Project Status Control

Location: Project Details Page > Status Tab

Navigation: From the Dashboard, click on any project ID to open Project Details. Select the "Status" tab to access this functionality.

Overview

The Project Status Control is the central mechanism for tracking and advancing project workflow through the production pipeline. It enables team members to update project stages, log work time, communicate with clients and colleagues, and maintain a complete historical record of all project status changes.

Every project in the system moves through defined workflow stages from initial submission through completion. The Status Control provides the interface for these transitions, enforcing business rules that ensure quality and financial integrity, while maintaining full audit trails of who changed what and when.

The component displays both a status entry form for making updates and a chronological history of all previous status changes, giving users immediate context about project progress before they make decisions about next steps.

Business Value

Why Does This Matter to the Company?

1. Workflow Enforcement - The Status Control ensures projects follow established production processes. It prevents skipping critical stages (like proofing) and warns when actions might impact billing or project tracking, protecting both quality and revenue.
2. Real-Time Project Visibility - Every status change is timestamped and attributed to a specific user. Management and clients can see exactly where any project stands at any moment, enabling informed decisions and reducing status inquiry overhead.
3. Integrated Time Capture - The ability to log hours directly when changing status reduces administrative burden and ensures time entries are accurate and associated with the correct workflow stage. This supports accurate billing and resource planning.
4. Client Communication Channel - Client notes functionality allows direct communication with external stakeholders when status changes, keeping clients informed without requiring separate email correspondence and creating a permanent record of communications.
5. Error Prevention - Built-in validations prevent common mistakes such as advancing per-piece projects without complexity assignments, skipping required proofing steps, or marking projects complete when unbilled time exists. These preventive measures protect revenue and quality.
6. Undo Capability - The ability to reverse recent status changes within a short window (30 seconds) allows correction of honest mistakes without requiring administrative intervention, improving workflow efficiency.

Business Benefits

For Designers and Creative Staff

• Quick Status Updates: Change project status with a single form submission, including optional notes about work performed
• Integrated Time Entry: Log hours spent while updating status, eliminating duplicate data entry
• Visual Workflow Position: See exactly where the project stands before deciding on the next step
• Alteration Reminders: Automatic prompts when changing to alteration status remind designers to add corresponding alteration records
• TBD Item Warnings: Alerts when artwork items have incomplete field values that should be resolved

For Project Managers

• Complete Audit Trail: Every status change shows who made it, when, and what notes they added
• Hot Project Flagging: Mark projects as urgent with a single checkbox, ensuring visibility across the organization
• Due Date Management: Update project deadlines alongside status changes to keep scheduling current
• Design Queue Visibility: When entering design stages, see how many other projects and artworks are already queued
• Error Tracking: When returning projects from proofing, easily check error categories found during review

For Proofers and Quality Personnel

• Dedicated Proofing Workflow: Status transitions from Ready to Finalize back to Proofing stages trigger appropriate controls
• Error Categorization: Check specific error types found during proofing for quality tracking and reporting
• Time Attribution Guidance: Clear indication that proofers should log time as Design/Creative for accurate billing
• Packaging Project Alerts: Automatic reminders that packaging projects should go to proofing after approvals

For Account Managers and Billing Staff

• Billing Exclusion Option: When marking projects obsolete, option to exclude time records from billing prevents incorrect invoices
• Financial Warnings: System alerts when unbilled time exists on per-piece projects before completion
• Purchase Order Monitoring: Automatic checks notify when projects reach advanced stages without assigned purchase orders
• Client Communication: Direct notification to selected client contacts when adding client-facing notes

For Team Leads and Operations

• Limited Edit Window: 30-second edit/delete capability prevents accidental permanent changes while allowing quick corrections
• Concurrent Change Protection: System detects when another user has modified the status while you had the page open
• Activity Selection: When logging time through status updates, ensure hours are attributed to correct activity categories

Usage Scenarios

Scenario 1: Designer Completing Initial Design Work

A designer finishes the first draft of artwork and needs to send it for initial proofing. They navigate to the project's Status tab, select "2.1 - Sent to First Proof" from the status dropdown, add notes describing what was completed, optionally log the hours spent on this phase, and click Submit. The system records the status change, notifies relevant parties, and the project moves forward in the workflow.

Scenario 2: Proofer Returning Project with Errors

A proofer reviews artwork at status 4 (Ready to Finalize) and finds quality issues. They change the status back to 4.3 (Artwork Files Proof), check the specific error categories found (text errors, color issues, etc.), and add notes describing the problems. The system records these error categories for quality reporting and returns the project to the design team.

Scenario 3: Project Manager Handling Urgent Client Request

A client calls with an urgent request for a project modification. The project manager opens the project, checks the "Project is HOT!" checkbox, and changes status to 2.6 (Alteration). The system reminds them to add the corresponding alteration record. The HOT flag makes the project visible in all urgent project views across the organization.

Scenario 4: Account Manager Communicating with Client

An account manager needs to inform the client about a status change. They update the status, enter notes in the "Client Notes" field, and select which client contacts should receive notification. The system sends email notifications to selected recipients and records the communication in the project history.

Scenario 5: Correcting an Accidental Status Change

A team member accidentally selects the wrong status and clicks Submit. Within 30 seconds, they see the edit and delete icons appear next to their status entry. They click the edit button (pencil icon), which removes the incorrect entry and repopulates the form with its values, allowing them to make the correction and resubmit.

Scenario 6: Completing a Per-Piece Project

When advancing a per-piece billing project to status 3 (Artwork Complete), the system automatically finalizes per-piece time records for billing. If there are issues with the finalization (such as missing complexity on artworks), the system presents options to resolve them or notifies an administrator. The "Push artworks on finalization" checkbox allows automatic propagation of artwork changes to related systems.

Scenario 7: Putting Project on Hold

A client requests that work be paused on a project. The team member changes the status to 7 (On Hold). The project remains visible in the Dashboard but is clearly marked as paused. When work resumes, the user must return to the same status the project had before being put on hold, ensuring proper workflow continuity.

Industry Context

How Similar Functionality is Used Across Industries

Production Workflow Status Management

Status tracking systems are fundamental to any industry involving multi-stage production processes:

1. Creative Agencies and Design Studios: Track creative work through briefing, concepting, design, revisions, and final delivery using status-based workflows similar to this system
2. Print and Packaging Industry: Follow artwork from design through prepress, proofing cycles, and final production with defined checkpoint stages
3. Manufacturing: Use production status boards (physical or digital) to track orders through assembly stages
4. Software Development: Sprint boards and kanban systems track work items through defined workflow states (To Do, In Progress, Review, Done)
5. Legal and Professional Services: Matter management systems track cases through defined stages with required checkpoints

Key Industry Patterns Implemented

• Gate Control: Projects cannot skip critical stages without explicit acknowledgment, protecting quality
• Audit Trail: Complete history of all changes with attribution supports compliance and accountability
• Time Integration: Capturing work time alongside status changes is standard in professional services for accurate billing
• Client Notification: Automated client communication when projects reach milestones reduces manual correspondence
• Concurrent Modification Detection: Version control prevents lost updates when multiple users work on the same project
• Undo Windows: Limited-time reversal capability balances flexibility with data integrity

Common Industry Challenges Addressed

• Visibility Gaps: Teams often lack real-time awareness of project status; the visible history and Dashboard integration solve this
• Communication Overhead: Manual status updates via email are time-consuming; automated client notification reduces this burden
• Billing Accuracy: Time not captured accurately impacts revenue; integrated time entry improves capture rates
• Quality Escapes: Projects pushed through without proper review cause client issues; workflow gates prevent this

Business Logic Details

Project Status Workflow Stages

The system defines a comprehensive workflow from project initiation through completion:

Initial Stages

• 0.5 - Requested by Client: Client has submitted a request through the portal
• 1 - Project Submitted: Project entered into the system
• 1.5 - Returned to Draft: Project returned for additional information
• 1.9 - Pre-Design Translations: Translation work required before design begins

Design and Production Stages

• 2 - Artwork In Process: Active design work underway
• 2.1 - Sent to First Proof: Initial proofing review
• 2.3 - Sent to Final Proof: Final proofing before client review
• 2.5 - Revision: Project returned for revisions
• 2.6 - Alteration: Client-requested changes to approved artwork

Finalization Stages

• 3 - Artwork Complete: Design work finished
• 3.5 - Sent to Approval: Submitted for internal approval
• 3.6 - Sent to Approvers: Distributed to external approvers
• 3.7 - Approval Completed: All approvals received
• 3.8 - Approval Finished: Approval process concluded
• 4 - Ready to Finalize: Prepared for final production
• 4.3 - Artwork Files Proof: Final file verification
• 4.5 - Attach Art: Final artwork attachment and delivery

Terminal Stages

• 5 - Complete: Project finished and closed
• 6 - Obsolete: Project cancelled or abandoned
• 7 - On Hold: Project paused (can resume at prior status)

Design Queue Monitoring

When entering design-related statuses (2, 2.5, 2.6, 4), the system displays the current design queue status showing:

• Number of projects currently in design stages
• Total number of artworks across those projects
• Color-coded indicator (green/yellow/red) based on queue depth

This visibility helps team members understand workload before committing to additional design work.

Per-Piece Project Handling

Projects configured for per-piece billing have special handling when reaching status 3 (Artwork Complete):

1. Time Finalization: Per-piece time records are automatically finalized for billing
2. Complexity Validation: All artworks must have complexity assignments before advancing
3. Dollar Calculation: System calculates total per-piece dollars based on time entries
4. Push Option: Optionally propagate artwork finalization to related systems

If issues arise during finalization, the system presents resolution options or notifies administrators while allowing the status change to complete.

Hot Project Flag

The HOT designation provides visibility for urgent projects:

• Marked projects appear in red throughout the system
• Dedicated "HOT Projects" view in Dashboard
• Flag automatically removed at certain completion statuses (3 - Artwork Complete, 4.5 - Attach Art)
• When auto-removed, system offers to restore if user changes to a different status

Status Edit/Delete Window

Recent status changes can be modified within a 30-second window:

• Timer visual shows remaining edit time
• Edit button removes the status and repopulates the form for correction
• Delete button removes the status entirely
• After 30 seconds, changes require administrative intervention
• Status cannot be edited if notifications have already been sent

Notification System

Status changes trigger various notifications:

• Status Changed: Internal notification to relevant team members
• Client Notes: Email to selected client contacts when client notes added
• Alteration Without Artwork: Warning when going to status 2.6 without adding alteration records
• Project Without PO: Alert when projects reach advanced stages without purchase orders
• Artwork Zip Upload: Client notification when final artwork files are attached (Core projects)

Notifications are postponed during the edit window, sent only after the window expires, ensuring reversed changes don't generate incorrect communications.

Concurrent Modification Detection

When submitting a status change:

1. System checks if another user modified the project since the page loaded
2. If modified, displays warning with the other user's name
3. Refreshes the status list to show current state
4. Updates HOT flag if changed by the other user
5. Requires user to review and resubmit

This prevents lost updates when multiple team members work on the same project simultaneously.

Key Features

Status Entry Form

Status History Display

Notes Without Status Change

Users can submit notes to the project history without changing the status:

• Enter notes without selecting a new status
• System prompts for confirmation
• Creates history entry marked "No status change"
• Notes can be edited or deleted by their creator
• Triggers notification to team members

Functional Components

Status Validation Rules

The system enforces several validation rules:

Complexity Validation

• Per-piece projects cannot advance beyond status 2 without complexity on all artworks
• Warning displayed if any artworks have incomplete complexity assignments

Proofing Skip Warning

• Skipping from before status 2 to after status 2 triggers a warning
• Explains that skipped projects won't appear in project tracker reports
• Requires explicit confirmation to proceed

Return from Attach Art

• Projects that have been at status 4.5 cannot return to status 2.6 (alteration)
• Recommendation to use status 2.5 (revision) instead with confirmation dialog

Per-Piece Completion Validation

• Cannot mark per-piece projects complete if unbilled in-process time exists
• Must remove complexity or bill time before completing

Unfinalized Alterations Check

• Cannot enter revision status (2.5) if project has unfinalized alterations
• Protects integrity of the new artwork reporting system

Context-Sensitive Controls

Certain form elements appear only in specific situations:

• Push Artworks Checkbox: Only for per-piece projects at status 3
• Upload File: Only at status 4.5 (Attach Art), required for Core projects
• Error Categories: Only when going from status 4 to status 4.3
• Billing Exclusion: Only when setting status to 6 (Obsolete)
• Activity Selection: Only when hours are entered

Visual Indicators and Warnings

The interface provides several visual cues:

• Speech Bubbles: Reminders about alterations and design queue status
• Red Text Warnings: TBD items, packaging proofing reminders, HOT auto-removal notices
• Progress Bars: Visual representation of status level in history items
• Color-Coded Queue: Green/yellow/red design queue indicators
• Red History Rows: Status changes marked as hot
• Red Notes: Status entries containing error reports from proofing

Relationship to Other System Components

Dashboard Integration

Status changes made through this control immediately reflect in the Dashboard:

• Project status column updates
• Status notes column shows latest entry
• HOT flag changes project display color
• Projects move between quick link categories based on status

Project Tracker and Reports

Status changes affect reporting:

• Projects skipping status 2 are excluded from Project Tracker
• Status history contributes to project timeline reports
• Error categories feed into quality metrics
• Time entries logged with status appear in time reports

Time Tracking System

The status control integrates directly with time tracking:

• Hours entered are added to existing time records for the day
• Activity selection ensures proper categorization
• Time logged during status changes can be reversed if status is deleted within the edit window
• Per-piece time finalization at status 3 connects to billing system

Client Communication

Client notes functionality connects to the notification system:

• Selected client contacts receive email notifications
• Communications are logged in project history
• Invoice group associations determine available contacts

Approval Workflow

Status changes to approval stages (3.5, 3.6, 3.7, 3.8) connect to the approval system:

• Status 3.5 enables internal approval workflows
• Status 3.6 triggers distribution to external approvers
• Completion of approvals updates project status

File Management

File uploads at status 4.5:

• Final artwork files stored in project files system
• Core projects trigger client notification of file availability
• File upload noted in status history

Billing and Invoicing

Status changes affect financial processing:

• Status 6 with billing exclusion removes time from invoicing
• Per-piece finalization at status 3 prepares records for billing
• Purchase order validation ensures projects have assigned POs

Project Copies

When copying projects, the new project starts at status 1 regardless of original project status, but the original project's status history provides context for the copy.

Summary

The Project Status Control serves as the central mechanism for advancing work through the production pipeline while enforcing quality and financial controls. By combining status transitions with integrated time capture, client communication, and comprehensive audit trails, it ensures:

• Process Consistency: Projects follow established workflow stages with appropriate validation at each step
• Complete Visibility: Full history of all status changes with attribution provides accountability and transparency
• Efficient Operations: Integrated time entry and client notes reduce administrative overhead
• Error Prevention: Validation rules protect against common mistakes that impact billing or quality
• Flexible Correction: Limited edit window allows quick corrections without compromising data integrity
• Stakeholder Communication: Automated notifications keep team members and clients informed

The Status Control transforms the complex task of managing project workflow into a streamlined, auditable process that supports operational excellence, accurate billing, and client satisfaction across the organization.