Skip to main content
DigiKAS India Private Limited
Case Studies — Digikas
Problems we solved

Real challenges. Real results.

We partnered with QM Seals, Charity Crossing, and AJ Skill Development to transform their operations — from Salesforce automation to HR workflow digitisation.

60+
User stories
delivered
9+
Modules
automated
3
Clients
transformed
0
Manual errors
remaining
QM Seals — Manufacturing & Distribution
AWS · Salesforce Integration

Eliminating Salesforce storage costs with AWS S3

QM Seals — Manufacturing & Distribution

Challenge
  • Salesforce storage costs spiralling as files from quotes, orders, and partner uploads piled up
  • No access control — files were publicly exposed or required manual sharing every time
  • Partner Community users had no structured way to upload or access project files
  • Orphaned S3 files kept accumulating with no cleanup when records were deleted
Solution
  • Custom Attachment Link object saves only the S3 URL — zero binary data stored inside Salesforce
  • Secure upload flow for Partners and Internal users, scoped to accessible records only
  • Daily scheduled job auto-deletes Salesforce files once S3 upload is confirmed
  • Apex trigger auto-removes S3 file on record deletion; failures logged to AWS_Deletion_Log__c
Benefits
  • Major reduction in Salesforce storage consumption and licensing cost
  • Files accessible only through authenticated Salesforce sessions — zero public URLs
  • Partners self-serve file uploads without any admin help
  • Zero orphaned files — S3 storage stays clean automatically, always
100%
Files moved off Salesforce storage
Daily
Automated cleanup of uploaded files
0
Public file URLs exposed
Quote Management · GST Automation

End-to-end quote automation with full GST compliance

QM Seals — Sales Operations

Challenge
  • Sales team manually computing CGST, SGST, and IGST — wrong state rules applied frequently
  • No automated follow-up — deals stalled from missed reminders after quotes were sent
  • PDFs manually downloaded and emailed — inconsistent branding and wrong sender addresses
  • Not-Approved products slipping into accepted quotes, blocking order creation downstream
Solution
  • Auto-applies CGST+SGST or IGST per line item based on account vs. branch state and country
  • Scheduled flow sends Quote PDF reminders at 3/3/5/10-day intervals until expiry or acceptance
  • Quick Action generates a Visualforce PDF matching the approved template, saved as QuoteNumber.pdf
  • Save & Send Email stores PDF in Files and dispatches to Contact Roles in one click
Benefits
  • 100% GST-compliant quotes — zero manual tax calculation errors
  • Automated reminder cycle keeps deals moving with no manual sales effort
  • Quote-to-email time reduced from minutes to a single button click
  • Branded PDFs always sent from the correct branch sales email, automatically
5-step
Automated reminder schedule per quote
Auto
CGST / SGST / IGST split on every line
1-click
Generate, save & send PDF to contacts
BOM · Purchase Orders · Drawing Numbers

Automating BOM matching, PO tax & drawing PDF generation

QM Seals — Operations & Procurement

Challenge
  • BOM records manually matched to products by drawing number — slow and prone to costly mismatches
  • PO tax fields filled manually without any Tax Master reference — compliance gaps everywhere
  • Drawing PDFs inconsistent — missing logos, wrong layout, non-standard file naming across teams
  • Flow and Apex errors went undetected — ops team had zero visibility into automation failures
Solution
  • BOM Table Quick Action shows only products matching the drawing number — searchable lookup, one-click flag
  • PO Line Item tax logic auto-compares vendor vs. branch location and fetches correct GST from Tax Master
  • Drawing Number Quick Action generates a branded A4 landscape PDF with DNLI table, dimensions & image
  • Error__c and Error_Messages__c objects automatically capture every Flow and Apex exception for review
Benefits
  • BOM creation time cut drastically — correct products shown instantly with no manual search
  • PO tax fully automated — no manual GST lookup, no compliance risk on any purchase order
  • Standardised, branded PDFs generated on demand for every drawing — consistent every time
  • Full visibility into automation failures — ops team resolves issues before users are ever affected
Auto
GST applied on every PO line item
A4 PDF
Branded drawing output, on demand
0
Silent failures — all errors logged
Charity Crossing — Nonprofit & Community
Experience Cloud · NPSP · Onboarding

Automating community & volunteer onboarding end-to-end

Charity Crossing — Nonprofit Community Engagement

Challenge
  • Manual registration approvals caused delays and duplicate member records piling up
  • Photo ID validation was entirely manual — time-consuming and inconsistent across staff
  • No self-service portal — volunteers had to register through staff, increasing admin workload
  • Status update emails sent manually — applicants left in the dark after submitting
Solution
  • Responsive Experience Cloud portal with self-service registration for Community Members and Volunteers
  • Photo ID upload with automated document validation workflow and approval/rejection automation
  • Automated email notifications at every stage — submission, approval, and rejection
  • NPSP Contact auto-created on approval — centralised record management with duplicate elimination
Benefits
  • Faster onboarding — approvals happen automatically, no staff intervention needed
  • Duplicate registrations eliminated — clean, accurate member database maintained automatically
  • Volunteers self-register and track status without contacting staff
  • Secure document validation with zero manual review for standard Photo ID submissions
Auto
Contact creation on member approval
0
Duplicate registrations in the system
Self
Service portal — no staff needed to register
Event Management · QR Ticketing

Centralised event registration with QR-based check-in

Charity Crossing — Community Events & Volunteer Initiatives

Challenge
  • Event registrations, cancellations, and communications all handled manually by staff
  • No centralised system for event schedules — tracking participants across events was chaotic
  • On-site check-in was slow and error-prone — no ticket verification mechanism existed
  • No calendar view — volunteers and members couldn't see upcoming events at a glance
Solution
  • Online event registration with cancellation functionality built into the Experience Cloud portal
  • Weekly, monthly, and yearly calendar views for full event visibility across the organisation
  • Automated Ticket ID and QR Code generated per registration — scannable at event entry
  • QR-based participant verification at check-in — instant, accurate, no manual list needed
Benefits
  • Streamlined registration — participants sign up and cancel entirely online, no phone or email needed
  • Faster check-in using QR codes — entry queues eliminated at all events
  • Full event visibility — staff and participants see the complete schedule at weekly, monthly, yearly views
  • Centralised participant tracking — attendance and engagement data captured automatically
QR
Code check-in for every event participant
3-view
Weekly, monthly & yearly calendar
Auto
Ticket ID generated per registration
Salesforce · NPSP · Workflow Automation

Full digital transformation of nonprofit operations & workflows

Charity Crossing — Operations & Administration

Challenge
  • Admin team overwhelmed by repetitive manual tasks — approvals, follow-ups, and data entry daily
  • Temporary registration records accumulated with no cleanup process — database bloating over time
  • Communication workflows entirely manual — staff sent every status and reminder email themselves
  • No scalable system — as the organisation grew, operational complexity grew at the same rate
Solution
  • Salesforce Experience Cloud portal fully integrated with NPSP for centralised member and volunteer management
  • Automated approval workflows and scheduled automation replacing all repetitive admin tasks
  • Scheduled cleanup jobs purge temporary registration records automatically on a defined schedule
  • End-to-end automated email communication — every workflow trigger sends the right message automatically
Benefits
  • Admin workload dramatically reduced — staff focus on impact, not repetitive data tasks
  • Database stays clean and efficient — temporary records auto-purged on schedule
  • Scalable platform — operations can grow without adding administrative headcount
  • Reliable, automated comms — every member and volunteer gets timely, accurate updates
100%
Repetitive admin tasks automated
Auto
Scheduled cleanup of temporary records
Scale
Ready platform — grows with the organisation
AJ Skill Development — Training & HR
Zoho People · Leave Management · HR Automation

Leave management & HR workflow automation using Zoho People

AJ Skill Development — Training & Internship Organisation

Challenge
  • Leave requests managed manually via emails and messages — approvals difficult to track and monitor
  • Multiple leave types had different policies and approval requirements with no automated enforcement
  • HR teams struggled with manual notifications and approval delays across departments
  • Maintaining accurate leave records was error-prone — tracking errors and policy violations went unnoticed
Solution
  • Complete Leave Management System in Zoho People covering Casual, Earned, LOP, Compensatory, Menstrual, and Maternity Leave
  • Auto-approval workflows for routine requests; manual approval workflows for LOP and Maternity Leave
  • Automated email notifications to employees, managers, and HR at every workflow stage
  • Monthly leave accrual, carry-forward setup, and employee-wise leave policy assignment configured
Benefits
  • Fully automated leave management — reduced manual HR effort and approval delays significantly
  • Faster employee leave approvals and communication with improved policy enforcement
  • Better transparency between employees, managers, and HR teams across all leave types
  • Elimination of manual follow-ups and tracking errors — accurate records maintained automatically
7
Leave types configured with distinct policies
Auto
Monthly accrual & carry-forward processing
0
Manual follow-ups or tracking errors
Zoho People · Performance Tracking · Zoho Cliq

Employee performance & appreciation tracking system

AJ Skill Development — HR & People Operations

Challenge
  • No structured process for managing employee feedback and performance improvement tracking
  • Employee recognition and appreciation handled informally — no centralised tracking or workflows
  • Appreciation activities had no automated communication or real-time announcement capability
  • Managers lacked visibility into improvement activities — no review or closure process existed
Solution
  • Custom Process Improvement Log (PIL) service built in Zoho People for structured feedback tracking
  • Appreciation Tracker system with automated workflow-based email notifications to employees, managers, and HR
  • Zoho Cliq integration for real-time appreciation announcements across the organisation
  • Reporting manager review and closure process to ensure every improvement log is actioned
Benefits
  • Structured employee feedback and performance tracking replacing informal ad-hoc processes
  • Improved employee engagement with real-time appreciation notifications through Zoho Cliq
  • Increased transparency in performance reviews — better collaboration between employees, managers, and HR
  • Centralised tracking of achievements and improvement activities with manager closure accountability
Real-time
Appreciation via Zoho Cliq announcements
PIL
Custom improvement log with manager closure
100%
Centralised feedback & recognition tracking
Zoho People · Payroll · Zoho Cliq Dashboard

Centralised HR dashboard, payroll & Zoho Cliq integration

AJ Skill Development — HR Operations & Payroll

Challenge
  • Payroll processing, employee communication, and HR notifications all managed manually
  • No centralised dashboard for employee information — HR teams lacked a single source of truth
  • Announcements and internal collaboration had no integration with real-time communication tools
  • Approval reminders and HR events tracked manually — delays and missed deadlines were common
Solution
  • Custom widget-based HR dashboard with team contact directory, holiday calendar, and document management
  • Payroll cycle and payroll summary configuration enabling accurate, consistent payroll processing
  • Zoho Cliq integration for leave notifications and real-time HR alerts to employees and managers
  • Automated reminder workflows for approvals and HR events — no manual follow-up required
Benefits
  • Centralised employee information hub — HR and managers access everything from one dashboard
  • Reduced payroll processing errors with automated payroll cycle and summary workflows
  • Real-time HR alerts and leave reminders via Zoho Cliq — improved workforce communication
  • Scalable HR management platform supporting better employee self-service for growing teams
1
Centralised dashboard for all HR operations
Auto
Payroll & HR notifications via Zoho Cliq
0
Payroll processing errors after automation
AJ Skill Development — CRM & Intern Management
Zoho CRM · Zoho Desk · EOD Automation

Intern EOD automation & Zoho Desk integration

AJ Skill Development — Intern Operations & Support

Challenge
  • EOD submissions, feedback tracking, and support communication managed manually across multiple platforms
  • No centralised workflow for tracking intern activities or creating feedback records consistently
  • Support tickets created manually with no link to CRM feedback — disconnected systems caused delays
  • Interns had no portal visibility into their submissions, feedback, or ticket status
Solution
  • Automated EOD form submission using Zoho Forms with automatic CRM record creation on every entry
  • Workflow rules and custom functions auto-generate feedback records from each EOD submission
  • Zoho Desk tickets created automatically from CRM feedback records with bi-directional sync
  • Portal access setup for interns with role-based permissions and mandatory resolution note validation on closure
Benefits
  • Fully automated EOD-to-feedback workflow — zero manual tracking or administrative effort
  • Improved support ticket management with consistent CRM and Zoho Desk data synchronisation
  • Interns gain full visibility through self-service portal — faster issue resolution across the board
  • Ticket closure enforced with mandatory resolution notes — complete audit trail maintained always
Auto
EOD-to-ticket pipeline, end to end
2-way
CRM and Zoho Desk sync on every update
0
Manual tracking steps in the workflow
Zoho CRM · Zoho Cliq · Workflow Automation

Real-time notification & workflow automation using Zoho CRM

AJ Skill Development — Internal Operations & Communication

Challenge
  • No centralised notification system — critical CRM events like feedback escalations handled manually
  • One-on-one session updates and follow-up reminders sent manually — delays and missed communications frequent
  • No real-time communication channel for CRM events — teams relied entirely on email and manual alerts
  • Recurring follow-up tasks tracked manually across Attendance and Session modules — inconsistent results
Solution
  • Automated email notifications triggered on critical feedback events based on CRM record criteria
  • Real-time Zoho Cliq notifications for One-on-One sessions — instant alerts to relevant team members
  • Scheduled and recurring follow-up email workflows across Attendance and Session modules
  • Time-based reminder notifications for pending actions — automated across all multi-module workflows
Benefits
  • Real-time communication and alerts for all critical CRM activities — zero missed escalations
  • Improved internal coordination with faster response to critical feedback and operational events
  • Automated reminder management for recurring tasks — manual follow-ups completely eliminated
  • Better workflow visibility and process efficiency across all operational teams
Real-time
Zoho Cliq alerts for every CRM event
Multi
Module automation across Attendance & Sessions
0
Manual follow-ups or missed escalations
Zoho CRM · Portal · Multi-Platform Integration

CRM portal, web forms & multi-platform integration

AJ Skill Development — CRM Ecosystem & Onboarding

Challenge
  • Intern data collection, portal access, and validation processes managed across disconnected systems
  • Manual data entry and lack of integrations affected data consistency and operational efficiency
  • Standard CRM validations insufficient — cross-page validation across multiple interaction types not possible
  • No LMS integration architecture — future scalability for learning management was blocked entirely
Solution
  • Website-integrated Zoho web forms for lead and intern data capture with CRM auto-sync
  • CRM Portal setup with role-based intern access, field-level visibility, and access control configuration
  • Client Scripts for cross-page validation across all CRM page types — beyond standard validation limits
  • API-based LMS integration architecture built for future scalability alongside Desk, Forms, and Cliq integration
Benefits
  • Centralised and scalable CRM platform — improved data consistency across all integrated systems
  • Secure self-service portal access for interns — reduced manual data entry and operational effort
  • Automated validation across multiple CRM page types — consistent data quality enforced everywhere
  • LMS-ready architecture in place — seamless expansion into learning management whenever needed
4+
Platforms integrated — Desk, Forms, Cliq, LMS
Role
Based portal access with field-level control
API
Ready LMS architecture for future expansion