Project Tracking

Project Tracking

We would like to use Zoho Creator to help us track a project. I'll provide you with the details of the project. The good news, we do have a working solution up and running, it is just manual and a lot of room for error. 

 I have looked at Zoho Creator and it looks like it may be a good fit. I am very technical and would like to either assist with the project or at least have some training on Zoho Creator. Thank you for your time. 

Scanning Project We have 1000 boxes of paper that needs to be scanned. Each box has a unique number identifier for tracking. There is a set number of tasks that need to be completed, for each box, in a certain order. Based on the completion of a task, the next task is scheduled to begin. We use a series of online reports for our contractors to know what is in the "queue" that needs completed. Our contractor use an online checkout form to check out a box and a task so we do not have duplicate tasks completed for the same box. 
 We are currently using excel to track the project and Wufoo Online Forms to collect the data. From Wufoo, we export the data as a csv to excel. In excel, we use two main worksheets for the project and a few other worksheets to maintain consistency with the drop downs. We use a vlookup to pull fields between the sheets. We use a "Stats" worksheet to track details about the box and known variables at the start of the project.
 The most import part of the "Stats" worksheet is to track which boxes have been delivered and the delivery date. We use a "Compensation" worksheet to track the tasks completed by the contractors. Contractor use an online form to submit their task completion. Stats Known Variables about the Box Box # Client Project Location Additional Tracking on Stats: populated as tasks are completed Status - i.e. Delivered Delivered Date Destruction Date Number of Records Number of Pages Compensation Our contractors our paid by production ever other Friday. Each task has a set rate based on client, project, task and location. The rate can be a flat rate per task or a rate based on a variable, for example the number of records or pages in the box. The contractors get paid for completed tasks, except for a task for Review / Rescans or QA - Reviews. But we still need to track how many Review / Rescans that a contractor receives to see if they are doing a good job. The records and pages are not collected until the final QA. For example; a task is completed for Prep / Scan. If there were not any mistakes, a QA - Final task is submitted . If there were mistakes, then a QA - Reviews task is submitted. During QA - Final, the records and pages are collected and both tasks can be paid on the next pay date. Contractors need access to a report listing each of their completed tasks and how much they paid. They also need access to a report listing each of their direct deposits to date. Workflow - Reports Upon completion of a task, the box # is added to a "To Do" report for the next task. Each task can be completed by multiple contractors on a first come first serve basis.

 Upon completion of each task, the box # goes on an report: Scan / Prep Task to a QA Report QA - Reviews to a Review / Rescans Report Review / Rescans to a Review / Rescans Completed Report QA - Final to a Delivery Processing Report Delivery to a Delivered Report Task List Prep / Scan Prep Only Scan Only QA - Reviews QA - Final Delivered Rates There are different rates based on the Client, Project, Task and Location. Hendrick-HIS-Prep / Scan-CO - is .0225 per page / .10 record Hendrick-HIS-Prep/Scan-WA - is .0250 per page / .10 record Hendrick-HIS-QA - Reviews - CO - is .005 per page / .03 record Hendrick-HIS-QA - Reviews - WA - is .005 per page / .03 record Etc. - I have an excel file with the rest of the rates Client / Projects Hendrick / HIS Kadlec / Maher Kadlec / Kalichman Kadlec / Dramis etc. Contractors Multiple contractors that change frequently. We need to collect information about each contractor. Contractor Name SS # Address (street, city, state) Phone DD collected and added Added to the online schedule Added to basecamp Task Completion Form - completed by contractors when they complete a task. The data needs to be collected via a web form. Date Task Completed Name of the Task Name of Contractor Name of Scan Person (if QA - Final task) Prep Time Indexing Time Scan Time Reporting Client Invoicing - tracking We invoice the client by box. We need to track completed boxes that have been delivered but not invoiced. Destruction - tracking 30 days after the delivery date, we notify the client that their box is ready for destruction. If they choose to "delay" the box destruction, they are charged a monthly rate until they notify us or give us a date for destruction.


Budget : $1000 | Duration : Two Weeks

To leave a private message, please click the link for private response in post Action section.
    • Recent Topics

    • Assistance with Custom Attendance Report in Zoho People

      Hi, I created a custom report in Zoho People 5.0 to track employee attendance according to our specific needs, as the existing reports do not include all the required details. However, I’ve noticed that the report doesn’t update continuously or on a daily
    • Zoho analyticsでのタブを跨いだ集計

      Zoho analyticsまたはCRMレポートなどを用いて、 見込み客タブと商談タブで共通するユニークキー(リード管理番号)を軸に、「共通選択リスト」で設定した項目別の集計を行うことは可能でしょうか? ・要望 ①リード管理番号をキーに、見込み客テーブルと商談テーブルを結合したRAWデータを作成したい ②具体的には下記表のように「共通選択リスト」項目(サービス)別のマーケ数値を一表にしたい  ※リード=見込み客タブ 商談・成約=商談タブ      リード数 商談数 成約数 サービスA   10   5   2
    • Key Highlights of 2024: Recalling a Year of Progress and Advancements!

      As we step into 2025, we’re excited to share the progress and developments we’ve made to simplify and streamline your travel and expense management in the past year. Let’s take a look back at some of the key updates and enhancements that have helped us
    • How to refresh the page by widget in related list?

      Hello, ZOHO.CRM.UI.Popup.closeReload method does the thing I need. But in my case, I'm not using popup. I have a widget in related list and I want to refresh the page when I'm done with it. I searched for it but I wasn't able to find it. Is there an any
    • your phone line in the uk doesnt work i need help now

      i need to speak with customer service urgently
    • Top Menu Disappeared from Blog Page

      Hi, Our top menu disappeared at Blog Posts page. However, it's still visible any other page on the website. I attached two screenshots, so it can be understood clearly. How can we bring back top menu? Thanks, K.
    • Missing phone numbers

      yesterday I have noticed that most contacts' phone numbers are missing. At first I thought it is a synchronisation problem with my Android phone but as I have found later, numbers are missing on Zoho. I have tried to reimport contacts from a backup but
    • Customise 404 page in Zoho Sites 2.0

      Is it possible to customise the 404 page in Zoho Sites 2? You use to create a new 404 page and that became the default 404 page, but this does not seem to work anymore? Any pointers/suggestions/support appreciated :)
    • [Important announcement] Zoho Writer will mandate DKIM configuration for automation users

      Hi all, Effective Dec. 31, 2024, configuring DKIM for From addresses will be mandatory to send emails via Zoho Writer. DKIM configuration allows recipient email servers to identify your emails as valid and not spam. Emails sent from domains without DKIM
    • Create workflow rules based on notes

      Last modified on 17/04/2023: Creating Workflow rules based on notes is now available for all Zoho CRM users in all DCs. Note that it was an early access feature available only upon request. As of April 13, 2023, it is rolled out for al Zoho CRM accounts.
    • Workflow sync between zoho books and zoho inventory

      Hello, While the custom fields, validation rules and even custom buttons are sync'd between zoho books and zoho inventory, the workflow rules do not. Not sure if this is an intentional purpose of zoho team for some good reason or if it's in the development
    • Item sales account via api

      Hey everyone, I’m making an invoice using the create invoice endpoint on the api. Is it possible to set a sales account in the line_items attributes?
    • Zoho Please change your ways

      I started using Your new Zoho bookings in earnest 3 days ago. What a mistake.  Once again, everything is backwards and upside down.  I had to spend 5 hours testing how the thing works in order for me to understand how to acutally use it.  When i started using google calendar years ago.  it took seconds to figure out how it works. Why is that. bc they put everything in places where it makes sense.  Today, I needed to add an appointment as well as a time off.  Stupid me i added the time off first,
    • Make a ticket visible in the Community

      Hi there, It is possible to have a conversation with a customer via a ticket and eventually the proposed solution isn't possible yet. Therefore you want to add it as an idea in the Community, available and open to everyone that is in the community, so
    • Zoho email folders gone

      Hi, All my email folders are gone, i cant found any email, except sent. Also before folder rulesas was changed and i didnt fixed them, could you please check it?
    • Pause/Resume Subscrtiption API

      I don't see the option to Pause/Resume a subscription using the API, is it in the pipeline?
    • Update Department on Ticket (with applied Blueprint)

      Hello, Is it possible to update the Department of a ticket which is dictated by a blueprint, e.g. I would like to change departments at different states in the Blueprint. I do not see this is an option in workflow rules or blueprint transition actions,
    • ERROR_CODE :554, ERROR_CODE :rejected due to spam

      Please verify bounce message: This message was created automatically by mail delivery software. A message that you sent could not be delivered to one or more of its recipients. This is a permanent error. xxx@thalesesec.com Error, ERROR_CODE :554, ERROR_CODE
    • Can't verify domain with AWS Route53

      I have a domain successfully transferred to AWS Route53 from NameCheap. When I try to CNAME or TXT Records as suggested, they are added in AWS console however zohomail does not verify them. For the TXT record zohomail says the value is wrong, whereas
    • Sent emails not going and showing "Processing"

      Hello Team, Could you please assist with sent emails showing "processing" and not actually going through? Many thanks and regards, Cycology
    • LinkedIn verification link and otp not receiving

      For the last 2 to 3 weeks I'm trying to verify my LinkedIn account to access my company's LinkedIn page, Linkedin is sending verification links and codes to this email address but I have not received any codes or links. Please help me here. Looking forward
    • send file to ftp or another external service

      i'v created a zoho creator application for take a picture and rename it by phone. Now i need to send Each renamed pictures to my ftp or to specific folder on google drive...then, delete it from creator. (every picture recived it will processed by another program and stored on my Erp) HOW CAN I DO ??
    • Mass pdfs into OCR field

      I am working on a Creator app that my org will use internally. Is there any way to mass upload pfs through a form with an OCR file upload field? Is Creator capable of this, or would I need to use Catalyst?
    • How to upload a file to form file upload field from deluge script.

      Hi guys, I need to store API response into Form File upload field . I'm not getting any errors but PDF file is not assigned to file upload field. You can check possibilities using below details: Method: POST URL: https://v2.convertapi.com/convert/web/to/pdf?Secret=<<SecretKey>>&Token=<<APIKey>>&Url=https://www.google.com You need to generate secretKey and APIKey by Login to https://www.convertapi.com/a/su Response: { "ConversionCost": 4, "Files": { "FileName": "www_google_com.pdf", "FileSize": 68342,
    • Export view via deluge.

      Hi, Is it possible to export a view (as a spreadsheet) via deluge? I would like to be able to export a view as a spreadsheet when a user clicks a button. Thanks     
    • Subform Time field showing as null in script.

      Good Afternoon everyone. I am trying to take the information from my subform and populate it into a multiline field in the CRM. The code below works with no errors. The problem is, it shows that the Open and Close (Time fields) are null. But they are
    • Is there a way to sort report on record template by a specific field like date field

      Hi, Is it possible to sort the report on the record template by the date field and not the default Added Time. Please check the example bellow: The records are sorting by the added time I wand to change that by the date field,
    • Shared subfolders

      Am I right in thinking that there is no Zoho email application that allows me to create a shared inbox and then add additional folders/subfolders under that inbox? If so, this is really quite incredible and probably a deal breaker for us to start using
    • Update Multi select field values to another form table as individual record

      Hi, I am new to coding and do basics within deluge. I need help with the deluge script to meet the following requirement. Form Student Attendance The fields are : Attendance Date Course (Lookup to Course Form) Class (Lookup to Class Form) Students (Multi
    • Shared Mailbox - Mark as read for all users

      Hi all, Maybe someone can help me out. At the moment we have a shared mailbox without streams. When a users reads an mail or marks it as read other users will not see this. How can we resolve this? We now archive the mails when read and followed up. However
    • Allocate emails to user in a shared mailbox

      Hi, This might be obvious, but I cannot find the answer. I have 3 shared mailboxes so any team member can see the emails. Is there a way of allocating a specific email to a user so that it is their responsibility to deal with it? Thanks in advance.
    • How to view shared mailbox in Outlook

      How to view shared mailbox in Outlook or in another software
    • Customising the approval email

      Is there anyway to customise the Approval email or to add further fields as the default looks so basic and unlike any of the other email notifications from Desk. My users just thought it was spam.
    • Pushing GCLID info from Gravity Forms to ZohoCRM

      We are switching to Gravity Forms from Zoho Forms and I cannot find any good info on how to make sure my GCLID tracking info is pushed through to the CRM through my new forms. There was an article in the documentation about placing something within the
    • Issue Configuring SSO Integration with Cognito in Zoho Help Center

      Dear Zoho Support Team, We have been working on configuring SSO integration for our Zoho Help Center using Amazon Cognito. While the setup appears to be completed successfully, we are encountering an issue when attempting to access the Help Center. The
    • Need manual aggregate column pathing help

      See linked video here: https://workdrive.zohoexternal.com/external/a5bef0f0889c18a02f722e59399979c604ce0660a1caf50b5fdc61d92166b3e7
    • Merging contacts does fail because of help center membership

      I'm trying to merge two contact records (they are the same contact) where one of them is a member on the help center. The system warns me about this situation and then I de-activate this contact as an "End User" for the help center. Right now the system
    • Duplicate Contacts - how to get merge or delete

      I have noticed that our list of contacts in Zoho Desk duplicates contacts periodically.  I have yet to identify when or why.  How do I merge or delete them?  I see there is a "Deduplicate" but I am unable to find anything that explains this feature.
    • "Mark as Spam" not working as expected

      Dear support, in the below scenario, clicking on "Mark as spam" identifies only the first of the checked emails as spam, removes that email from the visible list and leaves the rest of the list still visible & unchecked. I've tried check-marking them
    • Massive price increase for user licenses of Zoho Portal

      This actually a complaint about this announcement: https://help.zoho.com/portal/en/community/topic/free-user-licenses-across-all-portal-user-types You present this as an enhancement. And, yes, while reading the main part, I'd agree that (for smaller companies),
    • Next Page