Streamline Approvals & Workflows with Qntrl (Formerly Zoho Orchestly)

21-07-2025 11:48:29 AM - By Jitender Kumar

Qntrl by Zoho – Streamline Business Workflows and Approvals

In every organization, there are workflows that slow things down—not because people aren’t working hard, but because the processes aren’t working smart.
Requests get lost in email threads. Approvals are delayed because someone’s on leave. Projects stall because no one knows who’s responsible next.
If that sounds familiar, it’s time to meet Qntrl (pronounced ‘control’)—Zoho’s dedicated orchestration platform built to streamline, automate, and bring visibility to your workflows and approvals.
Formerly known as Zoho Orchestly, Qntrl is not just another project management tool. It’s your process guardian—ensuring that every task moves forward with clarity, accountability, and speed.

Why Qntrl?

Most teams struggle not because they lack tools—but because their processes are undefined, unmonitored, or unscalable.
Qntrl gives you the power to:
  • Standardize every approval or task flow
  • Assign clear responsibilities
  • Track every request, delay, or bottleneck
  • Eliminate guesswork and manual follow-ups
  • Ensure accountability through every step
Whether you're handling purchase approvals, onboarding new hires, or processing content requests, Qntrl ensures every stakeholder knows what to do, when to do it, and who’s up next.

Key Features / Benefits

Let’s break down what makes Qntrl uniquely powerful:
  • Blueprint-Based Workflows
    Design your business processes visually with Blueprints—a drag-and-drop flowchart where you define stages, transitions, and who approves what.
  • Forms for Data Collection
    Collect structured data for each request using custom forms. Define mandatory fields, default values, and data validation.
  • Smart Notifications & Reminders
    Get notified when actions are pending, transitions are delayed, or tasks are overdue—so nothing falls through the cracks.
  • Automations & Custom Functions
    Use Qntrl’s logic builder and Zoho’s Deluge scripting to automate emails, status changes, task assignments, and more.
  • Role-Based Access Control
    Set permissions so users only see or do what’s relevant to them. Great for sensitive operations like finance or HR.
  • Process Insights
    Track turnaround times, approval delays, and activity logs with powerful built-in reports to help you optimize your workflow over time.

Step-by-Step Guide / Setup Process

Let’s walk through how you can set up a powerful process in Qntrl:

Step 1: Identify Your Process
Pick a process that has multiple steps, stakeholders, or frequent delays. For example:
  • Vendor onboarding
  • Travel reimbursement
  • Sales proposal approvals
  • Content publishing cycle

Step 2: Build a Blueprint
Design your workflow using Qntrl’s Blueprint tool:
  • Define each stage (e.g., Submitted, Under Review, Approved, Rejected)
  • Map transitions (e.g., Approve, Request Info, Reject)
  • Assign roles to each stage and transition

Step 3: Create a Form
Design a form to collect the data you need at the start of the process. Add fields like text boxes, dropdowns, dates, attachments, etc.

Step 4: Set Permissions
Assign roles like “Requester,” “Reviewer,” or “Finance Head,” and configure what each can do or see.

Step 5: Automate & Monitor
Add rules to send notifications or execute custom functions at specific stages. Monitor live tasks via boards and use dashboards for analysis.

Use Cases or Who It’s For

Qntrl fits into nearly every department of your organization. Here are some real-world examples:
  • Procurement Teams
    Design an approval process for purchase requests. Ensure that items are reviewed by department heads, budget holders, and procurement officers before purchase.
  • HR Teams
    Manage onboarding tasks like document collection, account creation, and welcome kit delivery—each with its own responsible team.
  • Finance Teams
    Set up flows for travel reimbursement, invoice approvals, and monthly financial closures. Track delays and ensure compliance.
  • Creative & Marketing
    Coordinate the content production pipeline: request, review, edit, approve, publish—without endless email trails.
  • IT & Admin
    Handle asset requests, access control changes, and issue resolution through a standardized, auditable process.

How Kalki Can Help

At Kalki – The Innovation Luminary, we understand that implementing Qntrl isn’t just about software—it’s about rethinking how your team works.
Here’s what we bring to the table:
  • Workflow Design & Blueprint Mapping – We study your processes and design optimized workflows using Qntrl’s visual tools.
  • Custom Forms & Automations – We build forms, validations, and automate stages using custom scripts where needed.
  • Role & Permission Strategy – We structure roles so that access is secure, functional, and intuitive.
  • Training & Change Management– We onboard your team, train users, and ensure they adopt the new system with confidence.
Whether you're scaling your startup or streamlining a growing enterprise, Qntrl brings order to chaos—and Kalki ensures the transition is smooth, efficient, and future-ready.

Final Word: Control the Chaos with Qntrl

Every business has processes—but few have controlled processes.
With Qntrl, you don’t just complete tasks—you orchestrate them. You turn scattered approvals into seamless flows. You replace guesswork with visibility. And most importantly, you empower your teams to move faster, together.
So if your workflows are messy, your approvals are unclear, or your tasks keep slipping through the cracks—it’s time to take control.
It’s time to switch to Qntrl—and let Kalki show you how to use it to its full potential.

Jitender Kumar