CrystalTrack

Accelerate your operations through smart automation.

Workflow, requests, portfolios and AI-assisted reporting in one platform

Every administration and every company runs on procedures: a purchase requisition, an incident, a maintenance order, a leave request, a change request, a citizen’s application. Most of them still live in email, paper and spreadsheets, so nobody can answer three simple questions: where is my request, who is late, and how long does this procedure really take.

CrystalTrack answers those three questions for every procedure of the organisation.

What it is

CrystalTrack is a workflow, request and portfolio platform designed, developed and owned by Evolusys, in production since 2011 and now at version 4.

An administrator describes a procedure as a sequence of tasks with their forms, owners, deadlines and rules. CrystalTrack generates and deploys the executable process on its jBPM engine, routes the work to the right people, notifies them by mail, SMS, WhatsApp or push, records every step, and produces the reports, KPIs and dashboards that management needs. AI agents can be attached to any process to draft, summarise, analyse or produce executive briefings.

What makes it different

Dynamic process generation: procedures are configured as tasks, execution steps and rules; the BPMN is generated and deployed automatically, without a process modeler and without downtime.
Forms without code: user-defined attributes, lookups, decision tables and colour rules define forms and grids.
Portfolio and project tracking in the same platform as the procedures.
AI built in: agent crews on CrewAI, natural-language questions over your data and AI reports on OpenAI, Anthropic Claude or DeepSeek.
Multi-company, multi-language, multi-calendar: English, French and Arabic with right-to-left, Gregorian and Hijri calendars.
Enterprise integration: REST and WebSocket APIs, LDAP and Active Directory, single sign-on, OpenKM, S3, mail, SMS and WhatsApp gateways.
Open, auditable stack: Java EE, jBPM, MySQL, Jasper Reports and Angular, on premise, private cloud or hosted by Evolusys.

CRYSTALTRACK APPLICATIONS

Requests Management

Create and process requests, tasks and execution steps with the complete lifecycle: claim, delegate, suspend, transfer, reopen and archive. Request cards, KPIs, payments, attachments and full traceability.

Reporting, KPIs and Dashboards

Query builder over live, cached or operational data store sources; user-defined reports, 88 PDF templates, KPIs, dashboards per role and AI reports as PDF, Excel or DOCX.

Portfolios and Projects (Plantrack)

Portfolios, projects, tasks, milestones, baselines, dependencies, Gantt charts, activity reports and timesheets with validation workflows, investments, amendments and generative AI summaries.

Communication Management

Messages and notifications in the application, by mail, SMS, WhatsApp and push, configurable per task and per event, with delegation notifications.

Attendance Management

Attendance devices and events, shifts and timetables, exceptions, holidays, missions, absence requests linked to the workflow engine, monthly views and transfers to payroll.

Settings and Global Settings

Companies, users, roles and permissions, customers, suppliers, contracts, workflows, process domains, AI agents and crews, lookups, calendars and calendar systems, currencies, time zones and reporting feeds.

AI capabilities

LLM connections to OpenAI, Anthropic Claude and DeepSeek, selectable per use case, with token limits and cost tracking.
AI agents and crews with roles, goals and tools (SQL, web, files, PDF, charts, platform actions), executed with timeouts, watchdog and logs.
Natural-language queries answered by schema-aware SQL over operational, reporting and audit data, returned as tables, charts, PDF or Excel.
AI reports that produce executive briefings as PDF, Excel or DOCX, and generative assistance inside requests and projects.
Governance: data-changing actions go through explicit tools and are logged; runs are cancellable and costs are visible.

Implementation approach

Procedure workshop (1 to 2 days per procedure): map the as-is, simplify, define tasks, owners, forms, rules, deadlines and KPIs.
Configuration in days: categories, tasks, execution steps, attributes, notifications, reports and dashboards; the process is generated and deployed.
Integration: directory, mail, SMS or WhatsApp, document management and data feeds.
Pilot and training with one department, then roll-out of additional procedures every two to four weeks.

Typical timelines: first procedure live in 3 to 6 weeks; a department with five procedures in 3 to 4 months.

CRYSTALTRACK IN ACTION

From processes tracking with CrystalTrack to complete business management on CrystalCore.