email.
   12. With Insert Links you can add the following to your email:
       1. Insert appointment links
       2. Insert Survey links
       3. Attach Vtiger Documents
       4. Upload and Insert files
       5. Insert the Payment link in the send email window. The payment link can be accessed in the email Activity section of the email record and in the recipient’s email. To learn more about configuring payment gateways in Vtiger, click here.
5. Type the email content.
6. Click Save Task. The Saved notification is displayed.
7. Add the Label Escalate to Manager.

Note: You can configure the Timezone field to show date and time information based on the Contact’s time zone rather than the assigned user’s time zone.

Step 8: Publishing or Saving a Process Design
Once you have created a process design on the Process Designer:

• For Publishing a Process Design

  • Click Save and Publish.

  • Once you publish a process design you will not be able to edit or delete it. You can only Preview (view) and Clone (duplicate) it.

• Saving a Process Design

  • Click Save as Draft. 

  • Once you save as draft a process design it will be saved in the Process Designer module which you can edit or delete at a later time.

With this, a process design record Deal Process will be created and saved in the Process Designer module.

We have now successfully created a process flow for Deal Process on the Process Designer.

Process design versions

Once you have created a process design on the Process Designer, clicking Save as Publish or Save as Draft will save the process design as a process design version in the Summary View of the Process Designer Module. Every time you Clone a process design version a new version will be created for a process design record.

Activating and deactivating process design versions

 

• Once you Save as Draft a process design, you can still publish the process design version by Activating (enabling) it.

  • Once a process design version is Active you will not be able to edit or delete it. You can only Preview and Clone it.

Note: Activating a process design version is the same as publishing it. Hence Process Designer allows only one Active or Published process design version for a process design record.

• A process design version remains Inactive by Deactivating (disabling) it.

Process Designer - List View

Follow these steps to go to the Process Designer List View:

1. Login to your CRM account.
2. Click the User Menu.
3. Click Platform.
4. Look for Designers.
5. Select Process Designer.
6. Click a process design record. You will be directed to the List View.

 

The Process Designer List View lists the following information for the process design records:

1. Status Enabler - Lets you enable or disable a process design.
2. Module- The name of the module the process design is configured for.
3. Name - The name of the process design.
4. Status - Displays the Active or Inactive status of the process design.
5. Assigned to - The owner of the process design.

Note: The Process Designer List View columns can be customized using the Manage Columns option. 

The Process Designer List View conveniently lets you change the status of the process design. Enabling or disabling the process design record will activate or deactivate the process design for the respective module. Only process design records with an active process design version can be enabled from the List View.

Note: In the List View, if you enable a process design record with no active process design version, the system displays the following error message Process will not work without an active version. Please enable it from the Summary View.

Process Designer List View Actions

The following actions can be performed in the Process Designer List View:

1. Export - Clicking the Export icon lets you export the process design record.
2. Tag - Clicking the Tag icon lets you tag the process design record.
3. Duplicate - Clicking the Duplicate icon lets you duplicate the process design record.
4. Delete - Clicking the Export icon lets you delete the process design record.
5. More - Clicking the More icon, the Comment tab pops up. Clicking it lets you comment on the process design record.

Process Designer - Summary View

Follow these steps to go to the Process Designer Summary View:

1. Login to your CRM account.
2. Click the User Menu.
3. Click Platform.
4. Look for Designers.
5. Select Process Designer.
6. Click a process design record. You will be directed to the Summary View of the process design record.

Let us now learn how to view the Process History for process design records.

Viewing Process History for process design records

What is Process History?
Process History is the complete history of a process flow executed by the Process Designer. The Process History window details every activity, action type along with its title field performed by the Process designer for the record as well as the related process. Along with the time and date. It also displays the status of the process in the end.

Follow these steps to view the Process History for a process design record:

1. Go to the Summary View of a process design record.

2. Click Records.

3. Click the required process record.

5. You will be directed to the Process History window of the specific record. You can now view the complete Process History and the status for the process design version.

6. Click Ok to exit Process History. (Clicking the record Name will direct you to the specific record).

Note: You can also view the Process History for process design versions in the Activity section of the related records.

Let us now understand the actions available for process design versions.

Add To Process

The Add to Process button is available in the Summary View of the process design record under Records. With this, you can add the process design’s specified module records to its process. It is available for records only if the process design version is:

• Active 
• Manually created process (Trigger Properties >Trigger On > Manual)

Follow these steps to add a process design’s specified module record to its process:

1. Go to the Summary View of a process design record.
2. Click Records.
3. Click the Add To Process button. This takes you to the Add To Process window. It lists records from the specified module.
4. Select the record you want to add to the process.

Note: Adding records to a process limit is 150.

5. If the record is successfully added to the process, the Success message is displayed.

You have now successfully added a process design’s specified module record to its process.

Note: If multiple process design records are added, the first record will be added to the process and the rest will be added to the queue. These records will be added once the process design is executed again.

Terminating a running process record

In the Process Designer, you can terminate a running process record from the Summary View > Records.

Follow these steps to terminate a running process record from the Summary View:

1. Go to the Summary View of a process design record.
2. Click Records.
3. Go to the required process record.
4. Hover your mouse on the record. You see the Stop icon (red button).
5. Click the Stop icon. This takes you to the Stop Process window.
6. Enter a reason for ending the process.
7. Click Proceed. The process record’s Status is displayed as Cancelled.

Note: In the Activity section of the process record, the message, Removed this record from process_name process is displayed.

Actions for process design versions

 

In the Process Designer Summary View, hovering the mouse over :

1. A Saved and Published or Active process design version, the following options are provided:

1. Preview - Clicking the Preview icon, you can view a process design version.
2. Clone - Clicking the Clone icon lets you duplicate a process design version.
3. Status Enabler - Lets you enable (activate) or disable (deactivate) a process design version.

2.  A Save as Draft process design version, the following options are provided:

1. Preview - Clicking the Preview icon, you can view a process design version.

2. Clone - Clicking the Clone icon lets you duplicate a process design version.

3. Delete - Clicking the Delete icon lets you delete a process design version.

4. Edit - Clicking the Edit icon directs you to the Editing Process window, where you can edit a process design version.

5. Status Enabler - Lets you enable (activate) or disable (deactivate) or Inactive a saved as draft process design version.

Let us now learn the actions available for process design records.

Actions for process design records

In the Process Designer Summary View you can perform the following for the process design records:

1. Change Status

2. Delete

Follow these steps to change the status of a process design record:

1. Click the Status button on the top right corner of the screen.
2. This will take you to the Change Status popup.
3. Select Active or Inactive status.

You have now successfully changed the status for a process design record.

Note: The Status button in the Summary View by default changes to Active or Inactive when the process design version is activated or deactivated (enabled or disabled).
 

Follow these steps to delete a process design record.

1. Click the More icon on the top right corner of the screen.
2. Click the Delete icon.
3. This will take you to the ‘Delete record?’ popup.
4. Click Yes, delete.

You have now successfully deleted a process design record.
 

Actions for process fetching related records

This will help you configure advanced automation flows on other records that might not be directly related to the process record.

Consider these Use Cases:

• You can cancel all related tasks when a Sales Order is canceled.
• You can send emails to all Contacts related to a Deal when the Deal is changed to Requirements Gathering.
• You can send emails to all affected Contacts when an incident is created.

Process Designer’s Running Processes in CRM Modules

​​​​​​​​​​In Vtiger CRM, you can view the Process Designer’s active (running) processes. In their respective process design records’ related modules’ Summary Views’. From the related module record’s Summary View you can:

• View running processes along with their count
• Manually add records to a process
• View the Process History for records for running processes
• Stop a process running in the Process Designer

Running Processes

What are Running Processes?

Running Process is a process that is running on a record. For instance, if you have designed a process for the Contacts module in the Process Designer, once the process starts processing on a Contact, until it ends you can see the Running Process in Contacts > Summary View > Running Processes section. You can also view its process history and terminate it.

Follow these steps to access running process for a record in CRM modules:

1. Login into your CRM account.
2. Go to any module.
3. Select a record. This will take you to its Summary View.
4. Click the Running Processes tab. It lists running processes for the record if available.

Note: If no running processes for the record are available, the following message is displayed, No Running processes

Running Processes section displays the following information:

• Count - Beside the Running Process tab, the count of running processes for the record are displayed.
• Add to Process button - It lets you manually add records to processes in the Process Designer.
• Name -  Name of the record.
• Started On - The date and time the process began.
• Last Touched On - The date and time the last time the record entered into the process.
• Ended On - The date and time the process stopped.
• Process History window - Displays the running process history.
• Stop  button (on hover) - To stop the running process if required.

Add To Process

You can manually add records to a process from its module’s Summary View.

Follow these steps to manually add records to a process:

1. Go to a record’s respective module.
2. Select the record whose process history you want to view. This will take you to its Summary View.
3. Click the Running Processes tab.
4. Click the Add To Process button. This takes you to the Add To Process window. It lists only the Manually created (Trigger Properties>Trigger On>Manual) processes in the Process Designer.
5. Select the process to which you want to add the record.
6. The Success message is displayed if the record is successfully added.

You have now successfully manually added records to a process in the Process Designer.

Viewing Process History for Records for Running Processes

You can view the process history for records for running processes from the process related records’ Summary View.

Follow these steps to view the process history for a record for a running process from the record’s Summary View:

1. Go to the record’s respective module.
2. Select the record whose process history you want to view. This will take you to its Summary View.
3. Click the Running Processes tab. It lists running processes for the record.
4. Click the required process. It will take you to the Process History window where you can view the record’s process history.

Note: Once a running process is executed, the displayed process under Running Processes in the Summary View of the related record is by default removed. 

Stop a process from the record’s Summary View

You can terminate processes running in the Process Designer from the process related records’ Summary View.

Follow these steps to terminate a process from the record’s Summary View:

1. Go to the record’s respective module.
2. Select the required record. This will take you to its Summary View.
3. Click the Running Processes tab. It lists running processes for the record.
4. Hover your mouse on the record whose process you want to stop. You see the Stop icon (red button)
5. Click the Stop icon. This takes you to the Stop Process window.
6. Enter a reason for ending the process.
7. Click Proceed. The respective process is removed and not displayed anymore under Running Processes for the record.
8. In the Activity section of the record, the message Removed this record from process_name process is displayed.

Note: The stopped process is displayed as Cancelled along with the specified reason in its Process History window.

For running processes, every action type along with its title field being processed by the Process Designer is updated in the Summary View of their records in the Activity section. Displaying the process names and action types.

Add To Process from the List View

 

The Add to Process option is available in the List View of the Process Designer-related modules under More actions. With this, you can add the respective module’s multiple records to a manually triggered process in the Process Designer.
Note: The Add to Process option is available in the List View for all the modules supported by the Process Designer.
 

Follow these steps to add a module’s records to a manual process in the Process Designer:

1. Go to a Process Designer-related module. You will be directed to the List View.
2. Select a record you want to add to a manual process by clicking the checkbox. The Actions bar pops up. 
3. Click More (three dots) icon.
4. Click the Add To Process option. This takes you to the Add To Process window. It lists only the Manually created processes in the Process Designer.
5. Select the process to which you want to add the record.
6. The Success message is displayed if the record is successfully added to the process.

Note: Adding records to a process limit is 150.

7 Step Prospecting Sequence

The 7 Step Prospecting Sequence is a Vtiger CRM's sample process design available by default to all the users in their Vtiger CRM Process Designer. It helps you understand and learn the various aspects and scopes of Vtiger CRM Process Designer. You can preview, clone, edit and delete it.

Follow these steps to access the 7 Step Prospecting Sequence:

1. Log into your CRM account.
2. Go to the Process Designer module. This takes you to its List View.
3. You will find the 7 Step Prospecting Sequence process design in the List View.
4. Click 7 Step Prospecting Sequence. You will be directed to its Summary View. 
5. Hover your mouse under Under Versions > Version 1
6. Click Preview. You can view the 7 Step Prospecting Sequence (Version 1) process design.

You have now successfully accessed Vtiger CRM’s sample process design the 7 Step Prospecting Sequence.