Zoho Creator RFQ Product Database Creation
Budget: ₹600 – ₹1,500 INR
To create the RFQ- Product base to create in Zoho Creator
1. Database Schema (Forms)
Form A: RFQ Header (Master Form)
Purpose: Created by the Originator to define the requirement.
Fields:
RFQ_ID (Auto-number: format "RFQ-2025-001").
Project_Name (Single Line).
Product_Category (Dropdown: Electrical, Mechanical, Mechatronics).
Exercise_Type (Dropdown: RFQ, Design, Proto, Production).
Originator (User Field - Auto-fills current user). It has to show originator whom created.
Overall_Status (Dropdown: once created it should be in Draft, Distributed, Feasibility Failed, Closed it should be conditionnal based on other department standard remarks).
Subform: Attachments (File upload for CAD/Drawings).
Form B: Department Task (Child Form)
Purpose: Separate tasks for R&D, ME, and Costing linked to the Master RFQ.
Fields:
Linked_RFQ (Lookup to RFQ Header).
Department (Dropdown: R&D, ME, Costing).
ssigned_Head (User Field).
Assigned_Member (User Field - Filtered based on Department).
Task_Status (Dropdown: Pending, WIP, Submitted, Approved, Rejected/Not Feasible, Cancelled).
Due_Date (Date Field).
SLA_Status (Formula: Returns "Green" if Today < Due_Date, else "Red").
Section: Costing Details (Show only if Dept = Costing):
Raw_Material_Cost (Currency).
Process_Cost (Currency).
Overheads (Currency).
Subform: Query Log (Columns: Question, Answer, Timestamp).
2. Workflow & Automation Logic
A. The "Release" Trigger (Parallel Creation)
Trigger: When Originator clicks custom button "Release to Departments" inside RFQ Header.
Action:
Check Part_Type. If "Round", append "0" to Calculated_Part_Code. If "Rectangular", append "1".
Automatically create 3 records in the Department Task form:
Task 1: Dept = "R&D", Status = "Pending", Due Date = Today + 5 days.
Task 2: Dept = "ME", Status = "Pending", Due Date = Today + 5 days.
Task 3: Dept = "Costing", Status = "Pending", Due Date = Today + 5 days.
Update RFQ Header status to "Distributed".
B. The "Kill Switch" (Dependency Logic)
Trigger: On Update of Task_Status in Department Task form.
Condition: If Department == "R&D" AND Task_Status == "Rejected/Not Feasible".
Action:
Fetch the Linked_RFQ ID.
Fetch the sibling tasks (ME and Costing) for that same RFQ.
Update sibling tasks Task_Status to "Cancelled".
Update RFQ Header status to "Feasibility Failed".
Send Email Alert to Originator, ME Head, and Costing Head: "RFQ Stopped due to R&D Feasibility Rejection."
C. The "Approval" Loop
Trigger: When Assigned_Member updates status to "Submitted".
Action: Notify Assigned_Head.
Trigger: When Assigned_Head updates status to "Approved".
Action: Lock the record (make Read Only). Check if all 3 departments are "Approved". If yes, notify Originator that RFQ is ready for closure.
3. Reports & Dashboards
A. Originator Dashboard
View: "RFQ Tracking Board".
Layout: Kanban View grouped by Overall_Status.
Feature: Show a progress bar indicating how many departments (X/3) have approved.
B. Department Head Dashboard
View: "My Department Tasks".
Filter: Show records where Assigned_Head == Logged_In_User AND Task_Status != "Cancelled".
Highlight: Conditional formatting to turn rows Red if SLA_Status is "Red".
1. Database Schema (Forms)
Form A: RFQ Header (Master Form)
Purpose: Created by the Originator to define the requirement.
Fields:
RFQ_ID (Auto-number: format "RFQ-2025-001").
Project_Name (Single Line).
Product_Category (Dropdown: Electrical, Mechanical, Mechatronics).
Exercise_Type (Dropdown: RFQ, Design, Proto, Production).
Originator (User Field - Auto-fills current user). It has to show originator whom created.
Overall_Status (Dropdown: once created it should be in Draft, Distributed, Feasibility Failed, Closed it should be conditionnal based on other department standard remarks).
Subform: Attachments (File upload for CAD/Drawings).
Form B: Department Task (Child Form)
Purpose: Separate tasks for R&D, ME, and Costing linked to the Master RFQ.
Fields:
Linked_RFQ (Lookup to RFQ Header).
Department (Dropdown: R&D, ME, Costing).
ssigned_Head (User Field).
Assigned_Member (User Field - Filtered based on Department).
Task_Status (Dropdown: Pending, WIP, Submitted, Approved, Rejected/Not Feasible, Cancelled).
Due_Date (Date Field).
SLA_Status (Formula: Returns "Green" if Today < Due_Date, else "Red").
Section: Costing Details (Show only if Dept = Costing):
Raw_Material_Cost (Currency).
Process_Cost (Currency).
Overheads (Currency).
Subform: Query Log (Columns: Question, Answer, Timestamp).
2. Workflow & Automation Logic
A. The "Release" Trigger (Parallel Creation)
Trigger: When Originator clicks custom button "Release to Departments" inside RFQ Header.
Action:
Check Part_Type. If "Round", append "0" to Calculated_Part_Code. If "Rectangular", append "1".
Automatically create 3 records in the Department Task form:
Task 1: Dept = "R&D", Status = "Pending", Due Date = Today + 5 days.
Task 2: Dept = "ME", Status = "Pending", Due Date = Today + 5 days.
Task 3: Dept = "Costing", Status = "Pending", Due Date = Today + 5 days.
Update RFQ Header status to "Distributed".
B. The "Kill Switch" (Dependency Logic)
Trigger: On Update of Task_Status in Department Task form.
Condition: If Department == "R&D" AND Task_Status == "Rejected/Not Feasible".
Action:
Fetch the Linked_RFQ ID.
Fetch the sibling tasks (ME and Costing) for that same RFQ.
Update sibling tasks Task_Status to "Cancelled".
Update RFQ Header status to "Feasibility Failed".
Send Email Alert to Originator, ME Head, and Costing Head: "RFQ Stopped due to R&D Feasibility Rejection."
C. The "Approval" Loop
Trigger: When Assigned_Member updates status to "Submitted".
Action: Notify Assigned_Head.
Trigger: When Assigned_Head updates status to "Approved".
Action: Lock the record (make Read Only). Check if all 3 departments are "Approved". If yes, notify Originator that RFQ is ready for closure.
3. Reports & Dashboards
A. Originator Dashboard
View: "RFQ Tracking Board".
Layout: Kanban View grouped by Overall_Status.
Feature: Show a progress bar indicating how many departments (X/3) have approved.
B. Department Head Dashboard
View: "My Department Tasks".
Filter: Show records where Assigned_Head == Logged_In_User AND Task_Status != "Cancelled".
Highlight: Conditional formatting to turn rows Red if SLA_Status is "Red".