How Amantran Standardized Jewellery Operations with SmartTask

Highlights

Challenges:

• Manual handoffs between Sales, Designing, Manufacturing and Order Execution teams
• Repetitive setup of workflows for every customer order
• Limited visibility into overdue activities across departments
• Managers spending time manually tracking order progress
• Inconsistent execution due to manual process management

Solution:

• Standardized order templates for every jewellery order
• Workflow automation to eliminate repetitive manual work
• Automated overdue tracking using formula fields
• Department-wise workflow automation
• Process validation before task completion

Outcome:

As Amantran continues expanding SmartTask across its operations, the team expects to achieve:

✅ Standardized order execution across every customer order

✅ Faster order setup through reusable templates

✅ Better visibility into delayed activities

✅ Reduced manual follow-ups through workflow automation

✅ Improved accountability across Sales, Design, Manufacturing and Order Execution teams

Standardizing Every Jewellery Order from Sale to Delivery

Every jewellery order at Amantran passes through multiple teams before reaching the customer.

Sales understands customer requirements.

The Design team prepares jewellery concepts.

Manufacturing creates the jewellery.

The Order Execution team coordinates approvals, production, quality checks and delivery.

As order volumes increased, coordinating these departments became increasingly difficult through manual processes.

The team wanted every customer order to automatically follow the same structured workflow without relying on manual intervention.

What they tried earlier

• Emails, phone calls, and web forms for request handling
• Excel spreadsheets for project management
• Zoho projects, but found it to be complex

What they were looking for

Amantran wanted to build a scalable operational system that could:

• Standardize every customer order
• Automate repetitive activities
• Improve visibility into delays
• Reduce dependency on manual follow-ups
• Create consistent processes across departments

Rather than implementing generic workflows, the team wanted SmartTask to adapt to the way Amantran already worked.

The Solution

To support these goals, Amantran adopted SmartTask as the central platform for managing the complete customer order lifecycle.

Instead of using SmartTask only for task management, the company is building structured workflows that automate operations across departments.

Standardized Order Templates

Every jewellery order follows a similar sequence of activities.

• Customer consultation.
• Design approval.
• Manufacturing.
• Quality checks.
• Delivery.

Instead of manually recreating these workflows for every order, Amantran is building standardized task templates that can be reused whenever a new order is confirmed.

This ensures every customer order follows the same process with predefined ownership, timelines and accountability.

Automating Order Handoffs Between Teams

One of Amantran's primary objectives is reducing manual coordination between departments.

Once a customer order is confirmed, SmartTask workflows can automatically trigger the next stage of work.

Instead of managers manually creating tasks and assigning work, the appropriate activities can be initiated automatically through templates.

The team is also implementing workflows to:

• Create tasks automatically
• Update custom fields
• Notify relevant team members
• Escalate overdue work
• Trigger department-specific actions

This helps every department know exactly when their work begins while reducing manual administration.

Better Visibility into Delayed Orders

As customer orders move through multiple stages, managers need clear visibility into delays.

Rather than manually reviewing every order, Amantran is implementing formula fields that automatically calculate overdue days.

Combined with SmartTask filters and dashboards, managers can quickly identify:

• Overdue activities
• Delayed customer orders
• Pending work by employee
• Bottlenecks across departments

The team also discussed scheduled reporting so managers receive reports automatically without exporting data manually.

Improving Process Compliance

Maintaining process quality was another important requirement.

Certain activities require mandatory information such as social media links, Google Business links or other deliverables before work can be considered complete.

The Amantran team wanted SmartTask to validate these requirements automatically.

"Only after that is done should I be able to complete the task."

By validating required information before task completion, SmartTask helps ensure every department consistently follows defined operating procedures.

Better Sales Discipline Through Automation

The team also wanted to improve CRM discipline.

Sales representatives occasionally completed customer calls but forgot to update lead scores or important customer information.

Rather than depending on manual reminders, Amantran explored workflow automations that can encourage timely updates and improve data accuracy.

Keeping customer information updated ensures smoother handoffs from Sales to Design and Order Execution.

Building Department-wise Automation

Rather than automating isolated activities, Amantran is taking a structured approach.

Each department is documenting its workflows and identifying repetitive activities that can be automated.

This includes:

• Sales workflows
• Designing workflows
• Manufacturing workflows
• Marketing workflows
• Order Execution workflows

This phased implementation allows every department to adopt automation while keeping workflows aligned with their day-to-day operations.

What the Future with SmartTask Looks Like

Amantran plans to continue expanding SmartTask across its entire business.

Future initiatives include:

• More workflow automations across Sales, Designing, Manufacturing and Order Execution
• Automated reporting for managers
• Advanced order templates
• CRM-driven automations
• Scheduled operational reports
• Greater visibility through customized dashboards

By standardizing every customer order workflow inside SmartTask, Amantran is building a scalable operational system that ensures every jewellery order follows the same structured process, from customer inquiry to final delivery.

As Amantran continues to automate its operations, SmartTask is helping the team create a more structured, efficient and scalable foundation for managing every customer order.