Process-Type Plan for Business Process Flow

Sometimes, users need to have a plan for Business Process Flow where order of tasks in the plan matters to complete a business process effectively, in this case manager can create a Process-Type plan for Business Process Flow.

This is useful for creating plans for Business Process Flow where you want your salesperson to follow the guidelines in a predefined order and not randomly.

To create a Process-Type plan for Business Process Flow, follow the steps given below:

• Fill in the following plan details:

• Name: Provide a unique name for the plan.

• Description (Optional): Provide a short description of the plan.

• Plan Type: Select Plan Type as Process.

• Record Type: Select the Record Type for which the plan will be created. (E.g. Lead, Opportunity, Case, or Custom record type etc.)

• Priority Order: Users can attach multiple plans to a single record, for which it is necessary to define which plan needs to be connected to the record first. To do this, you can set the priority order against the plan (if the criteria are matching with three different plans, then the plan that has to be followed, we need to set the priority order number respectively). Any value less than 1 or repeated numbers are invalid for this priority order field.

• Set criteria for the execution of the Plan (Optional): Set the criteria against the plan (the plan will automatically attach against those for which the criteria match). Select either Simple or Advanced.

  • Simple: Execute plans based on the conditions defined in view of an entity.

  • Advanced: Execute plans based on filter criteria or conditions (conditions defined in Fetch XML).

Note: This step is the same for checklist and Process-Type plans.

1) Simple

Simple criteria can be set on Views of the Record Type.

2) Advanced

Plans can be attached based on conditions.

For eg. If you want to attach a plan for upcoming leads with the lead source as "Web" then you have to enter the Fetch XML for it. Below is the Fetch XML for the same.

<fetch version="1.0" output-format="xml-platform" mapping="logical" no-lock="false" distinct="true">
<entity name="lead">
<attribute name="entityimage_url"/>
<attribute name="fullname"/>
<order attribute="fullname" descending="false"/>
<attribute name="statuscode"/>
<attribute name="createdon"/>
<attribute name="subject"/>
<attribute name="leadid"/>
<filter type="and">
<condition attribute="statecode" operator="eq" value="0"/>
<condition attribute="leadsourcecode" operator="eq" value="8"/>
</filter>
</entity>
</fetch>

In the same way, you can set Advanced criteria for other plan records as well.

• Select 'Business Process Flow'.

• Select Business Process Flow to which the plan will be attached.

• Once the required fields are filled, click on ‘Save’.

Your Process-Type plan for Business Process Flow is created and now you can add the Plan Steps inside the various stages of the selected Business Process Flow. To do the same, follow the steps given below:

• Navigate to Manage Steps.

• Here, as per the Business Process Flow selected by the manager, various stages of the selected Business Process Flow will be displayed. The manager now selects the desired stages and creates the plan step and plan step action inside the stages.

• For example: Here we have selected the Business process flow of the Lead to Opportunity Sales Process, and the stages are Qualify, Develop, Propose, and Close of the Lead to Opportunity Sales Process which will automatically be displayed as shown below.

• Now, select the required BPF stage, for example, select the Qualify stage.

• Click on the 'Create Plan Step' Button.

• This will open the ‘Quick Create Form: Plan Step’, where we need to fill in the details.

  • Name: Provide an appropriate name for the Plan Step.

  • Description (Optional): Provide a short description of the Plan Step.

  • Add a waiting period for this step (Optional): A waiting period can be added to define when the plan step should be performed. Once the waiting period is over the plan step actions within the plan step can be performed to eventually complete the plan step. For example, If there is a step in the process to send a product introduction email and the waiting period for it is set to 1 day, then the actual email action within the plan step can only be performed after the waiting period ends, i.e., after 1 day.

    • Days: Add the desired waiting period for this step to be performed after 'X' Days.

    • Hours: Add the desired waiting period for this step to be performed after 'X' Hours.

• Once the required fields are filled, click on ‘Save and Close’.

• Your plan step will be added to the process and will appear on plan steps.

• And now you can add the actions inside the plan step created for the selected stage.

• To create Plan Step Actions click here.

In this way, Process-Type plans for Business Process Flow can be created with plan steps and plan step actions.

You can also create a Checklist-Type plan for Business Process Flow.

For any queries, reach out to us at [e-mail]