Customer Project List

Location: /Customer/Projects/ProjectList/Default.aspx

Navigation: Log in as a customer user (client supervisor or stakeholder). Click "Projects" in the main navigation menu. This page is accessible only to customer users who have been assigned to invoice groups - staff members access projects through the separate staff-side Project List page.

Overview

The Customer Project List is the primary client-facing dashboard for tracking all artwork and creative projects being managed by the agency on the customer's behalf. This portal provides customers with a comprehensive view of their project portfolio, organized by invoice group (billing account), with real-time status tracking, due date visibility, and communication tools.

The page displays projects grouped by invoice group, allowing clients who manage multiple brands or business units to quickly navigate to the relevant section of their portfolio. Each project shows its current status (such as In Process, Sent to Approval, or Complete), the expected due date, and a description of the work. Customers can expand any project to see detailed information about individual artworks, associated files, and communication notes.

The portal supports both packaging projects (label and packaging design) and creative projects (marketing materials, promotional items), as well as specialized core label requests for industrial products. Project details include all relevant specifications - part numbers, artwork numbers, structure types, print specifications, and reference information - allowing customers to quickly find and identify specific items.

A powerful filtering system lets customers narrow their view by status (waiting for review, in process, or completed), time period (for historical projects), and invoice group. A multi-mode search function enables finding specific projects by project number, description, part number, artwork number, or any artwork specification.

Business Value

Why Does This Matter to the Company?

1. Client Self-Service Visibility - The project list eliminates the need for clients to contact account managers for routine status updates. Customers can check project progress at any time, reducing support load and improving client satisfaction through immediate information access.
2. Proactive Project Monitoring - By displaying due dates prominently and highlighting urgent ("HOT") projects in red, the portal helps clients anticipate deliverables and plan their internal processes around expected completion dates. This visibility supports better coordination between the agency and client teams.
3. Portfolio Management - For clients with large volumes of ongoing projects, the invoice group organization and filtering capabilities transform a potentially overwhelming list into a manageable portfolio view. Clients can focus on specific brands, business units, or project phases as needed.
4. Communication Documentation - The notes system creates a record of client-agency communication tied directly to specific projects. This documentation supports relationship management, provides context for project decisions, and creates accountability for feedback provided.
5. File Distribution - The final file download capability serves as a delivery mechanism for completed artwork. When clients download final files, the system automatically updates project status to Complete, creating a documented handoff record.
6. Core Request Tracking - For industrial clients requesting core label artwork, the portal provides visibility into specialized translation and specification workflows, including multi-language support and reference artwork tracking.

Business Benefits

For Client Project Managers

• Real-Time Status Tracking: See current status of every project without needing to contact the agency
• Due Date Awareness: Plan internal reviews and production schedules around visible delivery dates
• Portfolio Overview: Manage dozens or hundreds of concurrent projects through organized groupings
• Quick Search: Find specific projects instantly by number, description, or artwork details

For Client Brand Managers

• Brand Separation: Invoice group organization keeps different brands' projects clearly separated
• Project Context: Expand any project to see full artwork specifications and project details
• Communication Channel: Add notes directly to projects for agency team visibility
• File Access: Download working files and final deliverables as they become available

For Client Operations Teams

• Completion Verification: Identify which projects have been completed and files retrieved
• Historical Access: Filter to completed projects for audit, reference, or reprint purposes
• Specification Reference: Access detailed artwork specifications for production planning
• Multi-Period Reporting: View completed projects over various time horizons (1, 3, or 5 years)

For the Agency

• Reduced Status Inquiries: Self-service visibility reduces routine client questions
• Documented Communication: Notes system captures client feedback for reference
• Automated Completion Tracking: File download triggers status update, documenting delivery
• Client Empowerment: Visibility into project progress builds trust and transparency

Usage Scenarios

Scenario 1: Checking Daily Project Status

A brand manager starts their day by logging into the Customer Project List to review the status of all active projects. They select "In Process Projects" from the status filter to see only active work. The page displays projects grouped by invoice group, with status and due date columns providing quick reference. Projects marked HOT appear in red, drawing attention to urgent items. The manager can quickly scan their portfolio and identify any projects approaching due dates.

Scenario 2: Finding a Specific Packaging Project

A procurement coordinator needs to verify artwork details for a specific part number before placing a print order. They enter the part number in the search box and select "Strict" search mode for exact matching. The system filters to show only projects containing that part number. Clicking to expand the project reveals the full artwork details including artwork number, structure number, finished good ID, and label dimensions. The coordinator confirms the specifications match their purchase order.

Scenario 3: Downloading Completed Artwork Files

A production manager receives notification that final artwork is ready for a project. They log into the Customer Project List and filter to "Completed Projects" with a date range of "Last year." They locate the project and expand it to see associated files. Final files appear highlighted for visibility. Clicking the file link downloads the artwork, and the system automatically records the download and updates the project status to Complete, documenting the handoff.

Scenario 4: Adding Client Notes to a Project

A marketing director reviews a project in progress and wants to provide additional context for the agency team. They locate the project in the list and click the notes icon. A dialog opens where they can enter their feedback. After submitting, their note appears in the project's notes history, visible to both the client team and agency staff. The note is timestamped and attributed to the user for reference.

Scenario 5: Reviewing Core Label Requests

An industrial customer has submitted core label requests for translated labels. They log in and see their core projects listed with detailed information including core type, brand, color, width specifications, required languages, PO number, and requestor name. If the artwork number hasn't been assigned yet, the display indicates this with clear messaging. For self-accepted requests, the customer can provide the artwork number directly through the interface.

Scenario 6: Filtering by Invoice Group for Budget Review

A client finance coordinator needs to review all projects for a specific billing account before month-end. They select the relevant invoice group from the dropdown filter. The page refreshes to show only projects associated with that billing account. They can then filter further by status or search within the filtered results to locate specific items for budget reconciliation.

Scenario 7: Searching Across Multiple Criteria

A project coordinator is looking for any project that mentions a specific promotional campaign but doesn't remember the exact project number. They enter campaign-related keywords in the search box with "Any" mode selected (matching any term). The search scans project descriptions, artwork descriptions, part numbers, finished good IDs, structure numbers, and creative artwork specifications. All matching projects appear, allowing the coordinator to locate the relevant work.

Scenario 8: Monitoring Projects Awaiting Internal Review

A core supervisor logs in to see projects waiting for their review and approval. They filter to "Waiting for Core Supervisor" status, which shows only projects submitted by requestors that need supervisor authorization before the agency begins work. They can review project details, verify specifications, and coordinate with the agency team on priorities.

Industry Context

How Similar Functionality is Used Across Industries

Client Project Portals Concept

Client-facing project tracking portals are standard in professional services industries where agencies or service providers manage ongoing work programs for clients. These portals provide transparency, reduce communication overhead, and create documented records of project status and delivery.

Common Industry Practices

1. Advertising and Marketing Agencies: Client extranet portals provide campaign status visibility, asset library access, and deliverable download. Multi-brand clients see work organized by brand or product line.
2. Packaging Design Services: Pre-press and packaging agencies provide client portals showing artwork status through design, proofing, and release stages. Specification details ensure clients can verify technical requirements.
3. Print Production Companies: Client dashboards show job status through pre-press, press, and finishing stages. File download captures delivery acknowledgment for production records.
4. Translation and Localization Services: Client portals display project progress through translation, editing, and review stages. Multi-language projects show status for each language variant.
5. Legal and Financial Services: Client matter portals organize ongoing engagements by client entity or matter type. Document sharing and communication features maintain case history.

Industry Best Practices Implemented

• Status-Based Filtering: Quick access to projects at specific workflow stages
• Hierarchical Organization: Grouping by billing account or business unit
• Specification Visibility: Full technical details accessible without separate documents
• Communication Integration: Notes and feedback captured in project context
• File Delivery Tracking: Download actions documented for delivery records
• Historical Access: Completed project archive for reference and audit

Business Logic Details

Access Control

Customer access to the Project List is controlled through a multi-level permission system:

• User must have a customer role (not staff or administrator)
• User must be assigned to at least one invoice group
• Users see only projects for invoice groups where they have membership
• Global supervisors can see all projects across all invoice groups
• Supervisor-client assignments provide access to specific client accounts

Invoice Group Organization

Projects are organized by invoice group, which represents a billing account relationship:

• Invoice groups typically correspond to client business units or brands
• Each project is associated with one client, which belongs to one invoice group
• Customers assigned to an invoice group see all projects for all clients in that group
• The dropdown filter allows focusing on a single invoice group when needed

Project Status Filtering

The status filter provides four project views:

No Status Selected (Default)

• Shows all projects not yet complete
• Excludes completed and obsolete projects
• Primary view for active work monitoring

Waiting for Core Supervisor

• Shows projects in "Requested by Client" status
• These are submitted projects awaiting supervisor approval
• Relevant for core label workflows with supervisor authorization

In Process Projects

• Shows projects from initial submission through pre-completion
• Includes design, proofing, approval, and finalization stages
• Active work that hasn't reached final delivery

Completed Projects

• Shows projects that have reached completion status
• Requires additional time period filter (1, 3, or 5 years)
• Historical archive for reference and audit purposes

Search Functionality

The search system supports multiple modes:

Any Mode

• Matches projects where any search term appears
• Most flexible search for exploratory lookups
• Default search behavior

All Mode

• Requires all search terms to appear in the project
• Useful for narrowing results with multiple criteria

Strict Mode

• Exact match on the search terms
• Best for finding specific project numbers or part numbers

Search scans the following fields:

• Project ID number
• Project description (reference name)
• Packaging artwork descriptions, part numbers, artwork numbers, finished good IDs, structure numbers, packaging levels, structure types
• Creative artwork descriptions, reference art, artwork types, sizes, colors, printer names

Exclusion Prefix

Adding a tilde (~) before a term excludes projects containing that term. For example, searching "promotion ~holiday" finds projects mentioning "promotion" but not "holiday."

Project Visual Indicators

Projects display with visual cues:

• Red Text: HOT (urgent) projects requiring expedited handling
• ELC Label: Projects using specialized electronic label workflow
• Changed Row Style: Projects requiring revisions or alterations
• File Icon: Projects with final deliverable files available

File Download and Status Update

When customers download final project files:

1. System verifies the user has access to the project
2. File download is initiated from server storage
3. For final files not previously downloaded:
   • System marks the file as downloaded
   • Project status automatically updates to Complete
   • Notification is sent to project team (for core projects)
4. Download is logged for delivery documentation

Notes Communication

Customers can add notes to projects:

• Notes are timestamped with the submitting user's identity
• Notes appear in chronological history alongside staff notes
• Customer notes display in blue; staff notes in red
• Notes history is expandable for viewing conversation context

Core Request Details

For core label projects, additional information displays:

• Requestor name and billing information
• Core specifications (type, brand, color, width)
• PO number and need-by date
• Language requirements (English, French, Spanish, Italian, Portuguese)
• Variable information and PM notes
• Artwork number (assigned or pending)
• Translation document download

If the requestor selected self-assignment for artwork numbers, they can enter the artwork number directly through the interface after the project is accepted.

Key Features

Main Project List View

Project Row Display

Expanded Project Details

Packaging Artwork Specifications

Creative Artwork Specifications

Core Request Details

Functional Components

Status-Based Filtering

The status filter controls which projects appear:

1. Default View: All active (non-completed) projects
2. Waiting for Core Supervisor: Projects pending supervisor approval
3. In Process: Projects actively being worked
4. Completed: Historical projects with time period selection

Status changes trigger immediate page refresh with updated results.

Invoice Group Selection

Invoice group filtering narrows the portfolio:

1. Dropdown populates with invoice groups where user has access
2. "No Group Selected" shows all accessible invoice groups
3. Selecting a group filters to only that billing account's projects
4. Selection persists during the session

Multi-Mode Search

Search operates across project and artwork data:

1. Enter search terms in the text box
2. Select search mode (Any/All/Strict)
3. Results update automatically as you type
4. Use tilde (~) prefix to exclude terms

Project Expansion

Project details load on expansion:

1. Click project description to expand
2. Packaging artworks table shows if applicable
3. Creative artworks table shows if applicable
4. File list shows available downloads
5. Core request details show for core projects
6. Click again to collapse

Notes Dialog

Communication through project notes:

1. Click notes icon on project row
2. Dialog shows notes history
3. Enter new note text
4. Submit to save note
5. Note appears in history for both client and agency

File Download

Accessing project files:

1. Expand project to see file list
2. Final files appear highlighted
3. Click file link to download
4. For final files, status updates to Complete automatically
5. Download is logged for records

Relationship to Other System Components

Staff Project List

The Customer Project List is distinct from the staff-side Project List:

• Staff see all agency projects across all clients
• Customers see only projects for their assigned invoice groups
• Both views show similar project information but with different access controls
• Staff have full project editing capabilities; customers have view and notes access

Project Details Page

While customers cannot access the full Project Details page, the expanded view in the Project List provides key information:

• Artwork specifications from the project's artwork tabs
• File attachments from the project's file management
• Core request details from specialized core tracking

Customer Approvals Portal

The Project List and Approvals Portal serve complementary purposes:

• Project List shows overall project status and specifications
• Approvals Portal shows specific artwork items requiring customer review and sign-off
• Projects in approval workflow stages appear in both locations
• Approval actions in the Approvals Portal update status visible in Project List

Invoice Group Management

Invoice groups connect projects to billing:

• Invoice group membership controls Project List access
• Billing reports use the same invoice group organization
• Client user assignments are managed at the invoice group level

Notification System

The Project List complements email notifications:

• Notifications alert customers to project updates
• Project List provides detailed status beyond notification content
• File availability notifications link to Project List for download

File Storage

Project files integrate with cloud storage:

• Uploaded files are stored in configured cloud storage (Dropbox)
• Download requests retrieve files through the storage provider
• Final file download tracking documents delivery

Summary

The Customer Project List serves as the primary client-facing dashboard for project portfolio management, providing comprehensive visibility into all artwork and creative projects managed by the agency on the customer's behalf.

For customers using the portal, key benefits include:

• Portfolio Visibility: Complete view of all projects organized by billing account
• Status Transparency: Real-time progress tracking without contacting the agency
• Specification Access: Full artwork details for production planning and reference
• Search Capability: Quick location of specific projects across large portfolios
• File Distribution: Self-service access to completed deliverables with documented handoff
• Communication Channel: Notes system for contextual feedback and documentation

For the agency providing the portal, benefits include:

• Reduced Support Load: Self-service visibility eliminates routine status inquiries
• Documented Communication: Notes capture client feedback in project context
• Automated Tracking: File download triggers status updates and delivery documentation
• Client Confidence: Transparency builds trust and demonstrates operational sophistication

The Customer Project List transforms client project visibility from an agency-dependent inquiry process into a self-service capability, empowering clients to monitor their project portfolios while maintaining complete documentation of project status and delivery.