Project Details

Overview

The Project Details page is the comprehensive command center for managing all aspects of an individual project throughout its entire lifecycle. This page consolidates project information, status tracking, time management, quality control, approval workflows, estimates, client details, and file management into a single unified interface organized through a tabbed navigation system.

The page adapts its functionality based on the project type (Packaging, Creative, Cores, Consulting, or Administrative), displaying relevant controls and hiding those that do not apply. Visual color coding provides immediate recognition of project state: active projects appear with the standard background, completed projects display a distinct completed background, and invoiced projects show an invoiced background.

This page serves project managers, designers, proofers, account managers, and clients, providing each role with the tools they need to advance the project through its workflow stages from initial request to final delivery and billing.

Business Value

Why Does This Matter to the Company?

1. Single Source of Truth - The Project Details page eliminates the need to navigate between multiple screens or systems to manage a project. All project information, from initial setup through final delivery, resides in one location. This consolidation reduces errors caused by information scattered across different systems and ensures all stakeholders work from the same data.
2. End-to-End Project Lifecycle Management - The page guides projects through their complete lifecycle with enforced workflow stages. Status validation prevents premature advancement, ensuring quality gates are met before projects proceed. This systematic approach reduces rework, improves quality, and ensures consistent delivery standards.
3. Time and Cost Transparency - Integrated time tracking directly on the project page connects labor effort to deliverables. Managers see real-time cost accumulation against budgets, enabling proactive intervention before projects exceed financial targets.
4. Client Approval Integration - The approval workflow built into the project page creates a structured process for client sign-off. This reduces email back-and-forth, creates audit trails of approval decisions, and prevents work from advancing before customers have formally approved.
5. Quality Assurance - Built-in quality control tracking ensures problems are documented, assigned, and resolved. Historical quality records enable pattern analysis and process improvement.
6. Billing Accuracy - Integration between project work (artworks, time) and purchase order estimates ensures billable work has proper financial documentation before invoicing, reducing billing errors and improving cash flow.

Business Benefits

For Project Managers

• Complete Project Visibility: All project aspects accessible from one page without navigation overhead
• Workflow Enforcement: System prevents skipping required stages, ensuring consistent quality
• Budget Monitoring: Real-time visibility into project costs versus allocated budget
• Team Coordination: Task assignment and status updates keep team members aligned
• Client Communication: Client notes and notifications streamline customer communication

For Designers and Production Staff

• Clear Work Queue: Status-based workflow shows exactly where the project stands
• Time Entry Integration: Log time directly on the project being worked
• Artwork Management: Add, modify, and track individual artwork items within the project
• Revision Tracking: Clear history of changes and alterations for reference

For Account Managers

• Financial Oversight: Budget, estimates, and billing information consolidated in one view
• Client Details Access: Quick reference to client contact and billing information
• Approval Monitoring: Track where projects stand in customer approval workflows
• Report Generation: Multiple export options for client communication and internal reporting

For Quality and Compliance

• Audit Trail: Complete history of status changes, modifications, and user actions
• Problem Documentation: Structured quality issue tracking with resolution workflow
• Change History: Detailed record of who changed what and when

For Clients (External Users)

• Approval Participation: Review and approve artwork through structured approval journeys
• Project Visibility: Monitor project progress without phone calls or emails
• File Access: Download completed artwork files when projects reach delivery stage

Usage Scenarios

Scenario 1: Starting a New Project

A project coordinator receives a new packaging design request from a client. They navigate to the Project Details page for the newly created project and complete the initial setup: entering project description, assigning team members, selecting the appropriate budget allocation, and specifying the number of artwork items expected. The Edit tab allows configuration of project parameters while the Tasks tab enables delegation of initial work to designers.

Scenario 2: Daily Design Work

A designer begins their workday by opening a project assigned to them. They review the current status and status notes on the Status tab to understand where the project stands. After completing design work, they log their time on the Time tab, then update the project status to indicate progress. If the project type is Packaging or Creative, they manage individual artwork items on the Project Info tab.

Scenario 3: Proofing and Quality Review

A proofer receives notification that a project is ready for review. Opening the Project Details page, they navigate to the Quality tab to document any issues found during review. If problems exist, they add quality records specifying the nature of the issue. These records trigger notifications and create accountability for resolution. The status is updated to reflect the proofing stage, and the team is notified of findings through status notes.

Scenario 4: Client Approval Process

An account manager prepares artwork for client review. On the Approvals tab, they initiate an approval journey, selecting which artwork pieces to submit and specifying the approval stages and team members involved. The client receives notification and can review artwork through their external portal. As approvals come in or revisions are requested, the account manager monitors progress on the Approvals tab and coordinates with the design team on any required changes.

Scenario 5: Project Completion and Billing Preparation

As a project nears completion, an account manager reviews the Estimates tab to ensure all billable work has proper purchase order coverage. They verify artwork assignments match estimate placeholders and that time entries are correctly categorized. The Reports tab provides multiple export options for creating client deliverables. Once everything is verified, the status advances to completion, and the project becomes eligible for invoicing.

Scenario 6: Project Duplication for Recurring Work

A client submits a repeat request similar to a previous project. Rather than starting from scratch, the project manager opens the original project's Details page, navigates to the Copy tab, and initiates project duplication. The new project inherits settings, team assignments, and structure from the original, requiring only modification of project-specific details rather than full setup from zero.

Scenario 7: Multi-Language Project Management

An international packaging project requires artwork in multiple languages. The Translations tab manages language requirements, specifying which translations are needed and tracking translation vendor assignments. Language groups can be created for consistent multi-language treatment across similar projects, and translation information records document vendor submissions and deliveries.

Industry Context

How Similar Functionality is Used Across Industries

Creative and Design Agencies

Design agencies worldwide use project management systems with similar comprehensive project pages. The standard approach combines project metadata, workflow status, deliverable management, time tracking, and client collaboration in a unified interface. The tabbed organization pattern is industry-standard for managing complex information sets without overwhelming users.

Packaging and Label Production

The packaging industry specifically requires tight integration between design workflow, compliance checkpoints (quality tabs), client approvals, and production handoff. The Project Details page mirrors this industry-specific workflow, with distinct handling for packaging artwork complexity, revision chains, and manufacturing specifications.

Print Production and Prepress

Prepress operations track jobs through similar status progressions from design through proofing to production. Quality control integration addresses the industry's need for error prevention before costly print runs. File management handles the transfer of final artwork to production equipment.

Professional Services Firms

Service firms track time against projects for billing, matching the Time tab functionality. The combination of effort tracking with financial estimates enables accurate billing and profitability analysis standard in consulting and professional services.

Manufacturing Project Management

Manufacturing support organizations use similar project pages to track custom orders, engineering changes, and production jobs. The status workflow concept originates from manufacturing process control, adapted for creative production.

Industry Best Practices Implemented

• Single Page Application Pattern: Tabbed interface keeps all functions accessible without page navigation
• Status-Based Workflow: Enforced progression through defined stages ensures process compliance
• Integrated Approval Workflow: Direct client participation in approval reduces email overhead and creates audit trails
• Time-to-Project Association: Direct billing association standard in professional services
• Version Control Concepts: Artwork alterations and revision tracking mirror software version control principles

Business Logic Details

Project Types and Their Workflows

The system recognizes five project types, each with distinct characteristics:

Packaging Projects

Designed for label and packaging artwork, these projects support multiple artwork items with individual complexity ratings and per-piece billing. Each artwork can have dimensions, specifications, and manufacturing details. Alterations create revision chains tracking design evolution. Approval journeys submit packaging artwork for customer sign-off.

Creative Projects

Used for advertising, design, and creative services work, these projects also support multiple artwork items with complexity-based pricing. Creative artworks have type classifications and can include print specifications. The workflow supports iterative design processes with alteration tracking.

Cores Projects

Specialized for core tape artwork requests, these projects support one core request record per project with specific product specifications (core type, width, brand/color combinations). Core requests have their own acceptance and approval workflow, with PDF artwork uploads for each language variant.

Consulting Projects

Time-based projects for advisory and consulting services. Simplified workflow without artwork approval requirements. Focus on time tracking and billing.

Administrative Projects

Internal projects for non-billable administrative work. Minimal workflow controls for internal tracking purposes.

Project Status Lifecycle

Projects progress through a defined sequence of status stages:

Initial Phase (Status 0.5 - 1.9)

• Request received from client
• Project submitted and configured
• Pre-design translations arranged if needed

Design Phase (Status 2.0 - 2.6)

• Artwork in active design
• First and final proofing stages
• Revision and alteration status for design changes

Completion Phase (Status 3.0 - 3.8)

• Artwork complete
• Sent to approval workflow
• Customer approval stages
• Approval finished

Finalization Phase (Status 4.0 - 4.5)

• Ready to finalize
• Final file review
• Final artwork attached

Terminal Status (Status 5.0 - 7.0)

• Complete (successful finish)
• Obsolete (cancelled)
• On Hold (paused, can resume)

Projects cannot skip stages arbitrarily. The system validates that prerequisites are met before allowing advancement. For example, per-piece projects must have artwork complexity defined before reaching completion stages.

Approval Journey Workflow

The approval system creates structured workflows for customer sign-off:

1. Journey Creation: Account manager initiates approval journey, specifying stages and approvers
2. Artwork Submission: Selected artwork pieces are submitted to the journey
3. Multi-Stage Review: Each approval stage has assigned team members who can approve or return artwork
4. Status Tracking: Individual approval actions are recorded with timestamps and comments
5. Completion: When all required approvals are received, the journey completes and the project can advance

The Approvals tab highlights in red when an active approval journey exists, drawing attention to projects requiring customer action.

Time Tracking Integration

Time entries are associated directly with projects and can be linked to specific activities and artwork items:

• Regular Time: Standard hourly entries for project work
• Fixed Costs: Non-hourly costs entered per activity
• Per-Piece Time: For per-piece billing projects, time associated with specific artworks
• Budget Monitoring: System tracks time costs against project budget and alerts at threshold levels

Quality Control Process

Quality records document problems found during review:

1. Problem Identification: Quality issues logged with type classification
2. Assignment: Problems assigned to responsible parties
3. Resolution Tracking: Status updates track resolution progress
4. Historical Record: All quality issues remain in project history for compliance and analysis

The Quality tab highlights in red when unresolved quality records exist.

Task Management

Project tasks enable work delegation and tracking:

1. Task Creation: Assign specific work items to team members
2. Due Date Tracking: Tasks have deadlines for accountability
3. Completion Recording: Tasks marked complete with attribution
4. Communication: Comments enable collaboration on task resolution

The Tasks tab highlights in red when incomplete tasks exist.

Key Features

Tab Navigation

Project Header

The page header displays critical project identification:

• Project ID and reference number
• Current status with visual indicator
• Project type classification
• Team member assignments
• Due date information
• Budget and financial summary

Visual Status Indicators

Artwork Management (Packaging/Creative Projects)

For project types that support artwork:

• Add new artwork items with specifications
• Track complexity ratings for per-piece billing
• Manage alteration chains showing design evolution
• Associate artwork with purchase order placeholders
• Submit artwork to approval journeys

Report Generation

Functional Components

Status Update Form

The Status tab provides comprehensive status management:

• New Status Selection: Dropdown with all available status values
• Status Notes: Freeform text describing the update
• Due Date Setting: Adjust project deadline
• HOT Flag: Mark or unmark project as urgent priority
• Hours Addition: Log time during status change
• Client Notes: Notes visible to customers with optional email notification
• Undo Capability: 30-second window to reverse recent status changes

Status-specific features appear based on the selected status:

• Alteration reminders at revision status
• Error documentation forms at file proof status
• File upload controls at artwork attachment status

Approval Journey Management

The Approvals tab (for Packaging, Creative, and Cores projects) provides:

• Journey Overview: Current journey status and stage
• Artwork List: Artworks submitted for approval
• Approver Status: Individual approval actions and comments
• Submission Controls: Add artwork to journey
• Completion Tracking: Progress toward full approval

Time Entry Grid

The Time tab displays:

• Time Records: All hours logged against the project
• Activity Breakdown: Time categorized by activity type
• Cost Calculations: Dollar amounts based on billing rates
• Entry Management: Add, edit, or remove time entries (within permission constraints)

Project Editing

The Edit tab enables configuration changes:

• Basic Information: Project name, description, notes
• Budget Settings: Budget amount, per-piece configuration
• Activity Configuration: Which activities apply to this project
• Team Management: Add or remove team members
• Invoice Group Assignment: Billing group selection
• Change History: Audit trail of all modifications

File Management

The Files tab handles project file storage:

• File Upload: Add working files and deliverables to the project
• File Organization: View uploaded files with metadata
• Download Access: Retrieve files for use or delivery
• Version Awareness: Multiple versions of files can be tracked

Relationship to Other System Components

Dashboard Integration

The Project Details page is the destination for all project links on the Dashboard. Project ID clicks navigate directly here. The Dashboard's project list shows summary information; clicking through provides full detail on this page.

Search System

The project search function returns results linking to Project Details pages. Users can find projects by ID, reference number, or other criteria and navigate directly to the full details.

Invoice and Billing

The project page connects to billing through:

• Invoice Group Assignment: On the Edit tab, projects are assigned to billing groups
• Estimate Association: The Estimates tab links artwork to purchase orders
• Time Entry Billing: Time records flow to billing calculations

Client Management

Client information displayed on the Client tab comes from the client management system. The client hierarchy (Corporation, Division, Business Unit, Marketer) provides context for the project's organizational placement.

Employee and Team Management

Team assignments draw from the employee management system. Time entries associate with employee records for labor tracking. Task assignments connect responsible parties to deliverables.

Approval System

The Approvals tab integrates with the broader approval journey system. Customers access approval functions through their external portal, with actions synchronized to the project page. Approval completion triggers project status progression.

Reports and Analytics

Export functions feed external reporting. Data from the project page (status history, time entries, artwork details) populates management reports and client communications.

File Storage

File uploads connect to the cloud storage system. Files uploaded through the Files tab are stored securely and made available for download by authorized users.

Summary

The Project Details page serves as the operational hub for project management within the Artis system. By consolidating all project functions into a single tabbed interface, the page enables efficient project execution from initial setup through final delivery and billing.

The page provides:

• Comprehensive Information Access: All project data in one location without navigation overhead
• Workflow Enforcement: Structured progression through defined project stages
• Financial Integration: Time, estimates, and billing connected to project work
• Client Collaboration: Approval workflows enable structured customer participation
• Quality Assurance: Built-in quality tracking ensures delivery standards
• Team Coordination: Tasks and status updates keep team members aligned
• Audit Compliance: Complete history of changes and decisions for accountability
• Flexible Export: Multiple report formats for various communication needs

Whether managing a simple consulting engagement or a complex multi-artwork packaging project with international translation requirements, the Project Details page provides the tools necessary to guide projects successfully through their lifecycle while maintaining financial control and quality standards.