SharePoint · Manufacturing and engineering
A SharePoint Online workflow for technical enquiries and tenders
A SharePoint Online workflow that routes technical enquiries and tender queries from the creator to the technical team, back for clarification when needed, and on to marketing for final approval.
- Client
- An industrial manufacturer with several divisions and plants
- Industry
- Manufacturing and engineering
- Platform
- SharePoint
- Started from
- Procurement Management product
01The challenge
Technical enquiries and tender clarifications moved between sales, the technical team and marketing by email. Queries got lost, nobody could see the current status, and there was no single record of what the technical team had said.
02The solution
We built an enquiry workflow on SharePoint Online. The creator describes the enquiry and attaches the documents. The technical team sets a status of Technical Completed, Raise Queries or Work in Progress. Queries go back to the creator, and completed enquiries go to marketing or a selected approver for final approval. Each enquiry can be printed for the file.
How a request moves through the system
- Create the enquiryThe creator describes the enquiry, attaches the documents and picks the technical team.
- Technical reviewThe technical team sets the status to Technical Completed, Raise Queries or Work in Progress.
- Queries back to the creatorWhen queries are raised, the enquiry returns to the creator, who answers and resubmits.
- Final approvalA completed enquiry goes to marketing or a selected approver.
- CompletedMarketing approves and the enquiry is closed with the full note history.
Screens from the system
Sample screens redrawn with sample data. They show the real stages of the workflow.
Screen 1 of 4Built for this client
New technical enquiry
The creator describes the enquiry and attaches tender documents.
What the system covers
- Enquiry formCustomer, scope, due date and attachments in one place.
- Status controlThree clear technical statuses that decide where the enquiry goes next.
- Query loopRaised queries return to the creator and come back to the technical team.
- Final approval stepMarketing or a selected approver closes the enquiry.
- Print viewA print icon on every enquiry for the record.
Built with Microsoft SharePoint Online · Custom forms and lists · Email notifications · Excel export
The result
- One record for every enquiry and its notes
- Queries go back to the creator, not into a mailbox
- Marketing approves with the technical notes in view
- Any enquiry can be printed for the file
Related services
Procurement Management product
The ready-made product this work is based on.
Learn more →SharePoint services
Development, migration, intranets and support on SharePoint.
Learn more →SharePoint development
Custom workflows, portals and apps built on SharePoint.
Learn more →Manufacturing and engineering work
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