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The Process Designer

Learn how to create process designs for your business processes on Vtiger CRM's Process Designer!
S
Shreya Kulkarni
2 May, 2022 - Updated 16 days ago
Table of Contents

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. .

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. 
In this article, you will learn about:
  • Introduction
    • Benefits of using the Process Designer
  • Feature Availability 
  • Key Terminology
  • Understanding the Process Designer 
    • Process design
    • Components
    • Components Menu
  • Accessing the Process Designer
  • Creating a Process Design
    • Process design versions
    • Activating and deactivating process design versions
  • Process Designer Summary View
    • Process History
    • Actions for process design versions
    • Actions for process design records

Feature and Edition Availability

 
 

Editions →

Features ↓

Starter

Professional

Enterprise

Sales 

Help Desk

Sales

Help Desk

All-in-One

Sales

Help Desk

All-in-One

Feature Availability

Process Designer

-

-

-

-

-

-

-

Edition Availability

Active process per module

5

Flows per process

5

Tasks per flow 

10

 

Key Terminology

 

Business process

A business process is a series of tasks or activities methodically structured to achieve a business goal in due course.

Flowchart

Flowchart is a diagrammatic representation of a chain of actions or activities designed for a specific process or system using conventional symbols.

Workflow

Workflow defines the work pattern for various business stages in a business process. It decides how each stage is executed or automated for a business.

Business rules

Business rules are conditions or constraints that are designed to regulate or supervise the behavior of a business according to its organizational standards.

Process Designer

Process Designer is a designing tool where you can design process designs for your various business processes and configure business rules.

 

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: 

  1. Left Menu bar
  2. Trigger and Trigger Properties
  3. Process Details
  4. Save options
    1. Save as Draft
    2. Save and Publish
    3. Save

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.

  1. Add/Remove Space 

Add/Remove Space tool helps you with spacing adjustments letting you add or remove spaces in your flowchart.

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.

  1. Zoom In - Clicking Zoom In, maximizes the view of a process design.
  2. Zoom Out - Clicking Zoom Out, minimizes the view of a process design.
  3. Zoom Reset - Clicking Zoom Reset, resets the process design to normal view.
 
  1. Trigger and Trigger Properties
The Trigger component allows you to choose when to trigger a process. 

You can trigger a process under the following conditions:
  • Create - Triggers a process when a record is created.
  • Update (Includes Creation) - Triggers a process when a record is updated. Selecting Update, allows you to select how to trigger a process:
    • First time record is saved - Triggers a process only the first time a record is saved
    • Every time record is saved - Triggers a process every time a record is saved.
Follow these steps to access the Trigger symbol:
  1. Click Trigger.
  2. The Trigger Properties window opens up.
  3. Select a Trigger On option.
  4. Select a Recurrence option if chosen Update (Includes Creation).
  5. Click Save. The Saved notification is displayed.

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

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

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.

Components Menu

 

 

To access the Process Designer's other 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. Add Conditions
  3. Add Wait Time
  4. Add Label
  5. Connect
 
  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
  2. Update
  3. Email
  4. SMS
  5. Whatsapp
  6. Mobile Push Notification
  7. Webhook
  8. Record Alert
  1. Click an action to be executed. You will be directed to the specific action window.
  2. Set up the required settings for the action.
  3. Click Save. The Saved notification is displayed.

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

  1. 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
  1. Under All Conditions or Any Conditions (both if required) click + Add Condition to set the necessary conditions.
  2. 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.

  1. 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.

  1. 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.

  1. Delele

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.

Note:

Vtiger CRM Process Designer provides the below keyboard shortcuts for the following actions:

  • Undo: Ctrl+Z
  • Redo: Ctrl+Y
  • Zoom In: Ctrl++
  • Zoom Out: Ctrl+-
  • Delete: You can delete a component by clicking a component and hitting the Delete button.

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 Teamlead (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.

  1. 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.

  1. In the Email Template field dropdown, select an email template you want to add to the email.
  2. Checkbox Add Merge Template and choose the merged template to be added as a link or an attachment.
  3. Checkbox Insert Related Matching Documents and set suitable conditions to it.
  4. Uncheck Include Signature if you do not want to include the same in the email.
  5. With Insert Links you can add the following to your email:

i. Insert appointment links

ii. Insert Survey links

iii. Attach Vtiger Documents 

iv. Upload and Insert files

  1. Type the email content.
  1. Click Save Task. The Saved notification is displayed.
  2. Add the Label Escalate to Manager.

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.

Note:

In the Process Designer if you Publish or Activate a process design with a few mandatory steps, fields, and connections invalid or empty, you will be directed to the following error message Failed to Publish.


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. The Summary View displays the process design versions available for a process design record.

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

Viewing Process History

When a process design is triggered for a business process involving actions executed for a record. The respective action updates for a record are available under Process History for every process design version.

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

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

  1. Click Records.
  2. Choose a version from the dropdown.
  3. Click the record.
 

 
  1. You will be directed to the Process History window of the specific record. You can now view the complete Process History for the process design version with a down scroll.
  2. 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.

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. Enabler - Helps you enable or disable Active or Inactive status for a process design version.
  1.  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. Enabler - Helps you enable or disable Active or Inactive status for a 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 change the status and delete process design records.
 

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

  1. Click the Status button on the Summary View of the Process Designer module.
  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: Status button changes to Active even if one process design version is active.

Follow these steps to delete a process design record.

  1. Click the More icon on the Summary View of the Process Designer module.
  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.

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