Business Processes are used to define and manage the progression steps of a record within the system.
Business Processes in Robosme work together with the concept's status, allowing you to manage both the business process flow and current status of the record synchronously.

When creating a concept, if the Business Process feature is enabled, custom business processes can be defined for this concept. When the feature is activated, business process-related fields are automatically created by the system.

How to Define a Business Process?

When creating a new business process:

• The name of the business process is determined,
• The concept it belongs to is selected,
• The stages that make up the business process are defined sequentially.

After the definition is complete, the business process must be set to Published status. Draft business processes cannot be used by users.

Multiple business processes can be defined for a concept. However, a record can only proceed with a single business process.

By default, the system has ready-made business processes for Lead, Sales, and Case concepts.

Business Process Stages

Each step within business processes is stored in a separate concept called Business Process Stage.

Thanks to this structure:

• All records are automatically updated when a stage name changes
• Records are dynamically affected when stage order is changed
• Stage information held on records does not require manual intervention

There is no separate role authorization for Business Process Stages. Permissions granted for Business Processes also apply to stages.

Color and Visual Usage

For each business process stage:

• Separate color
• Separate visual

can be defined.

This way:

• Stages are visually distinguished in the Kanban view
• Users can perceive which step the record is in more quickly

Business Process and Status Relationship

Business Processes now work integrated with the concept's Status field. This relationship is bidirectional and supports two different scenarios.

Update Business Process Stage When Status is Updated

When the status is changed from the Detail form or List screen, you can enable the related business process stage to be automatically updated.

Each status value can only be matched with a single stage. The same stage cannot be assigned to multiple statuses.

Update Status When Business Process Stage is Updated

When a record is moved to a stage from the Detail form or by drag-and-drop in Kanban view, you can enable the status field to be automatically updated by the system.

Multiple stages can be assigned the same status value.

Status changes and business process stage changes do not trigger each other. This means when one runs, the other is not automatically called, preventing an infinite loop.

Using Business Processes

In a concept with business processes defined, users can:

• Kanban View to view records by stages
• Move records to the next stage by dragging
• Track the current business process flow from the record form

On the record, using the selection field on the left side of the business process:

• The active business process can be changed
• The record can proceed with a different business process

Example Use Case

Let's consider two different business processes defined for the Sales concept:

Fast Sales Process

• Introduction
• Proposal
• Sales Completed

Bid Sales Process

• Pre-Evaluation
• Technical Review
• Proposal Preparation
• Revision
• Approval
• Contract
• Sales Completed

In the same concept, records can proceed with different business processes based on the sales type. Users can select the appropriate business process when creating or working on a record.

Kanban Board

Kanban Board allows you to visually track which stage records are in in concepts with business processes defined and easily progress them between stages.

The Kanban structure works directly with Business Processes. Each column represents a Business Process Stage defined in the business process.

Switching to Kanban Board

In a concept with business processes defined:

• Enter the concept list screen
• From the top right area, select Kanban View

In Kanban view:

• Records are listed under columns according to the business process stage they are in
• Each column is displayed with the name, color, and visual of the related stage

How Does Kanban Board Work?

Each card on the Kanban Board is a record.

Typically displayed on the card:

• Record name
• Status information
• Owner (if any)
• Tags (if any)

Cards can be moved by drag-and-drop:

• From the current stage to the next stage
• To a previous stage

Relationship Between Kanban and Business Process

Kanban Board updates the record's business process stage.

If a relationship is defined between the business process and status:

• When a card is moved to another stage
• The record's status field is also automatically updated by the system

Similarly, if the status update is set to trigger the business process:

• Status changes made from the list or form
• Causes the card in Kanban to be moved to the relevant column

Kanban in Concepts with Multiple Business Processes

If multiple business processes are defined in a concept:

• You can select which business process to display in Kanban view
• Only the stages and records belonging to the selected business process are listed

When a record's business process is changed:

• Its position on the Kanban is also automatically updated
• The record is positioned in the first or relevant stage of the new business process

Record Management via Kanban

Kanban Board is not only for visual tracking, but for active use.

Users can:

• Move records between stages
• Quickly see which step of the process is stuck
• Instantly notice stages with high volume

This structure is particularly useful for:

• Sales processes
• Case management
• Records requiring approval

highly efficient for step-by-step processes like these.

Example Usage

When the Kanban Board is opened for the Sales concept:

• Preparing Proposal column shows pending sales
• Customer Approval stage records
• Contract stage progressing sales

are displayed on a single screen.

Sales representative:

• Moves an approved sale to the "Contract" stage by dragging
• The system automatically updates the sale status
• Relevant teams immediately see the progress of the process

Things to Know

• Kanban Board can only be used in concepts with business processes defined
• Unpublished (draft) business processes are not visible in Kanban
• You cannot move records you do not have permission for on Kanban
• All movements on Kanban are reflected in the record history