When documents are drafted in Word files, shared over email and approved on chat, it is hard to know which version is final, who approved it and where the latest copy lives.
This case study explains how Codearbro delivered a document management and approval system on Zoho Creator and Zoho Writer for a technology firm in Kolkata.
Project Snapshot
| Industry | Technology services |
| Location | Kolkata, West Bengal |
| Platform | Zoho Creator, Zoho Writer, Deluge |
| Status | Delivered |
The Challenge
- Documents drafted and stored in many places
- No clear version control or draft status
- Approvals given informally, with no audit trail
- Reference templates hard to find
- Management had no view of pending documents
Our Solution
- Requirement analysis and solution design
- Zoho Creator application as the central document hub
- Zoho Writer integration for creating and editing documents from templates
- Draft workflow with clear statuses
- Approval workflow with defined approvers and history
- Reference document library for templates and past documents
- Deluge automation for business rules and notifications
- Dashboards and reports for pending, approved and rejected documents
- Testing, UAT, deployment and go-live support
Business Impact
- One place for every document and its latest version
- Clear approval trail for every document
- Faster drafting from Writer templates
- Management sees pending approvals at a glance
Frequently Asked Questions
Can Zoho Creator be used for document management?
Yes. Zoho Creator can store documents, track versions and statuses, and run approval workflows, while Zoho Writer handles document creation and editing.
Can Zoho Writer generate documents from templates automatically?
Yes. Zoho Writer merge templates can be filled with data from Zoho Creator or CRM records to create documents in one click.
How do approval workflows work in Zoho Creator?
Creator approval processes route a record to one or more approvers, record their decision and comments, and trigger actions such as notifications or status updates.
Planning a Similar Project?
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