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Account Blueprints allow you to schedule a series of recurring tasks in Optmyzr. You can also include tasks outside of our product (like meetings within your team, quarterly business reviews, and setting up conversion tracking), and assign owners to each one.
Each group of tasks is called a Blueprint and runs periodically according to your settings.
Setting up a New Blueprint
To set up your first blueprint go to the Workflow tab > Account Blueprints and click on "Build your own".
Note: At any given point you can press "Save and Exit" and your progress so far will be saved for you to pick up later on.
Step 1: Create a New Blueprint
Define a name and a description for your blueprint. All fields are mandatory, and setting a good description will make it easier for you to remember what that specific blueprint contains or focuses on. The blueprint time zone can be changed to any other time zone that works best for you. As you can later schedule the tasks to run on a recurring basis, this timezone must be set in accordance with this.
Note: You can also convert any pre-built workout to blueprints to get started.
You can select the 'Automatically skip to next task if there are no suggestions' option to auto-skip to the next task if no suggestions are available in the tool.
Step 2: Create Tasks
Click on 'Add your first task' to get started. Blueprints can contain one or more tasks, which can be done by Optmyzr or be external. If you select a task done in Optmyzr, you'll see a dropdown list with the available tools for you to select. The task name and description here are also mandatory fields. For the task owner, you can select a role, such as, for example, analyst, account manager. You can also create a new role for your team. Later on, you'll be able to assign different team members to these roles. The advantage of assigning tasks to roles instead of specific team members is to ensure continuity if team members leave or new team members join your company.
In the next step, you'll see the option to use default settings or custom settings. This applies to the optimizations added in the previous step, and you can use a custom view, choose the metric columns, turn Turbo mode on or off, change the filters and date range, just as you would inside the optimization page.
Finally, select the frequency and due date for the tasks. Supported frequency is currently One Time, Weekly, Monthly, or Custom (every X weeks/months).
Blueprints can contain one or more tasks, and on the next page you'll see a list of the tasks created for that blueprint, with their corresponding due date, frequency, the role assigned, and description. On the dotted line to the right side, you can edit, copy, or delete the task, and the Add Task button at the bottom lets you add more tasks to that blueprint.
Step 3: Select Accounts
In this step, you'll be selecting the account(s) that will use this blueprint. You can select as many as you need.
Step 4: Assign Team Members to Roles
In step 2 you assigned a role to the task(s), which in the example below was "analyst". In this step, you'll assign a team member to that role, for example, John will be assigned the role of Analyst, and so he'll be in charge of those tasks. And if later on, you need to change the person in charge from John to James, you don't have to set up the blueprint or task all over, just simply change the team member here to re-assign.
Note: If a task is added with a new role assigned to no one in the team, then you can't Save and Exit. You will see a warning sign in front of that role.
Step 5: When to Start using this Blueprint
In this step, you'll define whether the blueprint will start now or be delayed to a specific date.
Step 6: Summary
In this final step, you can review the name, amount of tasks, and accounts associated with it. If it all looks ok, then click on Create Blueprint. Once the blueprint is created, it'll show up on the main blueprints page, along with any other previously created ones.
Scheduled and On-Demand Blueprints
Blueprints provide a new way to segment your tasks based on their type by introducing the concept of scheduled and on-demand blueprints. Scheduled blueprints are the ones that allow you to schedule and run your tasks on a regular basis, based on your own requirement, and assign the tasks to a particular team member.
On-demand blueprints help you set up tasks that can be run on-demand, anytime.
Whenever you create a new blueprint by clicking on the ‘Create Blueprint’ button or add a pre-built Blueprint to the account, you'll be prompted to choose between scheduled and on-demand blueprints. For scheduled blueprints, there's an additional option to choose the status of the blueprint as active or pause.
On selecting the option of scheduled blueprints you'll be taken through a whole wizard and be asked to perform the following steps:
Add a relevant name and description for the blueprint.
Create all the required tasks and assign them to the respective owners.
Set task frequency, which can be one-time, weekly, monthly, or even custom, and a due date.
You'll also have the option to bulk edit multiple tasks.
Next, you are required to choose the accounts, from the list of all the available accounts that should make use of this blueprint.
Assign a team member to the previously selected role. In case a team member is already assigned to the selected role this won’t be required. You can use the ‘bulk edit’ option to collectively assign a role in all the selected accounts.
The last step is to choose if you want to delay or immediately start using the blueprint.
Clicking on the ‘Create blueprint’ completes up the whole process.
All the tasks get created and recorded in the ‘My Tasks’ section. You can also run the tasks of an active scheduled Blueprint as “on-demand”. Simply click on the ‘Run’ icon and it will quickly create on-demand tasks.
Setting up on-demand blueprints is a pretty easy process. All you need to do is select blueprint type as on-demand instead of scheduled and just create the required tasks and click on the ‘Create Blueprint’ option.
There is no need to set owner, assignee, frequency, or accounts for this one. Whenever you want to run the blueprints you can click on the run icon and tasks will be created for us instantly and then and there itself we’ll be prompted to choose the account you wish to run the blueprint for.
You can perform the following operations with blueprints:
Edit blueprint. You can edit an existing blueprint by clicking on the edit icon which takes you through the whole process while creating blueprints.
Delete blueprint. You can delete an existing blueprint if you no longer want to use it.
Duplicate blueprint. You can duplicate a blueprint to reuse an existing one by simply clicking on ‘Duplicate Blueprint’ under ‘More Options’.
Bulk edit. This feature is only available for scheduled blueprints. You can bulk edit multiple tasks if you wish to assign them the same task owner and frequency.
Pause blueprint. You can also pause a scheduled blueprint if required. When you choose to pause, you'll get an option to keep all the due tasks or delete them if they are no longer required. Also, a paused blueprint can never be run, so to use it you need to re-enable it by changing its status to active.
Convert blueprint. You'll have the option to convert a scheduled blueprint to an on-demand blueprint and vice versa.
Converting scheduled to on-demand. When trying to do so you are given the choice to either keep or delete the due tasks. After making the choice the scheduled blueprint gets converted and behaves entirely like an on-demand blueprint.
Converting on-demand to scheduled. In this type of conversion, you'll first be asked to set the status of the blueprint as active/pause and then it'll guide you through the same wizard as when creating a new blueprint.
Impact on existing blueprints
All the existing blueprints are treated and behave similarly to scheduled blueprints. But there is one limitation, which is if you have one or more on-demand tasks in an existing blueprint you cannot edit it further until we convert all those tasks to scheduled tasks.
Another possible workaround for this is to convert it to an on-demand blueprint.
You can duplicate any created Blueprint by pressing on the copy icon, as seen in the screenshot below. Once you duplicate a Blueprint, you can go to the duplicate version to make any required changes.
You can review all the created and completed tasks under the “My Tasks” page. You can find this page here.
On the "my task" page you'll find a list of all the active and completed tasks, filtered by account and team member. You can also see which blueprint that task is associated with. You can read more about it here.