Business process flows are created to help lead end users through the series of steps required for a record. Sometimes different records may need to take different steps. This is where conditions within a business process come into play.
Let’s look at how to set conditions within a business process and what that looks like for the end user.
Conditions are available underneath the components tab on the right-hand side of the screen within your business process window. To utilize drag the condition box onto the canvas.
Once placed onto the canvas give the condition a name and set the criteria.
In this example we are setting our business process paths based on potential revenue within an opportunity. If a customer is going to spend over $5,000 I want the customer to have an additional contact point within the sales process.
Once the criteria has been entered select “Apply” and the condition will update on the canvas.
After the criteria has been set design a path for records meeting the criteria by pulling stages onto the canvas connected to the green check mark. The path for records not meeting the criteria is set by pulling stages onto the canvas connected to the red x.
In our example we have three stages set for high-level purchases and records that are not a high-level purchase only have two stages.
Let’s look at how the end user will see the stages.
In our example two of the stages were the same in each path; however, each stage is individual based on path so they could be completely different stages. Further conditions can also be added within each path to branch out the process even further. Remember that there is a maximum of 30 stages per process.
To achieve the same result as we designed above a stage can be skipped using a condition as well.
Here we have the condition and the maximum three stages set within the business process. If the estimated revenue is less than $5,000, per our condition, we want to skip the customer contact stage. With the condition box highlighted select the connector button from the toolbar and choose connect. All stages after the next immediate stage will be bordered in yellow with 2nd point beneath them. We are going to select the prepare estimate stage to be our 2nd point when the criteria is not met.
If we connect to the wrong stage, we can disconnect by highlighting the condition box, select the connector button and choose disconnect.
The view for the end user will be exactly as we saw above, but we did not have to create those duplicate stages twice.
Conditions are an awesome tool within a business process if you have additional things you want to do within certain records or if you have multiple areas within an organization that all have a particular record type but may need to process it in different ways.
Looking for more CRM resources? Check out our Resource Library for our free webinars on CRM.
– Jerica Coleman, CRM and Power BI Consultant
