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Illustrative scenarios

Illustrative scenarios for custom business applications.

These examples show how an everyday problem can become a first, focused tool. They are illustrative: your solution will depend on your users, data and rules.

Explore the 30 use cases →Describe your need →
Read a scenario in three steps

Current situation → possible tool → intended outcome.

SituationFiles, emails and repeated data entry→Possible toolA clear, shared workflow→ObjectiveLess friction, more visibility
01B2B services · Operations

Case tracking and approvals

Before: multiple spreadsheets, attachments and email reminders. Tool: one case with an owner, status, documents, deadlines and an approval workflow.

RolesDocumentsFollow-upsHistory
Intended outcomeKnow immediately who needs to act

One source, with traceability visible according to permissions.

Explore how it works
Who does what
Requester → owner → approver. The case retains its status, documents and the decision made by each role.
When something falls outside the usual process
A document is missing? The case returns to the requester with a reason; a rejected approval remains in the history.
What we test together
Test an accepted case, a rejection and a request for more information; check access and history at each stage.
Explore this solution →
02Sales · Sales management

A CRM that fits the actual sales cycle

Before: an overcomplicated CRM plus parallel spreadsheets. Tool: only the useful stages, with follow-ups, documents, history and the indicators the team actually uses.

Sales cycleFollow-upsQuotesKPI
Intended outcomeRestore a reliable sales view

Without imposing 200 fields and 40 unnecessary screens.

03Maintenance · Field teams

Mobile field-service application

Before: assignments by phone, photos on WhatsApp and reports re-entered at the office. Tool: assignment, checklist, photos, parts, signature and a generated report.

MobileSchedulingPhotosPDF
Intended outcomeConnect field teams and the office

Information is entered once, in the right place.

Explore how it works
Who does what
The planner assigns the job; the technician records the evidence; the manager reviews the report.
When something falls outside the usual process
A job cannot be completed? The technician records the reason and next action. Offline requirements are assessed separately.
What we test together
Follow a job from creation to report; check document availability and that roles do not need to re-enter information.
Explore this solution →
04Construction · Project managers

Focused construction-site tracking

Before: snags, photos, subcontractors and progress scattered across files. Tool: sites, work packages, actions, snags, photos and a customer view.

SitesSnagsPhotosPortal
Intended outcomeA clear view of site progress

Without implementing a full construction ERP.

05Management · Business control

Consolidated multi-source reporting

Before: monthly exports, copying and pasting, and fragile formulas. Tool: source collection, checks, shared calculations, alerts and a dashboard.

APIImportsKPIAlerts
Intended outcomeArrive at the meeting with the figures ready

The aim is to reduce the time spent consolidating data.

06Property · Customer service

Customer tracking portal

Before: repeated calls asking for documents and progress updates. Tool: a secure space showing stages, missing documents, messages and next actions.

PortalDocumentsStatusesNotifications
Intended outcomeReduce requests for status updates

Customers see the information they are authorised to access when they need it.

07Training · Administration

Training administration workflow

Before: enrolments, documents, invitations and certificates managed across several tools. Tool: a learner record, checklist, reminders and automated document generation.

EnrolmentsFollow-upsDocumentsAttendance
Intended outcomeAutomate repetitive administration

The team retains control of exceptions and human decisions.

08Distribution · Sales administration

Quotes and special-terms approval

Before: pricing requests by email and verbal approvals. Tool: configuration, threshold rules, approval, quote generation and history.

PricingApprovalPDFHistory
Intended outcomeMove faster without losing control

Commercial exceptions remain subject to explicit approval.

09Industry · Quality

Non-conformance workflow

Before: Excel forms, photos and corrective actions scattered across files. Tool: reporting, classification, owners, deadlines, evidence and closure.

QualityActionsEvidenceTraceability
Intended outcomeTrace the process from start to finish

A clear view of outstanding actions and how long they have been open.

10Internal support · AI

Internal knowledge assistant

Before: procedures and answers scattered across folders. Tool: natural-language search with source excerpts and permission checks.

AISearchSourcesPermissions
Intended outcomeFind information faster

The assistant helps retrieve information; it does not replace business rules.

11IT department · Service Desk

ITSM portal and incident / request management

Before: a shared inbox, inconsistent categories and manual SLA tracking. Tool: a portal, guided forms, routing, queues, priorities, SLAs and a complete history.

IncidentsRequestsSLAKnowledge base
Intended outcomeStructure support without adding unnecessary complexity

Agents see what actually needs their attention.

Explore how it works
Who does what
The requester describes the need; support qualifies and assigns it; the manager arbitrates priorities.
When something falls outside the usual process
A commitment is at risk? An explicit escalation identifies the next owner. Priority rules remain defined by the IT department.
What we test together
Test ticket assignment, reassignment and escalation; check visibility by role and how response times are measured.
Explore this solution →
12IT operations · Change

Change workflow and operations dashboard

Before: scattered approvals and manually produced reporting. Tool: risk classification, approvals, calendar, tasks, rollback, evidence and a backlog/SLA dashboard.

ChangeApprovalsBacklogKPI
Intended outcomeConnect governance with day-to-day operations

Keep traceability without turning the process into bureaucracy.

Illustrative scenario library

30 situations to filter by industry, role, need and tool.

Beyond the twelve illustrations above, the library helps you find a scenario close to your work and its related solution page, without presenting it as a customer case study.

Need

Start with a problem

Critical spreadsheets, re-keying, poor visibility, approvals or documents.

Filter the use cases → Industry

Start with your activity

Maintenance, construction, industry, services, property, training or IT.

Filter the use cases → Tool

Start with the solution you have in mind

CRM, portal, field application, workflow, dashboard, ITSM or AI copilot.

Filter the use cases →
Open the use-case library →
Combinations

A Smart Tool can also connect several needs.

For example, a field-service application can include scheduling, inventory, report generation, a customer portal and a dashboard in the same workflow.

Field teams

Scheduling + intervention + report

From the appointment to the signed PDF.

Sales

CRM + quote + approval

From prospect to approved offer.

Operations

Case + workflow + portal

From the request to customer tracking.

Management

Data + alerts + AI

From scattered sources to a prepared decision.

Your case

You already have the best example:
your current process.

Describe the process and mention any files or screenshots you could share later through an agreed secure channel.

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