How to create a simple CRM with Business Process Studio for JIRA

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In this article I'm going to show you how easy is to create a simple CRM with Business Process Studio for JIRA. You don't need to know anything about JIRA administration nor any kind of programming.

 

 

Final result

I like to start tutorials showing what is the result you are going to get if you follow the steps:

You will get a Kanban board with all the CRM opportunities, classified attending at their status, and showing relevant information about the amount, the next action to perform, etc.

Defining the process

What we need to do is to define the process that is going to control the opportunities.

Creating the process

A process is a series of statuses, connected by transitions that enable the user to move from one status to another.

To create a new process, simply right-click on the Processes node in the Process Explorer and select New Process:

A new process will be added, and clicking on it, we can change its properties on the Property Inspector. For example, the Name and the Icon:

Let's change the Name to "Opportunity" and Icon to a dollar sign image, by clicking on the three dots (...) button:

Defining the workflow

To define the workflow, you have to use the Workflow Designer, it's a visual designer that let's to add all the statuses of the process, and connect them with transitions.

To add a new status, simply right-click on the design area, and use the option New Status:

And enter "Qualification" as the new for the new status.

Repeat the same operation with the following names:

  • Needs Analysis
  • Proposal
  • Negotiation
  • Closed Won
  • Closed Lost

In JIRA, statuses can be of an specific category, to determine if are To Do, In Progress or Done, so later you can query for that category. You can change the category using the Property Inspector and setting the Category property.

For our process, we are going to set the categories for the statuses attending at this table:

StatusCategory
QualificationTo Do
Needs AnalysisIn Progress
ProposalIn Progress
NegotiationIn Progress
Closed WonDone
Closed LostDone

Adding transitions

A transition can be defined as the ability for a user of the process to move from one status to another. And we can create transitions between statuses by linking them using the Workflow Designer. 

To create a transition between two statuses, simply move the mouse over a status, and it will be highlighted with eight white circles. These circles are the connection points, if you mouse down on any of them, and drag and drop the mouse to another status connection point, a transition will be created.

By default, all transitions have a default name, so you will need to rename them appropriately. The convention is to name them after the target status, so the user knows that by using that transition, the status will change to that option.

Use the Workflow Designer to create the transitions so the workflow looks like the one on this image:

Adding Fields

Fields allows us to gather information from the user as it transitions the process from one status to another. To create a new field, simply right click on the Fields node and use the option New Field:

On the next screen you will need to select the type of Field you want to create:

Select a Number Field and press Save. A new field called Field1 will be created. Now, using the Property Inspector, change the name to Amount.

Let's create another field, and now, use the Select List (single choice) type. Name that field as Type and then use the Property Inspector to edit the Options property. A property editor will be shown at the bottom of the Workflow Designer. Use the property editor to add all the options that will be shown when the user drops down the field to select an option. They should look the same as this image:

Repeat the same process, so in the end, the process has the following fields:

FieldTypeOptions
AmountNumber 
TypeSelect List (single choice)
  • Existing Business
  • New Business
Probability (%)Number 
Loss reasonSelect List (single choice)
  • Lost to competitor
  • No budget / Lost funding
  • No decision / Non-responsive
  • Price
  • Other
Next StepText (single line) 
Lead SourceSelect List (single choice)
  • Advertisment
  • Customer Event
  • Employee Referral
  • Google Adwords
  • Other
  • Partner
  • Purchased List
  • Trade Show
  • Webinar
  • Website

Designing the screen

Now it's time to design the screen the user will use to create new opportunities and edit them. To do that, expand the node called Screens, in which you should have the default screen that is created when the process is created. You can rename it to something more meaningful, like "Opportunity screen".

As we want to show the user the data grouped in two tabs, first we are going to rename the existing tab from "Field Tab" to "General", to do that, simply click on the tab in the screen designer, and its properties will be available in the Property Inspector. After that, let's create a new tab by right clicking on the tab section in the Screen Designer, and use the option New Screen Tab, which will prompt you for the name of the new tab. Enter "Additional Information" as the name for the new tab.

Now we are going to remove several fields that are not needed for this tutorial, select the following fields, and use the Delete option on the toolbar:

  • Security Level
  • Description
  • Priority
  • Labels
  • Time Tracking

And now, we are going to add the fields we need on the General tab, just by dragging them from the Process Explorer to the Screen Designer. Drag these ones:

  • Amount
  • Type
  • Probability (%)
  • Loss Reason

Now switch to the Additional Information tab and drag the following fields:

  • Next Step
  • Lead Source

And to add the Description field, which is a generic field, just right click and select the New Screen Field option, a screen to select the field will be shown, just select Description and press Save.

Deploying the process

Once our process is designed, in order to use it, is required to be deployed. Processes are deployed into Projects.

Creating the project

To store all the issues that will implement the process we have just designed, we need a project. You can use any project you already have or you can create a new one. Once you have the project you want to work on (on the tutorial video, a new one is created, called CRM).

Deploying

Once the project is created or you have selected the project to use, simply use the dropdown on the toolbar to select it:

And then, click Deploy. A wizard will be shown with an easy follow process, and once it finished, you will be ready to enter opportunities on your brand new CRM system you have created in no time with Business Process Studio for JIRA.

Using the process

Creating opportunities

When deployment is finished, we can start using the process. To do so, we need to create issues of type Opportunity, which are available on the project we deployed the process on. In this tutorial, the project called CRM. So clicking on the Create button in JIRA, will show something like this:

As you can see, that is the screen we designed using the Screen Designer, with our two tabs, and the fields we introduced, ready to fill the information about the opportunity we want to register and follow.

Opportunities Kanban

Once the opportunities are created, the best way to show and manage them is through a Kanban board. In the tutorial video you will see how to create this type of board, based on the CRM project and how to customize it to show all the statuses of the process and even to include fields on every card to achieve the result already highlighted at the beginning of the article.

Transitioning an opportunity from one status to another is as simple as dragging and dropping, as long as the workflow allows the operation.

Conclusion

In this tutorial, you have learnt how to use Business Process Studio for JIRA to define, deploy and use a process to control your commercial opportunities. You have used the Workflow Designer to visually develop the workflow that controls how the opportunities are handled, you have added all the fields needed to enter the information about an opportunity and you have used the Screen Designer to design the screen used to create and edit opportunities. Finally, you have learnt how to deploy that process and use it. And you have been able to do all this without requiring any previous knowledge of JIRA administration.

We invite you to test Business Process Studio for JIRA, is available in the marketplace in the following link: https://marketplace.atlassian.com/apps/1219949/business-process-studio-for-jira

And please, don't hesitate to contact us for more information.

Autor

Imagen de José León

Director Área Business Software Solutions

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