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Vtiger Process Designer

Learn how to create process designs for your business processes on Vtiger CRM's Process Designer!
V
Vinusha Balasubramanian
21 Sep, 2026 - Updated  1 month ago

Feature Availability 

Vtiger Editions: One Enterprise | One AI

Introduction

Business processes often involve multiple tasks, approvals, and decisions that must be completed in a specific sequence. Some of these might also be repetitive tasks. Performing these activities manually can be time-consuming and may lead to delays, inconsistencies, or human errors. 

Vtiger CRM’s Process Designer is a visual, drag-and-drop tool that lets you design processes for the automation of repetitive business tasks Using this tool, you can create a process design by connecting a trigger, conditions, and actions to a module. It is similar to drawing a flowchart on a canvas. You can easily create processes that automate everyday tasks across modules such as Leads, Deals, Contacts, Organizations, Cases, and custom modules. Once you publish the process, Vtiger CRM runs it automatically whenever the trigger event occurs.

For example, you can use the Process Designer to:

  • Send an email when a new Lead is created.
  • Create a follow-up task for a sales representative.
  • Update a Deal when its stage changes.
  • Submit a record for approval.
  • Send an SMS or WhatsApp message.
  • Wait for a specified period before performing the next action.
  • Create different actions based on conditions.

The Process Designer provides a central place to create, publish, monitor, and manage automated business processes.

When to use the Process Designer

Use the Process Designer when a business process can be completed automatically and comprises multiple steps, conditions, or decisions. 

Example

ABC Technologies receives many leads through its website every day. The sales team must respond quickly by assigning leads, sending welcome emails, and creating follow-up activities. 

Instead of performing these tasks manually, you can create a process that:

  • Starts when a new Lead is created.
  • Assigns the Lead to a sales representative.
  • Sends a welcome email.
  • Creates a follow-up task.

This helps the sales team respond faster and ensures that every Lead follows the same process.

Process Designer Accessibility

Process Designer is accessible to all CRM users by default. However, only administrators can control users' access to the module and its records. As an administrator, you can control:

  • Module-level access: Go to Settings > User Management > Profiles > Profile Name > Other Modules > Process Designer. To learn more about Profiles access, click here. 
  • Record-level access: Go to Settings > Sharing Rules > Process Designer. To learn more about Sharing Rules, click here.

Note: If you do not have access to the Process Designer, your CRM admin has removed your access. 

Before you begin

Before creating a process design, consider the following points: 

  • Check user permissions: Ensure that you have permission to access and manage the Process Designer.
  • Identify the business process: Decide which repetitive process you want to automate.
  • Select the module: Identify the module in which the process should run, such as Leads, Contacts, Deals, Organizations, Cases, or a custom module.
  • Identify the trigger: Decide when the process should start:
    • Create
    • Update (Includes Creation)
    • Manual
    • Schedule
  • Define the conditions: Identify the conditions that determine whether the process should continue.
  • Plan the branches: Decide what should happen when a condition is true or false.
  • Define the actions: Identify the actions that the process should perform, such as sending an email, updating a record, or creating a task.
  • Define the wait time: Decide whether the process should wait for minutes, hours, days, weeks, or months before continuing.
  • Prepare the flowchart: Plan the process flow before configuring it in the Process Designer.
  • Check related prerequisites: If the process uses approvals, email templates, users, groups, or required fields, make sure they are configured before creating the process.

Process Design Versions

A process design can have multiple versions. Versions let you change a process without affecting the version currently running. For example, if Version 1 is active and you want to add a new action, you can duplicate and create Version 2, make the required changes, and publish Version 2. This allows you to update the process while keeping the previous version available for reference. 

Each process version has one of the following statuses:

  • Active: The version is published and can run when the process is enabled.
  • Inactive: The version is not published or is no longer available to run.

Process Designer Workspace

The Process Designer Workspace provides everything you need to build, configure, manage, and publish a process. 

Before you start creating a process, it is important to understand the and the tools available to you. The Workspace includes the following key areas: 

  • Canvas: The central workspace where you build and view the process flow. It displays the Trigger and the components you add to the process.
  • Left Menu Bar: Provides tools to help you select, arrange, and navigate the process flow on the canvas.
  • Trigger: Represents the starting point of the process and determines the event that initiates the process flow.
  • Process Details: Provides access to important information about the process, such as its name, module, status, and assignment.
  • Components Menu: Provides the different components you can add to the process, such as actions, conditions, approvals, wait times, and record-related components. The available options may vary depending on where you add a component.
  • Save Options: Provides options to save your current changes, save the process as a draft, or save and publish the completed process.

Together, these areas provide everything you need to create and manage a process from start to finish.

Benefits of Process Designer

The benefits of using Process Designer are:

  • Allows you to design and automate business processes using a visual flow.
  • Reduces manual work by automating repetitive tasks.
  • Ensures that records follow a consistent and structured workflow.
  • Enables you to create multi-step workflows with conditions and actions.
  • Reduces human errors by executing predefined actions automatically.
  • Improves productivity by allowing teams to focus on more important tasks.

Use Case for Deal Approval Process

ABC Technologies wants to standardize the approval process for high-value sales opportunities. Whenever the Deal Amount is greater than $100,000, the Deal must be submitted to the sales manager for approval before it can proceed to the next sales stage.

John Keyes, a Sales Representative, is responsible for these high-value deals and creates or updates Deal records. Sarah Mumford, the Sales Manager, is responsible for approving these deals. Using the Process Designer, Sarah creates a process that:

  1. Starts when John creates or updates a Deal.
  2. Checks whether the Deal Amount is greater than $100,000.
    1. If the condition is met, the Deal is automatically submitted to Sarah, the Sales Manager, for approval.
    2. If the Deal Amount is $100,000 or less, no manager approval is required, and the Deal continues through the normal sales process.
  3. Waits for Sarah to either approve or reject the Deal.
  4. Takes the following action based on Sarah's decision:
    1. If Sarah approves the Deal:
      1. The Deal is approved.
      2. A notification is sent to John, informing him that the Deal has been approved.
      3. John can proceed with the next stage of the sales process.
    2. If Sarah rejects the Deal:
      1. The Deal status is updated to Approval Rejected.
      2. A notification is sent to John, informing him that the Deal has been rejected and requires review.
      3. John can update the Deal with the required information and resubmit it for approval.

By automating this approval workflow, ABC Technologies ensures that the appropriate manager reviews all high-value Deals and that the Sales Representative is automatically informed of the approval decision.

In this article, you will learn about:

  • Accessing Process Designer
  • Creating a Process Designer record
  • Creating a Process Design 
  • Example 1: Creating a sample Deal Process 
  • Example 2: Creating a sample expense Approval Process
  • Reviewing a Process Version 
  • Process Design Versions 
  • Enabling a Process Design 
  • Disabling a Process Design
  • Disabling a Process Design Version 
  • Confirming a Process Run 
  • Duplicating a Process Design 
  • Deleting a Process Designer Record 
  • Deleting a Process Version
  • Exporting Process Design 
  • Importing Process Design 
  • Searching for a Process Design 
  • Sample Process 
  • Process Designer List View
  • Process Designer Summary View 

Key Terminology

Term

Description

Business Process

A sequence of tasks or activities performed to achieve a business goal.

Flowchart

A visual representation of the sequence of activities in a process.

Workflow

Defines how different stages of a business process are executed or automated.

Business Rule

A condition or constraint that controls how a business process behaves.

Process Designer

A visual tool used to design and automate business processes in Vtiger CRM.

Process

The complete business process that you want to automate.

Process Version

A version of a process design. You can create another version when you need to make changes to an existing process.

Flow

The sequence in which process components are executed.

Trigger

Defines when a process starts.

Action

Defines what the process does after it is triggered.

Condition

Defines the criteria that determine which path the process follows.

Wait Time

Pauses the process for a specified period before continuing to the next step.

Process Status

Indicates whether the Process Designer record is Active or Inactive.
 

Accessing Process Designer

Follow these steps to access the Process Designer:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer.

The Process Designer List View opens. From here, you can create, search, view, duplicate, delete, import, export, and manage process designs.

Creating a Process Design Record 

Follow these steps to create a process design:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer page opens. 

 

  1. Click + Add Process. The Add Process window opens.

  1. Enter or select the following information:
    1. Name: Enter a name for the process design.
    2. Module: Select the module for which you want to create the process.
    3. Assigned To: Select the user or group responsible for the process design.
  2. Click Edit Process. 

The process design opens in the Process Designer workspace.

Creating a Process Design

Follow these steps to create a process design:

Step 1: Creating a Process Designer record 
Step 2: using the Canvas
Step 3: Using the Left Menu Bar 
Step 4: Using Process Details 
Step 5: Configuring the Trigger
Step 5: Using the Component Menu
Step 6: Using the Save Options

Step 1: Creating a Process Designer record 

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens. 
  5. Click + Add Process. The Add Process Designer Workspace opens.

  1. Enter or select the following information:
    1. Name: Enter a name for the process design.
    2. Module: Select the module for which you want to create the process.
    3. Assigned To: Select the user or group responsible for the process design.
  2. Click Edit Process. 

The process design opens in the Process Designer workspace. 

Step 2: using the Canvas

  1. Use the canvas to create the process flow.
  2. Drag the required components onto the canvas.
  3. Arrange the components in the order in which you want them to run.
  4. Connect the components to define the process flow.

Step 3: Using the Left Menu Bar

The left menu bar contains the following tools to work with the canvas:

  1. Lasso: Click to reposition components.
  2. Add/Remove Space: Click to add or remove space in the canvas.
  3. Zoom In: Click to enlarge the process flow.
  4. Zoom Out: Click to reduce the process flow.
  5. Zoom Reset: Click to restore the default view.
  6. Use the following keyboard shortcuts:
    1. Ctrl + Z: Click to undo the previous action.
    2. Ctrl + Y: Click to redo the previous action.
    3. Ctrl + +: Click to zoom in.
    4. Ctrl + -: Click to zoom out.

Step 4: Using Process Details

  1. Click Process Details. The Add Process page window opens. 
  2. Enter or select the following information:
    1. Name: Enter the process name.
    2. Module: Select the module for the process.
    3. Assigned To: Select the user assigned to the process.
  3. Click Edit Process. The Add Process window opens.

Step 3: Configuring the Trigger

  1. Click the Trigger node drop-down.
  2. Enter or select the following information to start the process flow:
    1. Create: Select to start the process when a new record is created.  
    2. Update (Includes Creation): Select to start the process when the configured conditions are met. 
      1. First time conditions are met: Run the process the first time the conditions are met.
      2. Every time conditions are met, but only if record is not already in process: Start a new process run only when the record is not already in the process.
      3. Every time conditions are met: Cancel the current process run and start a new run when the conditions are met.
    3. Manual: Select to allow users to manually add records to the process.
      1. Only records manually added to the process enter the process when Manual is selected. 
    4. Schedule: Select to run the process according to a schedule. 
      1. Frequency: Select Daily, Weekly, or Monthly.
      2. At Time: Select the time when the process should run.
      3. All Conditions: Add conditions when every condition must be met.
      4. Any Conditions: Add conditions when at least one condition must be met.

Step 6: Using the Component Menu

  1. Click the + icon next to the Trigger node.
  2. Enter or select the following information:
    1. Add Action: Select to add an action after the Trigger.
      1. Create: Select to create a new record.
        1. Title: Enter the title of the Create action.
        2. Module: Select the module where you want to create the record.
        3. Required Fields: Enter values for the required fields displayed for the selected module.
        4. Title: Enter the title for the create action.
        5. Assigned To: Select from the drop-down to whom the created record should be assigned. 
        6. Save Task: Click to save.
      2. Update: Select to update field values. 
        1. Title: Enter the title for the Update Action.
        2. Add Field: Select the field from the drop-down. 
      3. Email: Select to send an email
        1. Title: Enter the title of the email action.
        2. From: Select the sender email address.
        3. Reply To: Enter the reply-to email address when required.
        4. To: Select the email recipients.
        5. Cc: Click Add Cc, and select the recipients.
        6. Bcc: Click Add Bcc, and select the recipients.
        7. Subject: Enter the email subject.
        8. Add Record Field: Select the record field from the drop-down.
        9. General Fields: Select the general field that you want to include.
        10. Email Templates: Select an email template to use for the email.
        11. Select day(s) on which the email has to be sent: Specify when the email should be sent by selecting After or Before and defining the required time or day.
          1. After: Send the email after the specified time or event.
          2. Before: Send the email before the specified time or event.
        12. Add Merge Template: Add a merge template to dynamically populate the email with relevant record information.
        13. Insert Related Matching Documents: Insert documents related to the record that match the configured criteria.
        14. Body Text: Enter or edit the content of the email.
        15. Email Tracking: Select to track the email and monitor recipient interactions, when required.
        16. Save Task: Click to save.
      4. SMS: Select to send an SMS message.
        1. Title: Enter the title of the SMS action.
        2. Recipients: Select the recipients.
        3. Add Record Field: Select the record field from the drop-down.
        4. SMS Template: Select the SMS template.
        5. SMS Text: Enter the SMS message.
        6. Save Task: Click to save.
      5. WhatsApp: Select to send a WhatsApp message.
        1. Title: Enter the title of the WhatsApp action.
        2. Recipients: Select the recipients.
        3. Add Record Field: Select the record field from the drop-down.
        4. Template: Select the WhatsApp template.
        5. Message: Enter the WhatsApp message.
        6. Save Task: Click to save
      6. Telegram: Select to send a Telegram message.
        1. Title: Enter the title of the Telegram action.
        2. Add Record Field: Select the record field from the drop-down.
        3. Message: Enter the Telegram message.
        4. Save Task: Click to save.
      7. Mobile Push Notification: Select to send a notification.
        1. Title: Enter the title of the notification action.
        2. Merge Fields: Select the merge fields that you want to include.
        3. General Fields: Select the general fields that you want to include.
        4. Message: Enter the notification message.
        5. Save Task: Click to save.
      8. Webhook: Select to send a request to an external URL.
        1. Title: Enter a title for the webhook action.
        2. Description: Enter a description for the webhook action.
        3. Method: Select the HTTP method to use for the request.
        4. URL: Enter the URL of the external service or application to which the request should be sent.
        5. Content Type: Select the format in which the request data should be sent.
        6. Authentication Type: Select the authentication method required by the external service.
          1. Parameters: Enter the authentication details as request parameters.
          2. Headers: Enter the authentication details as request headers
        7. Save Task: Click to save.
      9. Record Alert: Select Record Alert to add an alert to the record.
        1. Title: Enter a title for the alert.
        2. Alert Message: Enter the message you want to display in the alert.
        3. Due In: Specify when the alert is due.
      10. Tag Record: Select Tag Record to add a tag to the record.
        1. Title: Enter a title for the tag action.
        2. Select Tag: Select the tag you want to add to the record.
      11. Server Script: Select Server Script to execute JavaScript (ES5).
        1. Title: Enter the title of the server script.
        2. JavaScript (ES5): Enter the JavaScript code in the editor.
        3. Save Task: Click Save Task.
      12. Send OTP: Select Send OTP to add the Send OTP action.
        1. Title: Enter a title for the Send OTP action.
        2. Select OTP Rule: Select the OTP rule that you want to use for sending the OTP.
      13. Marketing List Tag: Select to add the Marketing List Tag action.
        1. Title: Enter a title for the Marketing List Tag action.
        2. Select Tag: Select the tag you want to add to the record.
        3. Legal Basis for Adding to the List: Select the legal basis for adding the record to the marketing list.
        4. Explanation for Communication Consent: Enter an explanation or reason for obtaining communication consent from the record.
        5. Save: Click to save. 
    2. Submit For Approval: Select to submit the record for approval.
      1. Title: Enter the title of the approval action.
      2. Approval: Select an approval from Select Approval.
      3. Save: Click to save.
        1. Rejected: Defines the branch to follow when the record is rejected.
        2. Approved: Defines the branch to follow when the record is approved.
    3. AI Action: Select to run a configured artificial intelligence prompt.
      1. Title: Enter the title of the AI Action.
      2. Prompt: Select the prompt from the drop-down.
      3. Save: Click to save.
    4. Fetch Other Records: Select to retrieve records from another module.
      1. Module: Select the module from which you want to retrieve records.
      2. Fetch Record Conditions: Add the conditions used to retrieve the records.
    5. Fetch Related Records: Select to retrieve records related to the current record.
      1. Module: Select the related module.
      2. Fetch Related Record Conditions: Add the conditions used to retrieve the related records.
    6. Add Conditions: Select to create condition-based paths.
      1. Type: Select Immediate or Listener based on when you want the conditions to be evaluated.
        1. Immediate: Evaluates the configured conditions as soon as the previous step is completed.
        2. All Conditions: The process continues only when all configured conditions are met.
        3. Any Conditions: The process continues when at least one of the configured conditions is met.
      2. Listener: Waits for the configured period before evaluating the conditions.
        1. Until: Enter the duration and select the time unit to specify how long the process should wait before evaluating the conditions.
        2. All Conditions: The process continues only when all configured conditions are met.
        3. Any Conditions: The process continues when at least one of the configured conditions is met.
    7. Add Wait Time: Select to pause the process after the Trigger.
      1. Wait For: Enter the number for the waiting period.
      2. Time Unit: Select the time unit. Example: Hours, days. 
    8. Add Label: Select to add a visual label to the process.
    9. Connect: Select to connect the Trigger to another process component.
    10. Delete: Select to remove the selected component. You cannot delete the Trigger.

Note: The available options can change depending on the component selected on the Canvas.

Step 6: Using the Save Options

You can save the process in two ways:

  1. Click Save as Draft to save the process without publishing it.
  2. Click Save and Publish to publish the process.

The Process Designer is saved and displayed in the List View.

Example 1: Creating a Sample Deal Process

For your understanding, let us create a sample process for the Deals module. This example shows how to configure a trigger, add conditions, perform actions, add a wait time, and publish the completed process.

Let us say that your sales team wants to automate the follow-up process for high-value Deals.

When a Deal worth more than 1,000,000 is created or updated:

  1. Update the Next Step field to Follow-up call.
  2. Wait for one hour.
  3. Check whether the Sales Stage is still New.
  4. If the Sales Stage is still New, send an email to the manager.
  5. If the Sales Stage is not New, send an SMS to the team lead.
  6. If the Sales Stage is Closed Won, send a welcome SMS to the customer.

The process works as follows:

  • First, the process checks whether the Deal amount is greater than 1,000,000.
  • If the amount is not greater than 1,000,000, the process stops.
  • If the amount is greater than 1,000,000, the process updates the Next Step field.
  • The process then waits for one hour.
  • After one hour, the process checks the Sales Stage.
  • If the Sales Stage is still New, the manager receives an email.
  • If the Sales Stage is not New, the team lead receives an SMS.
  • If the Deal is Closed Won, the customer receives a welcome SMS.

This example helps you understand how different components work together in a process.

Step 1: Create the Process

First, create a process for the Deals module.

Follow these steps to create the Deal Process:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens. 
  5. Click + Add Process. The Add Process window opens. 
  6. Enter or select the following information:
    1. Name: Enter the name - Deal Process.
    2. Module: Select Deals from drop-down. 
    3. Assigned To: Select the required user or group.
  7. Click Edit Process.

The process design opens in the workspace. You can now add the trigger, conditions, actions, and wait time to create the required process flow.

Step 2: Configure the Trigger

The trigger determines when the process should start. In this example, the process must start when a Deal is created or updated.

Follow these steps to configure the trigger:

  1. Click the + mark on the Trigger component.
  2. Select Update (Includes Creation).
  3. Select the recurrence option that matches how often you want the process to run when the conditions are met.

The process now starts when a Deal is created or updated according to the selected recurrence option.

Step 3: Add the Amount Condition

Next, add a condition to check whether the Deal amount is greater than 1,000,000. This condition ensures that the process continues only for high-value Deals.

Follow these steps to add the amount condition:

  1. Click the + mark on the Trigger.
  2. Click Add Conditions.
  3. Select All Conditions.
  4. Select the Amount field.
  5. Select Greater Than.
  6. Enter 1,000,000.
  7. Click Save.

The condition creates two paths:

  • The True path is followed when the Deal amount is greater than 1,000,000.
  • The False path is followed when the Deal amount is 1,000,000 or less.

In this example, continue configuring the process from the True path because only high-value Deals should proceed.

Step 4: Update the Next Step Field

After the amount condition is met, update the Next Step field so the sales representative knows a follow-up call is required.

Follow these steps to update the Next Step field:

  1. Click the + mark on the True path of the condition.
  2. Click Add Action.
  3. Select Update.
  4. Select the Next Step field.
  5. Enter Follow up call.
  6. Click Save.

When the Deal amount is greater than 1,000,000, the process automatically updates the Next Step field to Follow up call.

Step 5: Add Wait Time

After updating the Next Step field, add a wait time of one hour. This gives the sales representative time to follow up before the process checks the Deal again.

Follow these steps to add a one-hour wait time:

  1. Click the + mark on the Update action.
  2. Click Add Wait Time.
  3. Enter 1.
  4. Select Hours.
  5. Click Save.

The process now waits for one hour before moving to the next step.

Step 6: Check the Sales Stage

After the one-hour wait, check whether the Sales Stage is still New. This helps determine whether the Deal has progressed.

Follow these steps to check whether the Sales Stage is still New:

  1. Click the + mark on the Wait Time component.
  2. Click Add Conditions.
  3. Select All Conditions.
  4. Select the Sales Stage field.
  5. Select Equals.
  6. Select New.
  7. Click Save.

The condition creates two paths:

  • The True path is followed when the Sales Stage is still New.
  • The False path is followed when the Sales Stage has changed to another stage.

Step 7: Send an Email to the Manager

If the Sales Stage is still New after one hour, send an email to the manager. This notifies the manager that the Deal has not progressed.

Follow these steps to configure the True path:

  1. Click the + mark on the True path.
  2. Click Add Action.
  3. Select Email.
  4. Enter or select the following information:
    1. From: Select the sender's email address.
    2. Reply To: Enter the reply-to email address, if required.
    3. To: Select the manager as the email recipient.
    4. Subject: Enter the email subject.
    5. Email Template: Select an email template, if required.
    6. Record Fields: Add relevant Deal fields to the email, if required.
  5. Enter the email message.
  6. Click Save.

The manager receives the email when the Sales Stage remains New after the wait time.

Step 8: Send an SMS to the Team Lead

If the Sales Stage is no longer New, the process follows the False path. In this example, send an SMS to the team lead to notify them that the Deal has moved to another stage.

Follow these steps to configure the False path:

  1. Click the + mark on the False path.
  2. Click Add Action.
  3. Select SMS.
  4. Select the team lead as the recipient.
  5. Enter the SMS text.
  6. Click Save.

The team lead receives the SMS when the Sales Stage is no longer New.

Step 9: Configure the Closed Won Path

Now, configure an additional condition to check whether the Deal is Closed Won. When a Deal is Closed Won, send a welcome SMS to the customer.

Follow these steps to send a welcome SMS when the Deal is Closed Won:

  1. Add another Add Conditions component.
  2. Select the Sales Stage field.
  3. Select Equals.
  4. Select Closed Won.
  5. Click Save.
  6. Click the + mark on the True path.
  7. Click Add Action.
  8. Select SMS.
  9. Select the customer as the recipient.
  10. Enter the welcome message.
  11. Click Save.

When the Sales Stage is Closed Won, the customer receives the welcome SMS.

Step 10: Review and Publish the Process

Before publishing the process, review the complete flow to make sure that each component is configured correctly and connected to the appropriate path.

Follow these steps to publish the Deal Process:

  1. Review all components and connections.
  2. Make sure that every required field is configured.
  3. Make sure that all True and False paths are connected correctly.
  4. Confirm that the amount condition, update action, wait time, Sales Stage condition, email action, and SMS actions are configured as required.
  5. Click Save and Publish.

The Deal Process is published and can run according to the configured trigger and conditions.

Example 2: Creating a Sample Expense Approval Process

For your understanding, let us create a sample process for the Expenses module. This example shows how to configure a trigger, add conditions, submit a record for approval, perform actions based on the approval result, and publish the completed process. Let us say that your company wants to automate the approval process for high-value Expense records.

When an Expense worth more than 50,000 is created or updated:

  1. Check whether the Expense Amount is greater than 50,000.
  2. If the Amount is greater than 50,000, submit the Expense for Manager approval.
  3. If the Manager approves the Expense, send an SMS to the record owner.
  4. If the Manager rejects the Expense, send an email to the record owner.

The process works as follows:

  • First, the process evaluates whether the Expense Amount is greater than 50,000.
  • If the Amount is not greater than 50,000, the process stops.
  • If the Amount is greater than 50,000, the process submits the Expense for approval.
  • The Manager reviews the Expense and approves or rejects it.
  • If the Manager approves the Expense, the record owner receives an SMS.
  • If the Manager rejects the Expense, the record owner receives an email.

This example helps you understand how approval decisions create different paths in a process.

Step 1: Create the Process

First, create a process for the Expenses module.

Follow these steps to create the Expense Approval Process:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer.
  5. Click + Add Process.
  6. Enter or select the following information:
    1. Name: Expense Approval Process.
    2. Module: Expenses.
    3. Assigned To: Select the required user or group.
  7. Click Edit Process.

The process design opens in the workspace. You can now add the trigger, condition, approval, and actions to create the required process flow.

Step 2: Configure the Trigger

The Trigger determines when the process should start. In this example, the process must start when an Expense is created or updated.

Follow these steps to configure the Trigger:

  1. Click the + mark on the Trigger component.
  2. Select Update (Includes Creation).
  3. Select the recurrence option that matches how often you want the process to run when the conditions are met.

The process now starts when an Expense is created or updated according to the selected recurrence option.

Step 3: Add the Amount Condition

Next, add a condition to evaluate whether the Expense Amount is greater than 50,000. This condition ensures that only high-value Expenses proceed to Manager approval.

Follow these steps to add the Amount condition:

  1. Click the + mark on the Trigger.
  2. Click Add Conditions.
  3. Select All Conditions.
  4. Select the Amount field.
  5. Select Greater Than.
  6. Enter 50,000.
  7. Click Save Conditions.

The condition creates two paths:

  • The True path is followed when the Expense Amount is greater than 50,000.
  • The False path is followed when the Expense Amount is 50,000 or less.

In this example, continue configuring the process from the True path because only high-value Expenses require approval.

Step 4: Submit the Expense for Manager Approval

After the Amount condition is satisfied, submit the Expense for approval. The configured approval allows the Manager to approve or reject the Expense.

Follow these steps to submit the Expense for approval:

  1. Click the + mark on the True path of the condition.
  2. Click Submit For Approval.
  3. Enter Expense Manager Approval in the Title field.
  4. In Select Approval, select the approval configured for Manager approval.
  5. Click Save.

The approval component creates two paths:

  • The Approved path is followed when the Manager approves the Expense.
  • The Rejected path is followed when the Manager rejects the Expense.

In this example, configure an SMS on the Approved path and an email on the Rejected path.

Step 5: Send an SMS When the Expense Is Approved

When the Manager approves the Expense, send an SMS to the record owner. This notifies the owner that the Expense has been approved.

Follow these steps to configure the Approved path:

  1. Click the + mark on the Approved path.
  2. Click Add Action.
  3. Select SMS.
  4. Enter Expense Approved in the Title field.
  5. Select the Record Owner as the recipient.
  6. Select the required SMS Template.
  7. Enter the approval message in SMS Text.
  8. Click Save Task.

The record owner receives the configured SMS when the Manager approves the Expense.

Step 6: Send an Email When the Expense Is Rejected

When the Manager rejects the Expense, send an email to the record owner. This notifies the owner that the Expense was rejected.

Follow these steps to configure the Rejected path:

  1. Click the + mark on the Rejected path.
  2. Click Add Action.
  3. Select Email.
  4. Enter Expense Rejected in the Title field.
  5. Select the appropriate sender in From.
  6. Select the reply address in Reply To, if required.
  7. Select the Record Owner in To.
  8. Enter Expense Rejected in Subject.
  9. Select the required Email Template.
  10. Enter the rejection message in Body Text.
  11. Click Save Task.

The record owner receives the configured email when the Manager rejects the Expense.

Step 7: Review and Publish the Process

Before publishing the process, review the complete process to make sure that each component is configured correctly and connected to the appropriate path.

Follow these steps to publish the Expense Approval Process:

  1. Review all components and connections.
  2. Make sure that the Amount condition evaluates whether the Amount is greater than 50,000.
  3. Make sure that the True path connects to Submit For Approval.
  4. Make sure that the approval is configured for Manager approval.
  5. Make sure that the Approved path connects to the SMS action for the Record Owner.
  6. Make sure that the Rejected path connects to the Email action for the Record Owner.
  7. Confirm that the SMS and email details are configured as required.
  8. Click Save and Publish.

The Expense Approval Process is published and can run according to the configured trigger, condition, approval, and actions.

Reviewing a Process Version 

Before activating a process design record, review the required process version to confirm that the process is configured correctly and ready to run. 

Follow these steps to review a process before activating:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. 
  5. Open the required process design record which you want to publish. The Summary View opens.
  6. Go to the Versions section.
  7. Hover over the Version you want to review. 
  8. Click Preview to review the process flow.
  9. Check that the trigger, conditions, actions, and connections are configured correctly.
  10. Close the Preview.

Activating a Version

Activating a version publishes it and makes it available for execution. Only one version of a process design can be Active or published at a time. When you activate a new version, the previously active version becomes inactive.

For example, if Version 1 is active and you activate Version 2, Version 1 becomes inactive, and Version 2 becomes the active version.

Follow these steps to activate a Version:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Open the required Process Designer record.
  6. Go to the Versions section.
  7. Select the version you want to enable.

 

  1. Enable the toggle to make it active.

Note: Activating a process version automatically changes the Process Designer record status to Active.

Deactivating a Version

Deactivating a process version changes its status to Inactive. An inactive version does not run for new records. You can deactivate a version when you no longer want the process to run, but you want to keep the version for reference or future use.

Follow these steps to disable a Process Designer:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Open the required Process Designer record.
  6. Go to the Versions tab.
  7. Select the version you want to disable.

  1. Disable the toggle for the selected process design.

Notes:

  • You cannot edit or delete a draft version.
  • You cannot edit or delete an active process design.
  • You can preview or duplicate an Active version.
  • Cloning an Active version creates a new version that you can edit.
  • Only one version can be Active at a time.
  • A process design must have an Active version to run.
  • Enabling a process design does not make an inactive version active.
  • If mandatory fields, steps, or connections are missing or invalid, the system displays the Failed to Publish message.

Activating a Process Design record 

Once you create and publish the Process Designer it is activated automatically. If the Process Designer record is not enabled, enable it to make the process active and ready to run. Before enabling a process, make sure that it has an Active version. A process design record without an Active version cannot run.

Follow these steps to enable a process design:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Locate the required process design in the List View.

  1. Toggle the Status switch in the List View. 

The process design record is activated.

Note: Only process designs with an active version can be enabled.

Deactivating a Process Design record 

You can disable a process design record when you want to temporarily stop the automation without deleting it. 

Follow these steps to disable a process design record:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Locate the required process design in the List View.

  1. Toggle the Status switch in the List View.

Once deactivated, the Process Design record becomes inactive and no longer runs.

Note: Only the Process Design record with an active version can be enabled again.

Confirming a Process Run

Review the process run details to confirm that the process ran successfully and the configured action was completed.

Follow these steps to confirm a process ran successfully:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Select the required Process Designer record. The Summary View opens.
  6. Go to the Records tab.
  7. Review the records that have undergone actions triggered by the process.
  8. View the following information displayed for each record:
    1. Version Name: Displays the process version used to run the record.
    2. Status: Displays the current status of the process run, such as Completed.
    3. Last Action: Displays the most recent action performed by the process.
    4. Title: Displays the title of the action performed by the process.
    5. Started On: Displays the date and time when the process run started.
    6. Last Touched On: Displays the date and time when the process last performed an action on the record.
    7. Ended On: Displays the date and time when the process run was completed.
  9. Click the required record to view its process run details. The Process History window opens. 
  10. Verify that the process run status is Completed and confirm that the configured action was performed successfully.

The process run details provide the status and actions performed on the record, allowing you to verify whether the process completed successfully.

Duplicating a Process Version

Process design can have multiple versions. Versions allow you to make changes to a process without changing the version that is currently running.

For example, if Version 1 is active and you want to add a new action, you can create Version 2, make the required changes, and publish Version 2. This allows you to update the process while keeping the previous version available for reference.

Follow these steps to duplicate a process Version:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Click and open a Process Designer. The Summary View opens. 
  6. Hover over the required process version which you want to duplicate.

  1. Click Duplicate. A Editing Process opens. 
  2. Make the required changes to the duplicated version.
  3. Enter or select the following information: 
    1. Save as Draft: Saves the duplicated version as a draft without publishing it.
    2. Save and Publish: Publishes the duplicated version and makes it available to run.

A new version is created with the next available version number in the Summary View of the record. For example, if the existing version is Version 1, the duplicated version is created as Version 2.

Deleting a Process Designer Record

Follow these steps to delete a process design:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.

  1. Click the required process design.
  2. Click Delete. A confirmation window appears. 
  3. Click Yes to confirm.

The selected process design is deleted and available in the Recycle Bin. If you delete an existing Process Designer record, the Process Designer and its associated process versions are removed. The deleted process can no longer run or be used.

Deleting a Process Version

You can delete a process version when it is no longer required. You can delete only inactive process versions.

Follow these steps to delete a Process Version:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Open the required Process Designer record.
  6. Go to the Versions section.
  7. Hover over the inactive version you want to delete.

  1. Click Delete. A confirmation window opens. 
  2. Click Yes to delete. 

The selected process version is deleted and is no longer available for use.

Exporting Process Designs

Exporting a process design saves its configuration as an XML file, creating a copy of the process configuration for backup or reuse. 

Follow these steps to export process designs:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.

  1. Select one or more active process designs.
  2. Click Export.

The selected process designs are exported to your system as an XML file.

Importing Process Designs

Follow these steps to import process designs:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.

  1. Click the arrow next to + Add Process.
  2. Click Import Processes. The Import page opens. 
  3. Click Choose File.
  4. Select the XML file.
  5. Click Import.
  6. Click OK.
  7. Open the imported process design.
  8. Click Preview to review the imported flow and its conditions

The Import Result window displays:

  • Total Processes: The total number of processes included in the XML file.
  • Imported Processes: The number of processes imported successfully.
  • Failed Processes: The number of processes that could not be imported.
  • Process Design Data: Details about the imported process designs.

Review the process carefully before enabling it. Make sure that the trigger, conditions, actions, and connections are configured correctly.

Note: You cannot import process designs with duplicate names.

Searching for a Process Design

Follow these steps to search for a process design:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens. 

  1. Click the Search field.
  2. Enter the process name.

The List View displays the process designs that match the search term. 

7 Step Prospecting Sequence

The 7 Step Prospecting Sequence is a sample process design available by default in the Process Designer.

The sample process helps you understand how different Process Designer components work together. You can review the trigger, actions, conditions, wait times, and process paths without creating a process from the beginning.

Follow these steps to view the sample process:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens. 
  5. Locate 7 Step Prospecting Sequence in the List View.
  6. Click the 7 Step Prospecting Sequence.
  7. Open the Versions section.
  8. Locate Version 1.
  9. Click Preview.

The sample process design opens in the preview mode. In the preview mode, you can review the process flow and understand how the components are connected. 

Note: You cannot make changes to the process in the Preview mode.

Process Designer List View

The Process Designer List View is where you can view and manage available process designs.

Use this view to:

  • Find a process design.
  • Check whether a process is enabled or disabled.
  • View the module associated with a process.
  • Check the process owner.
  • Enable or disable a process.
  • Open a process design.
  • Duplicate or delete a process design.
  • Import or export process designs.

Follow these steps to access the List View:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. View the following information:
    1. Status Enabler: Shows whether the process design is enabled or disabled.
    2. Module: Shows the module for which the process is configured.
    3. Name: Shows the name of the process design.
    4. Status: Shows the status of the process design or version.
    5. Assigned To: Shows the user or group assigned to the process design.

Managing List View Columns

You can choose which columns appear in the List View. This is useful when you want to display only the information that is important to you.

Follow these steps to manage the List View columns:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer List View opens.
  5. Open the Process Designer List View.
  6. Click Manage Columns.
  7. Select the columns that you want to display.
  8. Clear the columns that you do not want to display.
  9. Click Save.

To learn more about List View, click here.

Process Designer Summary View

The Summary View displays detailed information about a selected process design.

Use the Summary View to:

  • Review the available process versions.
  • Check the status of each version.
  • View the records processed by the process.
  • Review process execution details.
  • Open a process version for preview or management.

Follow these steps to access the Summary View:

  1. Log in to the CRM.
  2. Click the main Menu.
  3. Click Platform.
  4. Select Process Designer. The Process Designer Summary View opens.
  5. Click the required process design record. The Summary View opens. 
  6. View the following information in the Summary View.
    1. Versions: Displays the available versions of the process design.
      1. Version: The version number.
      2. Status: Indicates whether the version is Active or Inactive.
      3. Published On: Shows when the version was published.
    2. Records: Displays the records that have been processed.
      1. Version: The process version used for the record.
      2. Name: The name of the processed record.
      3. Started On: The date and time when the process started.
      4. Last Touched On: The date and time when the process last performed an action.
      5. Ended On: The date and time when the process ended.

Troubleshooting

  • Failed to Publish: The system displays the Failed to Publish message when the process contains invalid or empty mandatory steps, fields, or connections. This message means that the process is incomplete or contains a configuration error. Review the process from the Trigger component through to the final action, ensuring every required component is correctly configured. 
    • Check the following:
      • All required fields are configured.
      • All components are connected.
      • All conditions have values.
      • All actions contain the required information.
      • The process has a valid trigger.
      • The process does not contain an infinite loop.
      • Each True and False path is connected correctly.
      • The selected users, groups, templates, and related records are available.
    • After correcting the errors, save the process again and try to publish it.
  • Missing Trigger: A process cannot be published if the Trigger component is missing or incorrectly configured. The Trigger tells the Process Designer when to start the process. Without a valid trigger, the system does not know when the process should run. Make sure that the process contains a valid trigger and that the trigger properties are complete.
    • Also check that:
      • A trigger type is selected.
      • Required trigger conditions are configured.
      • The selected module is correct.
      • The trigger does not contain incomplete fields. 
  • Process Will Not Work Without an Active Version: If you enable a process design without an Active version, the system displays: Process will not work without an active version. The process can run only after you publish a version and enable the process design from the Summary View.
    • To resolve this issue:
      • Open the process design.
      • Go to the Versions section.
      • Select a valid draft version.
      • Complete any missing configuration.
      • Publish or activate the version.
      • Return to the Process Designer List View.
      • Enable the process design.
  • Duplicate Exists: When importing a process design with the same name as an existing process, the system displays: Duplicate exists. Please choose another name. This message means that a process with the same name already exists in the CRM. 
    • To resolve this issue:
      • Rename the process design file during the import process..
      • Save the updated XML file.
      • Import the file again.
    • Note: Use a unique and descriptive name so that users can easily identify the process design.

References

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