Case Study | Auto triggers

Topic: Auto triggers in CRM for HR products

Imagine you are a Product Owner (PO) of a tech company focus on Human Resource Products, your task is creating a new feature — Adding automation to update of Contacts and Companies in CRM (to the extent of Recruiting Process)

A. Purpose of this CRM Feature:

Auto-update status of contacts and companies if certain actions are made in the system.
Currently, users have to update the status of Contacts and Companies in the system manually by themselves.

B. Data and Activity Flow of CRM Automation:

• 1st stage: All contacts
• 2nd stage: Prospects
• 3rd stage: Engaged
• 4th stage: Terms signed
Each stage will have 3 statuses:
• Failed
• Pending
• Success

C. Data and Activity Conditions of Stages

1. When a Contact has 1st contact via email/ phone call, then:
   • He will be moved from 1st stage to 2nd stage in the CRM
   • Status of the Contact will be Prospects (Pending)
   • Status of the Company will be Prospects (Pending)

Stage 1 (All contacts) to Stage 2 (Prospects)

2. When a Contact has an Open job, then:
• He will be moved to 3rd stage in the CRM > Engaged
• Status of the Contact will be Engaged (Pending)
• Status of the Company will be Engaged (Pending)

3. When a Contact has a candidate sent to his job, then:
• He will be moved to 4th stage in the CRM > Terms signed
• Status of the Contact will be Terms signed (Pending)
• Status of the Company will be Terms signed (Pending)

4. When a placement is made in a job of the Contact, then:
• He will be moved to the final stage in the CRM > Terms signed (Success)
• Status of the Contact will be Terms signed (Success)
• Status of the Company will be Terms signed (Success)

D. Your Delivery — Product Backlog Items (PBIs)

1. User Stories
2. Acceptance Criteria
3. Mockups
   • Setting UI for the flow above (keep in mind the scalability of this setting when we have more conditions in the future)
   • Tracking changes of Contact and Company’s status in their profiles. Then what is the next activities.

E. Your Scope of Work

1. Research and plan
2. Create User Experience (UX) of the feature — the easier the users can use and understand this feature, the better of your deliveries
3. After that, you will report to stakeholders (CEO, PD, CS, Marketing) to gain feedbacks and improvement
4. Finally, build out Product Backlog Items (PBI’s)

Delivery #1 and #2 — User Story and Acceptance Criteria

Auto-update status of contacts and companies if certain actions are made in the system.

As a user, I want …., So that I …..

In this Product Backlog, there are 3 epics:

• Epic 1: Status — Pending
• Epic 2: Status from Pending to Success
• Epic 3: Status from Pending to Failed

User Story for Epic 2

Mockup #1 — All contacts status automatically from Pending to Success

Mockup #2 — Prospect’s status automatically from Pending to Success

Mockup #3 — Engaged Status automatically from Pending to Success after Contact verify Open Job through email or Client Portal

Mockup #4 — Term signed status automatically update from Pending to Success after Candidate confirms complete recruitment process via email and Client confirms via Client Portal.