Zoho CRM Embedded Checklist Using Zoho Creator -- 2
Budget: $750 – $1,500 USD
PLEASE SEE ATTACHED DOCUMENTS FOR A CLEAN PROJECT DESCRIPTION. WE ARE OPEN TO ALTERNATIVE IDEAS, ESPECIALLY IF THEY USE CURRENT ZOHO APPLICATIONS SUCH AS ZOHO WRITER.
- We believe this project should be pretty simple depending on coding experience with Zoho Creator but are open to price negotiations
Embedded Checklist - Project Scope
Project: Embedded Checklist per Record (Lead and Case "Account")
Platform: Zoho CRM + Zoho Creator is possible (or Zoho Writer) for rendering. We are
open to better alternatives if pitched.
Template Maintainer: Selected Admin (for template maintenance and updates)
Users: Internal Zoho CRM users in our Zoho subscription only (no external/portal users)
NOTE: In this Scope, the "Case Module" is our rewording of the native "Account Module"
1) Executive Summary
Build a per-record, embedded checklist experience inside Zoho CRM. Each Lead
automatically gets a "PDF Form" checklist containing six position-based sections (may
change in the future) with checkbox-only tasks. Upon Lead conversion, the Lead form is
moved to a different location in our Lead Detail Page and a new PDF Form checklist is
created from a separate master template that is accessible in the Case ("Account")
Detail Page. Any internal user can check off any tasks. No tasks are hidden from any
employees. We do not want timestamps, no per-user permissions, and no analytics.
2) Goals & Non-Goals
Scope of Work:
- Provide a simple, reliable, always-available checklist in the Lead/Case detail
page.
- Enable any internal user to mark tasks done (checkbox-only).
- Maintain two master templates (Lead, Case), editable by a designated Admin.
- Auto-create a new checklist at Lead creation and Case creation (post
conversion).
Out of Scope:
- No per-user permissions/roles.
- No timestamps/audit trails or change history.
- No warnings or conversion blockers.
- No email/SMS distribution, external portals, or analytics dashboards.
- No multiple checklists per record.
- No PDF Snapshot on demand or version history
- No task dependencies to show other tasks, SLAs, or reminders.
3) Users & Access
- User Type: Internal, licensed Zoho CRM users only.
- Access: All internal users can view the embedded checklist and toggle
checkboxes.
- Admin: One designated Admin owns and edits the two master templates; this
Admin does not change.
4) Initial Idea for Architecture (High-Level)
Zoho Creator hosts the live checklist data and UI.
- Embed a Creator component (Related App/Widget) on Lead and Case detail
pages.
- Use CRM workflows (Deluge) to create checklist instances on Lead creation and
on conversion.
NOTE: We want your feedback in how viable this idea is and if there are better
alternatives in having a embedded PDF Form that anyone can mark checkboxes off of.
5) Functional Requirements
5.1 Templates & Tasks
- Two master templates:
1. Lead Template
2.Case Template
- Six sections per template, one for each distinct position; tasks do not overlap
across positions.
- Task fields: Checkbox + label/description only (no notes, no timestamps).
- Template updates:
A. Admin can update template contents at any time.
B. Existing checklist instances remain unchanged; only new instances use
the updated template.
5.2 Checklist Instances
- Auto-create a Lead checklist when a Lead is created.
- On Lead conversion:
A. Mark the Lead checklist Completed.
B. Auto-create a Case checklist linked to the new Case record.
- One checklist instance per record (Lead or Case). No multiples.
- No warnings or blockers if a Lead converts with incomplete tasks.
5.3 Embedded UI (CRM Detail Page)
- Show checklist as an embedded widget (Creator component) that expands to the
widget's proportions.
- Group tasks under six position sections.
- Toggle behavior: checkbox-only changes permitted; other fields read-only.
- OMIT Optional progress visuals (keep UI simple).
6) Non-Functional Requirements
- Reliability: Edits by multiple internal users must persist without conflict.
- Performance: Embedded view loads within ≤2 seconds on standard CRM detail
page.
- Security: Internal access only; no external sharing. Respect CRM org auth/roles
(but no granular task permissions).
- Maintainability: Single Admin can modify templates without developer
involvement (Creator data entries).
7) Initial Ideas on Integrations & Automations (Subject to
Change)
8.1 On Lead Creation (CRM → Creator)
- CRM Workflow (Deluge) triggers Creator endpoint:
a. Query active Lead Template.
b. Create ChecklistInstance with CRMModule="Lead" and CRMRecordId.
c. Seed ChecklistItem rows from TemplateTask.
8.2 On Lead Conversion (CRM → Creator)
- Post-conversion process (Deluge):
a. Set Lead’s ChecklistInstance.Status="Completed".
b. Identify the new Case record ID.
c. Create Case ChecklistInstance using the active Case Template.
d. Seed ChecklistItem rows.
Storage Decision: Use Zoho Workdrive to store templates?
8) UI/UX Specifications
- Layout:
--> Section headers = six positions.
- Under each section: vertical list of tasks.
-> Checkbox (left) + Task label/description (right).
- Interactivity:
A. Inline checkbox toggle; immediate save.
B. No “Save” button should be required (changes should auto-persist).
- Read/Edit Mode:
View is read-only except for checkboxes.
● Responsive Behavior:
■ Auto-expand to widget height; avoid nested scrollbars.
● Branding:
■ Light company branding allowed in PDF (logo, header).
9) Environments, Config, & Versioning
● Environments:
■ Creator Dev app → test CRM Sandbox or test records.
■ Promote to Production Creator app, connect to Production CRM.
● Template Versioning:
■ Version field increments on material changes.
■ Keep only one active template per TemplateType.
■ Existing instances retain their original content.
● Configuration:
■ Store CRM- and Creator-connection names centrally.
■ Maintain a list of the six positions (single source of truth).
10) Acceptance Criteria (QA Checklist)
1. Creating a Lead auto-creates an Active checklist instance and embedded view
displays it.
2. Any internal user can tick/untick a task; changes persist immediately and reliably
on that specific checklist without affecting other checklists across the CRM.
3. Converting a Lead auto-creates a Case checklist linked to the new Case.
4. The embedded checklist expands to the widget dimensions dynamically and
groups tasks by the positions specified in the master template.
5. Admin updates the Lead or Case Template → new instances use the new
content; existing instances remain unchanged.
6. Designed product is intuitive for those who struggle with technology. The
process of updating master templates should be understandable even after 1
year of non-use.
7. No warnings or conversion blocks are triggered, ever.
8. No timestamps, per-user permissions, or analytics are present.
11) Deliverables
● Creator App (“Checklist Hub”) with tables/forms and admin-friendly template
editors.
● Embedded CRM components on Lead and Case detail pages (Creator widgets).
● Deluge scripts:
■ On Lead creation → create instance + seed items
■ On Lead conversion → complete Lead instance + create Case instance
● Creator Print Template (or Writer doc) for PDF layout (logo, record info, 6+
sections).
- Implementation Guide (one-pager): how Admin updates templates; how to re-link
components if needed.
12) Our Perceived Milestones & Timeline (Subject to
Change)
1. Design & Sign-off (1–2 days)
A. Confirm positions list, finalize PDF header/footer visuals.
2. Creator Build (2–4 days)
A. Data model, admin UI for templates, embedded views.
3. CRM Integration (2–3 days)
A. Embed widgets; create workflows & Deluge scripts.
4. QA & UAT (2–3 days)
A. Scenario tests: create Lead, toggle tasks, convert Lead, export PDFs.
5. Go-Live (≤1 day)
A. Promote to prod; Admin hand off.
(We assume project complexity is low-to-moderate.)
13) Risks & Mitigation
- Risk: Team insists on editing a PDF in place.
Mitigation: Use Creator as the live source; PDF is a snapshot (conflict-free).
- Risk: Master Template needs to be changed while some cases are mid-flight.
Mitigation: Versioned templates; new instances only adopt updates.
- Risk: Widget view/scroll UX issues.
Mitigation: Use a single scrollable container on the widget itself; have contents
dynamically adjusted to the dimensions of the widget so checklist is entirely
viewable regardless of the reedited size.
14) Open Items (Decisions Set by Default Here)
- Storage of template: Zoho Workdrive (default).
- Filename pattern: {Lead/Case Name}_{Module}
Checklist_{yyyyMMdd}.pdf (default).
- PDF Engine: Creator Print Template (default), Writer acceptable if better.
- Section Names: Exactly the position names provided in the master template; one
section per position.
15) Hand off Notes for Development Team
- Use a single Creator connection in Deluge (document its name) and
parameterize base URLs for Dev/Prod.
- Build Creator endpoints for:
A. getActiveTemplate(type)
B. createChecklistInstance(module, recordId, templateId)
C. seedChecklistItems(instanceId)
- Ensure Deluge scripts catch/handle:
A. Missing active template (fail-safe admin notice).
B. Duplicate instances (prevent with unique {CRMModule, CRMRecordId}
constraint).
- Confirm Creator View for embedded widget is scoped to the current record’s
instance (filter by CRMRecordId + CRMModule).
- We believe this project should be pretty simple depending on coding experience with Zoho Creator but are open to price negotiations
Embedded Checklist - Project Scope
Project: Embedded Checklist per Record (Lead and Case "Account")
Platform: Zoho CRM + Zoho Creator is possible (or Zoho Writer) for rendering. We are
open to better alternatives if pitched.
Template Maintainer: Selected Admin (for template maintenance and updates)
Users: Internal Zoho CRM users in our Zoho subscription only (no external/portal users)
NOTE: In this Scope, the "Case Module" is our rewording of the native "Account Module"
1) Executive Summary
Build a per-record, embedded checklist experience inside Zoho CRM. Each Lead
automatically gets a "PDF Form" checklist containing six position-based sections (may
change in the future) with checkbox-only tasks. Upon Lead conversion, the Lead form is
moved to a different location in our Lead Detail Page and a new PDF Form checklist is
created from a separate master template that is accessible in the Case ("Account")
Detail Page. Any internal user can check off any tasks. No tasks are hidden from any
employees. We do not want timestamps, no per-user permissions, and no analytics.
2) Goals & Non-Goals
Scope of Work:
- Provide a simple, reliable, always-available checklist in the Lead/Case detail
page.
- Enable any internal user to mark tasks done (checkbox-only).
- Maintain two master templates (Lead, Case), editable by a designated Admin.
- Auto-create a new checklist at Lead creation and Case creation (post
conversion).
Out of Scope:
- No per-user permissions/roles.
- No timestamps/audit trails or change history.
- No warnings or conversion blockers.
- No email/SMS distribution, external portals, or analytics dashboards.
- No multiple checklists per record.
- No PDF Snapshot on demand or version history
- No task dependencies to show other tasks, SLAs, or reminders.
3) Users & Access
- User Type: Internal, licensed Zoho CRM users only.
- Access: All internal users can view the embedded checklist and toggle
checkboxes.
- Admin: One designated Admin owns and edits the two master templates; this
Admin does not change.
4) Initial Idea for Architecture (High-Level)
Zoho Creator hosts the live checklist data and UI.
- Embed a Creator component (Related App/Widget) on Lead and Case detail
pages.
- Use CRM workflows (Deluge) to create checklist instances on Lead creation and
on conversion.
NOTE: We want your feedback in how viable this idea is and if there are better
alternatives in having a embedded PDF Form that anyone can mark checkboxes off of.
5) Functional Requirements
5.1 Templates & Tasks
- Two master templates:
1. Lead Template
2.Case Template
- Six sections per template, one for each distinct position; tasks do not overlap
across positions.
- Task fields: Checkbox + label/description only (no notes, no timestamps).
- Template updates:
A. Admin can update template contents at any time.
B. Existing checklist instances remain unchanged; only new instances use
the updated template.
5.2 Checklist Instances
- Auto-create a Lead checklist when a Lead is created.
- On Lead conversion:
A. Mark the Lead checklist Completed.
B. Auto-create a Case checklist linked to the new Case record.
- One checklist instance per record (Lead or Case). No multiples.
- No warnings or blockers if a Lead converts with incomplete tasks.
5.3 Embedded UI (CRM Detail Page)
- Show checklist as an embedded widget (Creator component) that expands to the
widget's proportions.
- Group tasks under six position sections.
- Toggle behavior: checkbox-only changes permitted; other fields read-only.
- OMIT Optional progress visuals (keep UI simple).
6) Non-Functional Requirements
- Reliability: Edits by multiple internal users must persist without conflict.
- Performance: Embedded view loads within ≤2 seconds on standard CRM detail
page.
- Security: Internal access only; no external sharing. Respect CRM org auth/roles
(but no granular task permissions).
- Maintainability: Single Admin can modify templates without developer
involvement (Creator data entries).
7) Initial Ideas on Integrations & Automations (Subject to
Change)
8.1 On Lead Creation (CRM → Creator)
- CRM Workflow (Deluge) triggers Creator endpoint:
a. Query active Lead Template.
b. Create ChecklistInstance with CRMModule="Lead" and CRMRecordId.
c. Seed ChecklistItem rows from TemplateTask.
8.2 On Lead Conversion (CRM → Creator)
- Post-conversion process (Deluge):
a. Set Lead’s ChecklistInstance.Status="Completed".
b. Identify the new Case record ID.
c. Create Case ChecklistInstance using the active Case Template.
d. Seed ChecklistItem rows.
Storage Decision: Use Zoho Workdrive to store templates?
8) UI/UX Specifications
- Layout:
--> Section headers = six positions.
- Under each section: vertical list of tasks.
-> Checkbox (left) + Task label/description (right).
- Interactivity:
A. Inline checkbox toggle; immediate save.
B. No “Save” button should be required (changes should auto-persist).
- Read/Edit Mode:
View is read-only except for checkboxes.
● Responsive Behavior:
■ Auto-expand to widget height; avoid nested scrollbars.
● Branding:
■ Light company branding allowed in PDF (logo, header).
9) Environments, Config, & Versioning
● Environments:
■ Creator Dev app → test CRM Sandbox or test records.
■ Promote to Production Creator app, connect to Production CRM.
● Template Versioning:
■ Version field increments on material changes.
■ Keep only one active template per TemplateType.
■ Existing instances retain their original content.
● Configuration:
■ Store CRM- and Creator-connection names centrally.
■ Maintain a list of the six positions (single source of truth).
10) Acceptance Criteria (QA Checklist)
1. Creating a Lead auto-creates an Active checklist instance and embedded view
displays it.
2. Any internal user can tick/untick a task; changes persist immediately and reliably
on that specific checklist without affecting other checklists across the CRM.
3. Converting a Lead auto-creates a Case checklist linked to the new Case.
4. The embedded checklist expands to the widget dimensions dynamically and
groups tasks by the positions specified in the master template.
5. Admin updates the Lead or Case Template → new instances use the new
content; existing instances remain unchanged.
6. Designed product is intuitive for those who struggle with technology. The
process of updating master templates should be understandable even after 1
year of non-use.
7. No warnings or conversion blocks are triggered, ever.
8. No timestamps, per-user permissions, or analytics are present.
11) Deliverables
● Creator App (“Checklist Hub”) with tables/forms and admin-friendly template
editors.
● Embedded CRM components on Lead and Case detail pages (Creator widgets).
● Deluge scripts:
■ On Lead creation → create instance + seed items
■ On Lead conversion → complete Lead instance + create Case instance
● Creator Print Template (or Writer doc) for PDF layout (logo, record info, 6+
sections).
- Implementation Guide (one-pager): how Admin updates templates; how to re-link
components if needed.
12) Our Perceived Milestones & Timeline (Subject to
Change)
1. Design & Sign-off (1–2 days)
A. Confirm positions list, finalize PDF header/footer visuals.
2. Creator Build (2–4 days)
A. Data model, admin UI for templates, embedded views.
3. CRM Integration (2–3 days)
A. Embed widgets; create workflows & Deluge scripts.
4. QA & UAT (2–3 days)
A. Scenario tests: create Lead, toggle tasks, convert Lead, export PDFs.
5. Go-Live (≤1 day)
A. Promote to prod; Admin hand off.
(We assume project complexity is low-to-moderate.)
13) Risks & Mitigation
- Risk: Team insists on editing a PDF in place.
Mitigation: Use Creator as the live source; PDF is a snapshot (conflict-free).
- Risk: Master Template needs to be changed while some cases are mid-flight.
Mitigation: Versioned templates; new instances only adopt updates.
- Risk: Widget view/scroll UX issues.
Mitigation: Use a single scrollable container on the widget itself; have contents
dynamically adjusted to the dimensions of the widget so checklist is entirely
viewable regardless of the reedited size.
14) Open Items (Decisions Set by Default Here)
- Storage of template: Zoho Workdrive (default).
- Filename pattern: {Lead/Case Name}_{Module}
Checklist_{yyyyMMdd}.pdf (default).
- PDF Engine: Creator Print Template (default), Writer acceptable if better.
- Section Names: Exactly the position names provided in the master template; one
section per position.
15) Hand off Notes for Development Team
- Use a single Creator connection in Deluge (document its name) and
parameterize base URLs for Dev/Prod.
- Build Creator endpoints for:
A. getActiveTemplate(type)
B. createChecklistInstance(module, recordId, templateId)
C. seedChecklistItems(instanceId)
- Ensure Deluge scripts catch/handle:
A. Missing active template (fail-safe admin notice).
B. Duplicate instances (prevent with unique {CRMModule, CRMRecordId}
constraint).
- Confirm Creator View for embedded widget is scoped to the current record’s
instance (filter by CRMRecordId + CRMModule).