This case study explores the implementation of Zoho Projects and Zoho Analytics across two distinct business units within a communications group, designed to strengthen project visibility, task management, and workload distribution. Each instance was configured with pre-populated project templates, structured task lists, SLA-based notifications, and clearly defined team associations to promote consistency and accountability.
The Solution
Each business unit had its own tools, terminology, and way of working. One focused on campaign delivery; the other managed traffic and production scheduling. The first step was to map out their workflows in detail, identifying where tasks overlapped, where approval points existed, and where automation could safely step in. From there, we built two separate Zoho Projects environments, each configured to suit the unit’s structure but still aligned to group-wide standards.
Each instance included:
Pre-built project templates tailored to each team’s processes.
Structured task lists and subtasks, designed to promote visibility across dependencies.
SLA-based notifications to flag overdue actions and support service-level tracking.
Defined roles and permissions, giving users clear ownership and avoiding conflicts in access.
Team associations and approval hierarchies, providing a simple way to route work through the right people.
The focus was on making the most of Zoho’s built-in Analytics tools. By utilising the standardised data structures and leveraging the platform’s pre-configured dashboards, both teams gained real-time visibility into project health, utilisation, and SLAs.
Building the Integration
One of the business units also needed to integrate its project data with Chase Software, which handled financial and job tracking. We developed a direct API integration, with Zoho as the initiating system. Every three minutes, Zoho called Chase to create or update projects, ensuring that both platforms stayed in sync. This meant:
Projects created in Chase appeared automatically in Zoho Projects.
Updates flowed in near real-time, reducing manual data entry.
The connection took into account the API rate limits and data ownership rules, built through custom functions to map identifiers correctly.
The Result
At the end of the engagement, both business units had:
Configured Zoho Projects environments.
Zoho Analytics workspaces aligned to group standards.
An API integration with Chase Software for near real-time project sync.
Enhanced SLA visibility and workload tracking.