CASE STUDY
Streamlining RFQ Management in Defense with AroTrace
AI Automation for RFQ Management and PLM Traceability
In the defense industry, RFQ (Request for Quotation) and letter management are critical, high-stakes processes. Yet, many organizations still rely on fragmented email inboxes and manual documentation, leading to missed deadlines, compliance risks and poor adoption of PLM tools. A leading defense organization partnered with Arorian to integrate RFQ management workflows into its PLM ecosystem by deploying AroTrace with AI automation. The result: fully traceable RFQ handling, faster response times and audit-ready communication trails.
THE CHALLENGE
Fragmented RFQ Handling Outside PLM
Although the organization had already invested in PTC Windchill for PLM, critical RFQ workflows remained outside the system. RFQs were exchanged via email, with multiple clarifications and attachments scattered across inboxes. Engineers and procurement staff struggled with:
1. Email Overload
RFQs and clarifications arrived via Outlook without structure, making it difficult to track ownership, deadlines, or context.
2. Manual Document Duplication
Teams manually copied and stored RFQ-related files into PLM folders, wasting time and creating inconsistencies.
3. Lack of Traceability
Communications between customers, engineers and procurement teams were fragmented across tools, making audits difficult and error-prone.
4. Compliance Risks
In a defense environment, missing a document or failing to link an RFQ to its corresponding BOM or project could create major regulatory gaps.
The organization needed an integrated solution that captured RFQs directly from email, maintained full traceability and accelerated responses — while ensuring compliance.
THE SOLUTION
RFQ-to-PLM Automation with AI Email Categorization
Arorian implemented the AroTrace RFQ Management Module, extending Windchill with traceability, process orchestration and AI-powered automation.
The new workflow combined automation and human oversight to ensure accuracy:
1
Email Intake with AI Categorization
Through Outlook integration, emails and attachments were automatically captured in AroTrace, where AI-based logic categorized each message as an RFQ, clarification, or follow-up to maintain workflow accuracy.
2
RFQ Object Creation
AroTrace created structured RFQ records and linked them directly to Windchill documents, projects, and workflows.
3
Workflow Orchestration
The system automatically assigned tasks to engineering, procurement and documentation teams, ensuring deadlines were met.
4
Communication Logging
AroTrace captured every email, query and response in a single RFQ thread, ensuring nothing was lost.
5
Dashboards & Reporting
AroTrace provided a real-time pipeline view of open, due and closed RFQs, with SLA tracking and audit-ready compliance reports.
THE OUTCOME
Traceable, Compliant and Scalable RFQ Management
By using AroTrace the defense organization achieved:
100% RFQ Traceability
The system linked every RFQ from the initial email to the final PLM record, enabling full audit trails.
Faster Response Times
Automated task allocation and AI categorization allowed teams to focus on engineering and supplier coordination instead of inbox management.
Audit-Readiness for Defense Compliance
A complete communication history was available for each RFQ, supporting strict defense regulations.
Boosted User Adoption of PLM
With RFQs fully integrated into Windchill workflows, teams embraced PLM as the true “single source of truth”.
Foundation for Digital Expansion
The platform positioned the organization to extend RFQ workflows into supplier collaboration, compliance communications and CRM/ALM integrations.
Start Your Proof of Concept with AroTrace
Validate how AroTrace can transform RFQ and letter management in your engineering and procurement workflows.
DURATION
2–4 weeks, depending on scope and complexity
COMMITMENT
No obligation to continue if success criteria are not met
AGREEMENTS
NDA and Proof of Concept Statement of Work (SOW) signed prior to kickoff
SUPPORT
Full access to Arorian’s engineering and product teams throughout the POC
ABOUT ARORIAN
Arorian is a global leader in providing digital solutions and services that drive transformation and growth for businesses across various industries. With a focus on innovation and excellence, Arorian delivers unparalleled value to its customers by harnessing the power of technology to solve complex challenges.
