Creative Artworks Control

Overview

The Creative Artworks Control is the centralized workspace for managing individual artwork items within a Creative project. Creative projects encompass design work such as print advertisements, promotional materials, signage, banners, brochures, and other marketing collateral. Each artwork piece represents a distinct creative deliverable that requires design, production, and often print fulfillment.

This control enables project teams to create, track, price, and manage the complete lifecycle of each creative artwork from initial concept through final production. The interface presents artworks in a structured table format, displaying artwork type, design complexity, print specifications, pricing information, and alteration history. Users can add new artworks, modify existing ones, create alterations (revised versions), copy artworks within or between projects, and manage printer assignments for print production.

The control integrates with the per-piece pricing system, enabling automatic calculation of charges based on artwork type and complexity combinations. This ensures consistent, accurate billing for creative deliverables while tracking the full history of design changes and revisions.

Business Value

Why Does This Matter to the Company?

1. Creative Deliverable Management - Creative projects often involve multiple distinct design pieces (e.g., a campaign might include a poster, banner, and brochure). The Creative Artworks Control provides individual tracking for each piece, enabling accurate scoping, progress monitoring, and client communication about specific deliverables rather than lumping everything into a single project.
2. Automated Complexity-Based Pricing - Design work varies significantly in effort - a simple text update differs vastly from a complex original design with multiple revisions. The system automatically calculates artwork charges based on configurable complexity levels and artwork types. This automation eliminates manual pricing calculations, reduces billing errors, and ensures pricing consistency across the organization.
3. Alteration Tracking with Free/Charged Logic - Client-requested design changes are tracked through a formal alteration system. Each alteration creates a linked version with complete traceability to the original. The system automatically determines whether alterations are free (within contracted allowance) or billable, ensuring accurate invoicing while honoring client agreements.
4. Print Production Integration - Many creative artworks require print production. The control captures print specifications (colors, quantity, size) and manages a registry of printers, connecting design work to production fulfillment. Teams can add new printers directly from the interface, maintaining a centralized vendor database.
5. Reference Art Linking - Designers often create variations or adaptations of previous work. The Reference Art field connects new designs to their source material, providing context for design decisions and enabling efficient adaptation workflows.
6. Billing System Integration - Each artwork connects to time records and invoice line items. The system creates per-piece time entries automatically when complexity is assigned, ensuring all deliverables flow through to billing without manual intervention.

Business Benefits

For Project Managers

• Deliverable Visibility: Instantly see all creative pieces within a project, their types, and completion status
• Pricing Control: Override calculated prices when client negotiations require adjustments, with clear visual indication (highlighted pricing) when manual overrides are applied
• Progress Tracking: Monitor which artworks are complete, which have undergone alterations, and which are pending complexity assignment
• Alteration Chain View: Expand artwork rows to see complete revision history, understanding how a design evolved through multiple iterations

For Designers and Creative Staff

• Clear Specifications: Print specifications (colors, quantity, size) are captured systematically, reducing miscommunication with print vendors
• Design Context: Reference Art field shows what previous work informed the current design
• Alteration Workflow: Creating alterations is a single click, automatically preserving the original while creating a linked revision
• Printer Selection: Dropdown access to approved printers with ability to add new vendors without leaving the project

For Account Managers

• Accurate Scoping: Each artwork type and complexity combination has defined pricing, supporting consistent estimates
• Billing Preparation: Per-piece charges display directly on each artwork, simplifying invoice preparation
• Client Communication: Structured artwork data supports detailed project reports showing exactly what was delivered
• Change Request Tracking: Alteration history shows exactly how many revisions occurred and which were billable

For Finance and Billing

• Revenue Accuracy: Per-piece pricing ties specific revenue to specific deliverables, not just project-level estimates
• Alteration Billing: Automatic free/charged determination based on complexity settings ensures contractual compliance
• Audit Support: Complete history of artwork changes, pricing, and billing supports financial audits
• Time Record Integration: Automatic time entries from artwork complexity ensure billing completeness

Usage Scenarios

Scenario 1: Creating Artworks for a New Campaign

A project coordinator receives a creative brief for a product launch campaign requiring a hero banner, two supporting social media graphics, and a print flyer. After creating the Creative project, they open the Project Info tab and add four artwork items. For each piece, they enter a descriptive file name, select the appropriate artwork type (e.g., Banner, Social Media, Print Collateral), and assign a complexity level based on the anticipated design effort. The system automatically calculates and displays the per-piece charge based on the client's rate category.

Scenario 2: Client Requests Design Revisions

After initial design delivery, the client requests changes to the hero banner. Rather than editing the original artwork record (which would lose the design history), the designer clicks ALTER to create an alteration. The system creates a new artwork record linked to the original, copies all specifications, and determines whether this alteration is free (based on the complexity level's free alteration count) or billable. The designer updates the record with notes about the requested changes. The original artwork shows as "altered" and the alteration displays in an expandable detail section.

Scenario 3: Reusing Designs Across Projects

A client running multiple regional campaigns needs similar creative assets. Rather than re-entering specifications, the coordinator opens the source project, locates the artwork to copy, and clicks COPY. The artwork is duplicated within the same project for modification (e.g., adapting for a different region). The team modifies the copied artwork's description and specifications while maintaining the original's complexity-based pricing.

Scenario 4: Setting Up Per-Piece Pricing

A project initially created without per-piece pricing needs to transition to complexity-based billing. When the user assigns a complexity level to an artwork for the first time on a project marked for per-piece billing, the system automatically creates a time record capturing the calculated charge. This time record integrates with the invoicing system, ensuring the artwork charge flows through to client billing.

Scenario 5: Managing Print Production

A print advertisement requires production through an external printer. The coordinator selects the artwork and chooses from the dropdown list of approved printers. If the required printer isn't in the system, they click the add button directly within the printer field, enter the new vendor's details (name, contact, address, phone, email, website), and the printer is immediately available for selection. The print specifications (colors, quantity, size) are captured on the artwork record for production reference.

Scenario 6: Creating Design Adaptations

A designer receives a request to create a new promotional banner based on last quarter's successful campaign. They add a new artwork, and in the Reference Art field, they enter the previous artwork's identifier. This creates documentation of the design lineage, helping future designers understand the source material and supporting client discussions about design evolution.

Scenario 7: Handling Multiple Alterations

A complex design goes through several rounds of client feedback. Each revision is created as an alteration, building a chain: Original -> Alteration 1 -> Alteration 2. The system tracks which alterations are free (within the allowance) and which incur charges. Expanding the parent artwork row reveals the complete alteration history with pricing for each revision. The "newest alteration" display logic ensures the team always sees the most current version prominently.

Industry Context

How Similar Functionality is Used Across Industries

Creative Asset Management Concept

Managing individual creative deliverables within larger projects is standard practice in advertising agencies, marketing departments, and creative services firms. Each creative piece - whether a digital banner, print advertisement, or promotional material - represents a distinct deliverable requiring separate tracking, specifications, and often separate pricing.

Common Industry Practices

1. Advertising Agencies: Agencies track individual creative assets for campaigns, with each piece having distinct specifications (dimensions, format, print requirements). The artwork type and complexity model mirrors how agencies scope and price creative work - original designs command higher rates than simple adaptations.
2. Marketing Departments: In-house marketing teams manage creative requests with varying complexity levels. Simple text updates differ from complex original designs, and budgeting requires understanding these distinctions. Complexity-based pricing supports accurate internal cost allocation.
3. Print Production Companies: Print-ready creative work requires specific production specifications (colors, paper stock, quantities). Capturing these details on each artwork streamlines handoff to print vendors and reduces production errors.
4. Brand Management: Companies maintaining brand consistency need to track creative variations across campaigns. The reference art and alteration chain features support brand continuity while documenting how designs evolve.

Industry Best Practices Implemented

• Deliverable-Level Tracking: Each creative piece is tracked individually, enabling detailed cost allocation and margin analysis per deliverable
• Version Control: Alterations maintain complete history without destroying original records, meeting audit and client reporting requirements
• Complexity-Based Pricing: Industry-standard model where simple adaptations cost less than complex original designs
• Vendor Management: Printer registry centralizes vendor information, supporting procurement and production workflows
• Print Specification Capture: Structured fields for print details (colors, quantity, size) reduce production errors and miscommunication

Business Logic Details

Per-Piece Pricing System

The per-piece pricing system for creative artworks calculates charges based on three factors:

• Artwork Type: The category of creative work (e.g., Print Advertisement, Digital Banner, Promotional Material, Signage) establishes the pricing context
• Complexity Level: The design difficulty (Simple, Standard, Complex, or other configured levels) determines the specific rate
• Client Rate Category: Each client may have negotiated rates stored in rate categories, allowing different pricing for different clients or contract types

The system maintains a matrix of rates for each artwork type and complexity combination within each rate category. When a user selects artwork type and complexity, the rate is automatically retrieved. If no rate exists for a particular combination, the complexity option may not appear in the dropdown, guiding users toward valid choices.

Alteration Rules and Free Allowances

The alteration system follows specific business rules:

• Alteration Creation: Only an artwork that has not already been altered can receive a new alteration (preventing the original from being altered multiple times - only the newest in the chain can be altered)
• Free Alterations: Each complexity level has a configurable free alteration count (typically 1-3 free alterations, then subsequent alterations are billable)
• Charged vs. Free Determination: The system calculates the alteration count within a chain and compares against the complexity level's free allowance
• Complexity Inheritance: Alterations maintain a reference to the original complexity but do not themselves have a complexity (pricing comes from the charged/free determination)
• Original Complexity Tracking: Alterations store the original artwork's complexity ID, enabling correct pricing lookup even through multiple alteration levels

Artwork Lifecycle States

Artworks progress through states that control available actions:

• New: Just created, all editing available, no complexity assigned
• Has Complexity: Complexity assigned, per-piece time record may be created for per-piece projects
• Has Alteration: Has been altered (no longer the current version), cannot be further altered
• Is Alteration: Is itself an alteration of another artwork, linked to the original chain

Time Record Synchronization

When complexity is assigned or changed on a per-piece project:

1. The system checks if a per-piece time record exists for the artwork
2. If the rate is valid, a time record is created or updated with the calculated charge
3. If complexity is removed or rate is invalid, existing time records are cleaned up
4. Changes to complexity trigger time record updates, ensuring billing accuracy

For alterations:

1. The system determines if the alteration is charged based on the free allowance
2. If charged, a separate alteration time record is created with the appropriate charge
3. Free alterations do not generate time records

Key Features

Artwork Grid Display

Action Commands

Visual Indicators

Editing Form Fields

When editing an artwork, the form displays:

Functional Components

Adding New Artwork

The grid supports inline adding of new artwork records. Users enter required fields (artwork type and description are mandatory) and select appropriate complexity for pricing. The system validates required fields before saving.

Editing Existing Artwork

Clicking the Edit button opens a form overlay with all editable fields. Dropdown selectors provide valid options for artwork type, complexity (filtered by type), and printer. Changes are saved to the database and the grid refreshes to show updated values.

Copying Artwork

The Copy function creates a duplicate artwork within the same project. All specifications are copied to the new record, which can then be modified for variations. The new artwork appears in the grid immediately after creation.

Creating Alterations

The Alter function:

1. Validates the artwork can be altered (has not already been altered)
2. Validates complexity exists (required for alteration pricing logic)
3. Creates a new artwork record with copied specifications
4. Creates an alteration link record connecting the new artwork to the original
5. Calculates whether the alteration is free or billable based on the alteration count and complexity's free allowance
6. Updates time records for per-piece billing if applicable
7. Marks the original artwork as "altered" (expanding the row reveals the alteration)

Alteration History View

When an artwork has alterations, the grid displays an expand icon. Expanding the row reveals a nested grid showing all alterations in the chain. Each alteration displays the same fields as the main grid, allowing editing and copying of alterations. The alteration detail grid maintains the same visual formatting and action buttons.

Adding Printers

Within the printer dropdown during editing, users can click the Add button to create a new printer entry. A dialog collects printer details:

• Printer Name (required)
• Contact Person
• Address, City, State, Zip Code
• Phone Number
• Website
• Email Address

After saving, the new printer is immediately available in the dropdown. The printer registry is shared across all projects, building a centralized vendor database.

Relationship to Other System Components

Project Details Page

The Creative Artworks Control appears on the Project Info tab of the Project Details page. It is conditionally visible only for Creative project types (project type ID = 2). The control initializes with the current project ID and maintains state within the broader project context.

Time Tracking System

When per-piece pricing is active on a project, each artwork with a complexity assignment generates a corresponding time record:

• Uses the per-piece creative artwork activity type
• Captures the calculated rate as the billable amount
• Connects artwork charges to billing through the invoicing system
• Updates automatically when complexity or price override changes
• Separate time record types for original artworks vs. alterations

Invoice Groups and Estimates

Artwork pricing integrates with the estimate and invoice system:

• Artworks with complexity assignments contribute to project per-piece totals
• Time records from artworks appear in invoice preparation views
• The billing system tracks which artworks have been invoiced

Approval System

Creative artworks can link to approval journeys:

• Individual artworks can be selected for client approval workflows
• The system tracks whether artworks are "used in approvals" (preventing inappropriate deletion)
• Approval status may influence available artwork actions

Printer Registry

The printer registry is a shared system component:

• Printers added from the Creative Artworks Control are available across all projects
• The registry stores complete contact information for production vendors
• Teams can manage print vendor relationships through centralized data

Client Configuration

Client records influence creative artwork behavior:

• Rate category determines which pricing matrix applies
• Different clients can have different rates for the same artwork type/complexity combinations
• Rate categories are maintained separately and linked to client accounts

Summary

The Creative Artworks Control serves as the operational hub for managing individual creative deliverables within design projects. By providing structured deliverable tracking, automated complexity-based pricing, controlled version management through alterations, and integration with print production workflows, the control transforms multi-deliverable creative projects into manageable, accurately-priced work packages.

For companies delivering creative services, the control addresses key business challenges:

• Accurate Pricing: Complexity-based pricing ensures consistent revenue capture across all creative work
• Change Control: The alteration system manages design revisions while maintaining billing accuracy and free/charged logic
• Specification Management: Structured fields capture print production requirements and design context
• Financial Integration: Direct connection to time records and invoicing prevents billing gaps
• Production Workflow: Printer registry and print specifications streamline handoff to production vendors
• Design Context: Reference art tracking documents design lineage and supports creative continuity

The Creative Artworks Control enables creative services organizations to deliver design work with the precision, traceability, and financial controls that professional clients require while maintaining the flexibility designers need to manage creative iterations and client change requests.