SharePoint · Oil and gas

A SharePoint system to track road project leads and material potential

A SharePoint Online portal where creators log road project leads and sales officers record material potential, supplier and competitor volumes and a status. Admins manage the masters and groups and export reports to Excel.

Client: An oil and gas company that supplies road construction materials through regional sales teams
Industry: Oil and gas
Platform: SharePoint
Started from: Project and Timesheet product

01The challenge

Road project leads reached the sales team through emails and spreadsheets. Nobody could see which leads were open, who had approached the contractor, how much bitumen or emulsion a project could use, or which supplier or competitor held the volume. Details were typed in free form, so every report needed manual cleaning.

02The solution

The portal has three groups: Creator, Sales and Sales Admin. Each person sees a dashboard with My Requests, Pending and Completed lists. A creator logs the lead with project name, zone, state, sales officer, department, client, financial model, lanes, date of publication or LOI, type of road, length in km, completion period in months, total cost in crores, remarks, company name and attachments. Fields are validated for the 255 character limit, numbers only and no special characters. The assigned sales user gets an email with the creator in copy. The sales officer adds the executioner and contact details, bitumen type and potential, emulsion type and potential in tons, supplier details with volumes, whether the team approached the contractor (Yes asks for the output of the meeting, No asks for the reason), competitor name and volumes, documents, a status and remarks. Statuses are Under discussion, Supplies on-going (visible only to the creator) and Completed with No, Part or All supplies done. A completed request is locked, and until then the creator can edit every field. Admins keep the masters, site permission groups, an admin dashboard to edit pending requests, and reports with multi-select filters and Export to Excel.

How a lead moves

Three user groupsCreator, Sales and Sales Admin groups, so each person sees only what their role needs.
Personal dashboardMy Requests, Pending and Completed lists for every user.
Log the leadProject name, zone, state, sales officer, department, client, financial model, lanes, date of publication or LOI, type of road, length in km, completion period in months, total cost in crores, remarks, company name and attachments.
Validation and email255 character limit, numbers only where needed, no special characters. The assigned sales user is emailed with the creator in copy.
Sales officer stepExecutioner and contact details, bitumen type and potential, emulsion type and potential in tons, supplier details with volumes, and documents.
Contractor and competitorDid the team approach the contractor: Yes records the output of the meeting, No records the reason. Competitor name and volumes are added.
StatusUnder discussion, Supplies on-going (visible only to the creator), or Completed with No, Part or All supplies done. Completed requests are locked.
Creator editsThe creator can edit every field at any time until the request is completed.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 5Built for this client

Dashboard with three lists

My requests, pending requests and completed requests for every user.

What we built

Request formLead details with checks for length, numbers and special characters.
Sales officer stepMaterial potential, supplier and competitor volumes, contractor meeting outcome, documents and remarks.
Status controlThree statuses, with Supplies on-going shown only to the creator and a lock once completed.
Email notificationThe assigned sales user is told about every new lead, with the creator in copy.
MastersZone, state, lane, financial model, client and department lists with active toggles. Values are unique with no special characters, and edits do not change existing requests.
Site permission groupsCreator, Sales and Sales Admin access managed from the admin area.
Admin dashboardAdmins can edit pending requests on behalf of users.
ReportsMulti-select filters and Export to Excel.