Zoho Creator Automation & Management
Budget: $1,500 – $3,000 USD
Requirement Document:-
CRM usages:-
- To create the lead for new customer (Custom templates)
- Then will convert a lead into the Deals using default functionality of the Zoho CRM
- After converting a lead into the deal, Abe will change the deal stage to “Artwork”
– Current functionality of artwork is to create a project into the Zoho Projects but we will change it. Once Abe will click on the Artwork we will auto create a record into the Projects module (Zoho Creator) and also we will store the creator project link into the Zoho CRM ( will create a custom field into the Zoho CRM to store the project link so that by clicking on the link Abe will redirect into the Zoho Creator) and then Abe will upload the doc into the project and also will make his comment.
Creator, Books and Inventory usages:-
– After uploading the doc, automatically a notification will be triggered to Zoho user “Elena” i.e A project has been created along with the link of the project.
– Once Elena uploads the artwork, a notification will be triggered to Abe i.e Artwork has been created, please check and send it to the customer.
– Once Abe approves that , an email will be triggered to the customer along with the final artwork PDF.
– If the customer will have any issue with the Artwork, they will make their comment via gmail and then Abe will convey the same to Zoho user “Elena” by making his comment to the zoho creator (Project Module).
– And then Elena will make the changes and upload back the Artwork into the Project Module.
– Once Abe approves the Artwork will send another system generated email to the Customer.
– Once a customer approves it, Abe will close the deal and also close the Project into the Zoho Creator.
– If the customer type is Prepaid, System (CRM) will create an invoice into the Zoho Books and then the system will create a work order into the Zoho Creator and Abe will enter the work order details into the Zoho Creator and the default status of the work order will be Waiting for payment and also system will auto create the PO into the Zoho Inventory along with material details if it’s required. Once a customer will make the payment against the invoice, the system (Zoho Inventory) will automatically change the work order status Payment received and Ready for Printing if no PO’s has been created for that work order otherwise status will be moved to the Payment received, Waiting for raw material and once raw material is received the system (Zoho Inventory) will automatically change the work order status to Ready for Printing and also inward the material into the Raw material module.
– Once the status of the work order is moved to the Ready for Printing, Shop manager 1 will move the work order status in queue.
– And then Shop manager 2, will start the printing by clicking on the Start Printing. Automatically Print Start time will be captured and the system (Zoho Creator) will also capture the user details who has started the printing and Shop Manager 2 will also have a button called Finish Printing once printing will be completed, shop manager will click on the Finish Printing button and then a popup will be opened and the user will enter the PO No, quantity produced and actual raw material has been consumed and automatically the timer will be stopped and total time taken for the printing will be captured within the work order and status will change to the Printing completed.
– After printing stops, work order will be available for the rewinding. Rewinding will also have the same functionality like Printing and Shop manager 3 will also enter how many boxes and rolls have been produced.
– Shop manager 4 will ship the order and also the system should allow the shop manager 4 to create multiple shipments against a work order. Once all the quantities have been shipped, work order status will be closed.
– If the customer type is postpaid, System (CRM) will only have the option to create the work order and follow the same process until shipped, once the order shipped, system should have the functionality to create the invoice against the customer into the zoho books and once invoiced status changed to the paid then work order will be auto moved to the Closed.
Note:- System should have the cloning option of the work order.
Notes by Abe:
Tracking inventory on raw material, system should show how many full rolls in stock & how many linear footage
Print work order labels to put on boxes which will have customer name, address, date & work order number
Work orders should have barcode number
Preset templates for work order
Manufacture items to keep in stock.
Detailed reports of how much time each job took, by item,machine, etc
Print work order in PDF format, Print multiple work orders together
User role restrictions/mark fields as hidden from selected users.
Should be able to add service fees onto invoice not to appear on workorder e.x. setup fee, shipping fee & also notes.
Customer should get email alert with tracking # once order has shipped,
Tracking number should be synced to books invoice
When order goes into stage ready for production, customer should get email notification.
Work order if production date is not filled in there should be setting to auto fill 2 weeks after ready for production stage
CRM usages:-
- To create the lead for new customer (Custom templates)
- Then will convert a lead into the Deals using default functionality of the Zoho CRM
- After converting a lead into the deal, Abe will change the deal stage to “Artwork”
– Current functionality of artwork is to create a project into the Zoho Projects but we will change it. Once Abe will click on the Artwork we will auto create a record into the Projects module (Zoho Creator) and also we will store the creator project link into the Zoho CRM ( will create a custom field into the Zoho CRM to store the project link so that by clicking on the link Abe will redirect into the Zoho Creator) and then Abe will upload the doc into the project and also will make his comment.
Creator, Books and Inventory usages:-
– After uploading the doc, automatically a notification will be triggered to Zoho user “Elena” i.e A project has been created along with the link of the project.
– Once Elena uploads the artwork, a notification will be triggered to Abe i.e Artwork has been created, please check and send it to the customer.
– Once Abe approves that , an email will be triggered to the customer along with the final artwork PDF.
– If the customer will have any issue with the Artwork, they will make their comment via gmail and then Abe will convey the same to Zoho user “Elena” by making his comment to the zoho creator (Project Module).
– And then Elena will make the changes and upload back the Artwork into the Project Module.
– Once Abe approves the Artwork will send another system generated email to the Customer.
– Once a customer approves it, Abe will close the deal and also close the Project into the Zoho Creator.
– If the customer type is Prepaid, System (CRM) will create an invoice into the Zoho Books and then the system will create a work order into the Zoho Creator and Abe will enter the work order details into the Zoho Creator and the default status of the work order will be Waiting for payment and also system will auto create the PO into the Zoho Inventory along with material details if it’s required. Once a customer will make the payment against the invoice, the system (Zoho Inventory) will automatically change the work order status Payment received and Ready for Printing if no PO’s has been created for that work order otherwise status will be moved to the Payment received, Waiting for raw material and once raw material is received the system (Zoho Inventory) will automatically change the work order status to Ready for Printing and also inward the material into the Raw material module.
– Once the status of the work order is moved to the Ready for Printing, Shop manager 1 will move the work order status in queue.
– And then Shop manager 2, will start the printing by clicking on the Start Printing. Automatically Print Start time will be captured and the system (Zoho Creator) will also capture the user details who has started the printing and Shop Manager 2 will also have a button called Finish Printing once printing will be completed, shop manager will click on the Finish Printing button and then a popup will be opened and the user will enter the PO No, quantity produced and actual raw material has been consumed and automatically the timer will be stopped and total time taken for the printing will be captured within the work order and status will change to the Printing completed.
– After printing stops, work order will be available for the rewinding. Rewinding will also have the same functionality like Printing and Shop manager 3 will also enter how many boxes and rolls have been produced.
– Shop manager 4 will ship the order and also the system should allow the shop manager 4 to create multiple shipments against a work order. Once all the quantities have been shipped, work order status will be closed.
– If the customer type is postpaid, System (CRM) will only have the option to create the work order and follow the same process until shipped, once the order shipped, system should have the functionality to create the invoice against the customer into the zoho books and once invoiced status changed to the paid then work order will be auto moved to the Closed.
Note:- System should have the cloning option of the work order.
Notes by Abe:
Tracking inventory on raw material, system should show how many full rolls in stock & how many linear footage
Print work order labels to put on boxes which will have customer name, address, date & work order number
Work orders should have barcode number
Preset templates for work order
Manufacture items to keep in stock.
Detailed reports of how much time each job took, by item,machine, etc
Print work order in PDF format, Print multiple work orders together
User role restrictions/mark fields as hidden from selected users.
Should be able to add service fees onto invoice not to appear on workorder e.x. setup fee, shipping fee & also notes.
Customer should get email alert with tracking # once order has shipped,
Tracking number should be synced to books invoice
When order goes into stage ready for production, customer should get email notification.
Work order if production date is not filled in there should be setting to auto fill 2 weeks after ready for production stage