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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
28 Jul, 2022 - Updated 4 months 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.
  • 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.

Process Designer’s Accessibility 

The Vtiger CRM Process Designer:

  • Is accessible and enabled to Admin and Non-Admin users in Vtiger CRM. 
  • Lets Vtiger CRM users very conveniently create and execute process designs for their business processes. 
  • However, Admin users can control Process Designer’s module and record level accessibility to users from the Profiles and Sharing Rules settings in Vtiger CRM. 
  • To learn more about controlling Process Designer’s:
    • Module level access to users, click here ( Settings > User Management > Profiles > Name > Other Modules > Process Designer)
    • Record level access to users, click here (Settings > Sharing Rules > Process Designer)

Note: Under Settings >  User Management > Profiles > Name > Other Modules the Process Designer’s fields are non-editable. 

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
      • Adding Conditions to Previous Actions
      • Immediate and Listener Types for Conditions
      • Dynamic Appointment Pages in the Email Action
  • Accessing the Process Designer
  • Creating a Process Design
    • Process design versions
    • Activating and deactivating process design versions
  • Process Designer - List View
    • Actions on process design records
    • Import Export Actions in the Process Designer
  • Process Designer Summary View
    • Process History
    • Actions for process design versions
    • Actions for process design records
  • Process Designer in CRM Modules
    • Running Processes
    • Add To Process
    • Viewing Process History
    • Terminating a process 
  • 7 Step Prospecting Sequence

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
  5. Components Menu

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.

2. Add/Remove Space tool
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.
 
3. Zoom In - Clicking Zoom In, maximizes the view of a process design.
4. Zoom Out - Clicking Zoom Out, minimizes the view of a process design.
5. Zoom Reset - Clicking Zoom Reset, resets the process design to normal view.

2. 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.
    • Manual - It allows you to manually add records to a process. It triggers a process when a record is manually added.

    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 in the Process Designer.

    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.

    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.

    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.


     

    1. Hover your mouse on the Meet Me Appointment Page record which you wish to mark as Default.
    2. Click the Default icon.
    3. 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.
     

    Note: 

    For Approvals, Under Settings > Approvals > Approval records, If you select the following, approvers will not be listed under Select Approval dropdown for processes in the Process Designer.

    • Approver Trigger - On Save
    • Status - Inactive


    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.

    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

    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.

    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.

    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 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.

    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. 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.
    3. Checkbox Add Merge Template and choose the merged template to be added as a link or an attachment.
    4. Checkbox Insert Related Matching Documents and set suitable conditions to it.

    5. Uncheck Include Signature if you do not want to include the same in the email.

    6. 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

    7. 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 - 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.

    Import Export Actions in the Process Designer

    In this section, let us learn how to import and export process design records in the Process Designer.

    The Process Designer lets you do the following:

    • Import process designs records from an XML file.
    • Export process design records to an XML file.

    Importing Process Design Records

    Let us learn how to import process design records into the Process Designer.

    Note: Process design records with the same name cannot be imported. If imported the system displays the following error message, Duplicate exists. Please choose another name.

    Follow these steps to import a process design into the Process Designer:

    1. Go to the Process Designer. You will be directed to the List View.

    1. Click the down arrow on the +Add Process button.
    2. Click Import Processes. You will be directed to the Import Processes window. 

    1. Click Choose file to choose the XML file to be imported. You will be directed to the Import Result window which displays the following:
    1. Total Processes - The total number of process designs imported.
    2. Imported Processes - The number of process designs imported.
    3. Failed Processes - The process designs that failed import.
    4. Process design data - Name, status and details of the process design imported.

    1. Click Ok. The XML process design file is successfully imported into the Process Designer as a process design record in the List View.
    2. Click the imported process design record. You will be directed to the Summary View.
    3. Click Preview to view the imported process design. Its actions and set actions’ conditions.

    You have now successfully imported a process design into e Process Designer.
     

    Note: In Vtiger CRM, the Import module does not facilitate the Process Designer imports.

    Exporting Process Design Records

    Let us learn how to  export process design records in the Process Designer.

    Note: Only Active process design records will be exported. 

    Follow these steps to export a process design:

    1. Go to the Process Designer. You will be directed to the List View.

    1. Checkbox the process design record that you wish to export. The Actions bar pops up.
    2. Click the Export icon. This will take you to the Export window.
    3. Select one of the following export options:
      1. Export selected records - This option exports the selected process design records to an XML file.
      2. Export records on the current page - This option exports process design records available on the existing page to an XML file.
    4. Click the Export button. The process design is successfully exported to an XML file.

    You have now successfully exported a process design record in the Process Designer. 
     

    Note:

    • You can export only:
      • Active process design records with a published process design version.
      • A maximum of 10 process design records. If more records are selected the first 10 records will be exported.
     

    Note:

    Exported process design records configured for custom fields when imported into an instance with different custom fields malfunction.


    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 of the Process Designer displays the following tabs:
    • Versions - Clicking the Versions tab displays the Versions section.
    • Records - Clicking the Records tab displays the Records section.



    The Versions section displays the following process design records information:

    • Status Enabler - Lets you enable or disable a process design.
    • Version - the version number of the process design.
    • Status - Displays the Active or Inactive status of the process design.
    • Published On - The date and time the process design was published.



    The Records section displays the following related process records information:

    • Version - The version number of the process design.
    • Name -  The name of the record.
    • Status - Displays the below process design record statuses:
      • Completed - When the process is completely executed for the record.
      • In Progress - When multiple records are selected and are waiting for the process design to process the execution.
      • Cancelled  - When you manually terminate a process.
    • Last Action Title - Displays only the last action processed for 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.

    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.

    1. 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.

    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.

    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.

    1. 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.
    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. 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.

    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.

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