AromaZen / Client case study
The problems.
How we solved them.
What each department needed, what Kriyantha built and how the solution helps the team with its work.
The portal at a glance.
These graphs show the documented department coverage and dedicated tools.
13 configured departments
How each team is supported
- Dedicated department tools
- 7
- Standalone R&D drafting
- 1
- Shared workspace support
- 5
Shared workspace access and specialist department tools are shown separately.
15 dedicated department tools
Select a bar to read that team’s problem and solution.
Counts refer to approved department tool cards. R&D’s standalone drafting workspace is separate.
Human Resources
The problem
Attendance records, leave adjustments and salary sheets needed to match before payroll could be prepared. Employee details also had to be repeated across salary slips and employment letters.
How we solved it
- We built attendance analysis and payroll matching tools that highlight missing employees and let HR review leave and loss-of-pay adjustments.
- We added salary and bonus slip generation, employee letter templates, previews and email delivery with retries for failed recipients.
- Upload attendance
- Match payroll and leave
- Review slips and recipients
- Approve and send
How this helps the team
HR can prepare slips in batches and reuse approved letter templates after checking attendance and payroll matches. This reduces repeated document preparation and lets the team focus on exceptions, amounts and final recipient checks.
Accounts
The problem
Monthly cash-flow reporting required information from several bank statements and a company workbook. Purchase records also needed to be checked against GST portal data to identify differences and missing invoices.
How we solved it
- We built a report generator that reads the supplied statements and workbook, flags reconciliation warnings and produces a protected cash-flow report.
- We added GST reconciliation that separates matched, mismatched, missing and duplicate invoices into a worklist the Accounts team can review and export.
- Upload statements and workbook
- Check balances and warnings
- Generate cash-flow report
- Review the report
How this helps the team
Accounts gets one report-preparation workflow and a focused list of invoice exceptions. This reduces manual report assembly and helps the team concentrate on the discrepancies that need investigation.
Inventory & Asset Management
The problem
IT and general asset information needed one consistent register. Assignments, location changes, warranties and service dates needed to stay connected to the correct asset.
How we solved it
- We built a shared asset register with workbook imports, employee and location assignments, purchase details and supplier information.
- We added service and warranty reminders, movement history, repair records and exports so the team can see which assets need attention.
This solution covers IT and fixed assets. Raw-material, lot and finished-goods stock management is separate work.
- Import asset records
- Assign people and locations
- Record service and movements
- Review due reminders
How this helps the team
Asset assignments, warranties and service history stay together. The team can find ownership and upcoming actions in one register, reducing the need to cross-check separate asset and maintenance records.
Quality Assurance
The problem
Product details, batch dates and laboratory observations needed to be transferred accurately into a consistent Certificate of Analysis (COA). Missing fields and corrections had to be caught before the document was issued.
How we solved it
- We built COA preparation around an approved template, with manual, spreadsheet and voice-note inputs that QA can check and edit.
- We added missing-input checks, date warnings and document previews, followed by Word and PDF downloads.
QA retains responsibility for checking test results and formally releasing a batch.
- Enter batch and test results
- Check fields and warnings
- Preview the COA draft
- Download Word and PDF
How this helps the team
Analysts can reuse the approved COA format and review entered or voice-mapped results before export. This reduces repeated formatting and gives QA a clearer point to catch missing fields or corrections before issue.
Regulatory
The problem
Formula details, the Creation COA and ingredient references needed to agree before regulatory documents were prepared. Product mismatches, unresolved ingredient identities and source changes needed to remain visible during review.
How we solved it
- We built a workflow that checks the uploaded formula and COA, records ingredient sources and highlights mismatches or unresolved information for review.
- An approved source snapshot feeds the Safety Data Sheet (SDS), IFRA Certificate, IFRA Amendment, Allergen Report and EU REACH Declaration. Source changes require a new workflow.
The Regulatory owner reviews the evidence and suitability for the intended product and market.
- Upload formula and COA
- Review identities and sources
- Approve the source snapshot
- Prepare regulatory documents
How this helps the team
The team can prepare several documents from the same reviewed source snapshot. Reusing checked product and ingredient information reduces repeated entry and helps keep the document set consistent.
Marketing
The problem
Customer requirements, samples and feedback needed a structured record. When a request moved to Merchandising, Marketing needed to see whether it was accepted, rejected or waiting for clarification.
How we solved it
- We built lead capture with contact details, product interest and priority, plus a handover to the Merchandising review queue.
- We added clarification replies, retained decision history, sample tracking, feedback and employee or team reporting.
- Capture customer requirement
- Submit to Merchandising
- Reply to clarification
- Track decision and feedback
How this helps the team
Marketing can see request status, sample feedback and clarification history in one place. This makes follow-ups easier to prioritise and reduces the need to reconstruct a handover from separate notes.
Merchandising
The problem
Marketing requests needed a clear decision owner and response history. Shipping information also had to be repeated across four export documents, making consistency between the files essential.
How we solved it
- We built a shared request queue where Merchandising can accept, reject or ask for clarification, with the response and responsible person recorded.
- We added document extraction into one review form. The checked fields generate the Packing List, Hazardous Cargo Request, IMO Dangerous Goods Declaration and Multimodal Dangerous Goods Form.
The team checks shipment and transport information before generation; dispatch and carrier approvals remain separate.
- Upload shipping document
- Check extracted fields
- Generate four documents
- Download the export pack
How this helps the team
One reviewed set of shipment fields feeds four export documents, reducing repeated entry and helping keep product, quantity and packing details consistent. Recorded lead decisions also give Marketing a clear response to follow up.
Research & Development
The problem
Research observations and supplied test information needed to be turned into consistent documents that could be reviewed before sharing with other technical teams.
How we solved it
- We built a standalone drafting workspace with supported templates, manual and spreadsheet inputs, and assistance for mapping notes or voice recordings into document fields.
- The user can review the entered values, check the preview and download the prepared document.
This is document drafting support. A complete research-trial and formula-management workflow is outside this implemented scope.
- Choose an approved template
- Add recorded observations
- Review the document draft
- Download the document
How this helps the team
Researchers can turn recorded observations into a reviewable draft without rebuilding its format each time. That leaves more attention for checking measurements and technical content before sharing the document.
Creation Labs
Shared workspace supportThe problem
Creation work needed controlled access to relevant company knowledge and AI assistance while keeping technical information within the right department permissions.
How we solved it
- We added Creation Labs to the portal’s department access structure, allowing authorised users to use shared AI and the knowledge collections they are permitted to access.
Dedicated brief intake, trial tracking and formula approval workflows have not yet been implemented.
How this helps the team
Authorised users get a consistent place to consult permitted company knowledge and use shared AI assistance. This supports information lookup while keeping access tied to individual accounts and department permissions.
Production
Shared workspace supportThe problem
Production users needed a controlled way to consult approved company instructions and reference information through the portal.
How we solved it
- We configured Production as a department within the shared platform. Authorised users can access permitted knowledge and AI assistance through individual accounts.
Production planning, material consumption and batch execution workflows have not yet been implemented.
How this helps the team
Authorised staff can consult permitted instructions and company references through the portal. This gives them a consistent starting point for information lookup while keeping access within their assigned role.
Sourcing
Shared workspace supportThe problem
Sourcing needed department-based access to relevant company information and shared AI assistance for its work.
How we solved it
- We added Sourcing to the portal’s department structure, with access to the shared workspace and permitted knowledge collections under the company’s role controls.
Supplier qualification, quotation comparisons and purchase-order workflows have not yet been implemented.
How this helps the team
Sourcing users can look up permitted company information and use supported AI assistance through their own accounts. This provides a consistent access point for reference work without relying on a shared AI login.
Graphics
Shared workspace supportThe problem
Graphics users needed controlled access to the company reference information available to their team.
How we solved it
- We configured Graphics within the portal’s department access structure, giving authorised users shared AI assistance and access to permitted company knowledge.
Dedicated artwork revision, review and print-release workflows have not yet been implemented.
How this helps the team
Team members can consult permitted company references and use AI assistance in one controlled workspace. This supports reference lookup and drafting assistance within the company’s access rules.
AI Labs
Shared workspace supportThe problem
The company needed individual AI access, permission-based knowledge retrieval and visibility into usage and spending instead of relying on shared AI accounts.
How we solved it
- We built the shared platform with individual logins, role and department checks, controlled knowledge retrieval, usage records and configurable AI spending limits.
- Administrative tools provide the platform controls used to oversee this shared AI service.
These are shared platform capabilities; a separate AI Labs governance application has not yet been implemented.
- Sign in individually
- Apply access permissions
- Use permitted knowledge
- Record AI usage and cost
How this helps the team
Usage and estimated-cost records help administrators review demand and adjust spending limits. Individual accounts also make activity easier to trace, supporting more accountable use of the shared AI service.