Core Request Form

Location: /Customer/CoreRequest/Default.aspx

Navigation: Log in as a customer user with Core Requestor role. The "Request a Core" link appears in the main navigation sidebar for users who have been granted core requesting permissions. Click "Request a Core" to access the submission form. This page is accessible only to users with the dZCoreRequestor or dZUserCoreRequestor role assignment and is the primary interface for initiating new packaging core artwork requests.

URL Path: /customer/corerequests/add

Overview

The Core Request Form is the customer-facing intake interface for initiating new packaging core artwork projects. A "core" in packaging industry terminology refers to a standardized label or packaging component design that forms the foundation for product packaging. These core designs must adhere to brand specifications, regulatory requirements, and production standards while being adaptable for multiple product variations.

The form guides requestors through a structured specification process, capturing essential parameters including core type (the category of packaging component), brand and color combination (maintaining brand consistency), width specifications (fitting production requirements), and language requirements for multi-market products. Requestors can reference existing approved artwork as a starting point, attach translation documents for multilingual labels, specify purchase order numbers for billing tracking, and provide engineering reference numbers required for production coordination.

Upon submission, the system automatically creates a project record, establishes billing linkages, generates cost estimates, assigns a project manager, and notifies appropriate supervisors for review and approval. This automation transforms what was traditionally a multi-step manual process involving emails, spreadsheets, and phone calls into a streamlined, tracked workflow.

Business Value

Why Does This Matter to the Company?

1. Standardized Intake Process - The structured form ensures all necessary information is captured at the point of request, eliminating back-and-forth communication to gather missing details. Every core request arrives with complete specifications, enabling the creative team to begin work immediately without clarification delays.
2. Automatic Project Creation - Submitting a core request automatically generates a project record with proper client association, status tracking, and team assignment. This eliminates manual project setup steps and ensures consistent project structure across all core work.
3. Integrated Billing Workflow - Purchase order linkage at request time connects the project to client billing structures from the start. When PO numbers are provided, projects are automatically added to the correct purchase order, ensuring billing accuracy without manual reconciliation.
4. Cost Transparency - The system generates estimates automatically based on the core request parameters, providing clients with cost expectations immediately. This reduces billing surprises and supports informed project authorization decisions.
5. Approval Governance - For organizations requiring supervisor sign-off on artwork requests, the system routes new core requests to designated approvers automatically. This maintains control over creative spending while eliminating manual routing overhead.
6. Production Coordination - The RD (Research & Development) number field connects packaging artwork to engineering specifications, ensuring designs will work with actual production equipment. This early integration prevents costly redesigns discovered late in production.
7. Audit Trail Documentation - Every core request creates a timestamped record of who requested what, when, and with which specifications. This documentation supports compliance requirements and provides accountability for project initiation decisions.

Business Benefits

For Client Brand Managers

• Self-Service Initiation: Start new packaging projects without phone calls or emails to the creative team
• Reference Art Selection: Choose from previously approved artwork as a starting point, ensuring brand consistency
• Language Management: Request multiple language versions in a single submission, coordinating translation needs
• Due Date Specification: Set artwork delivery expectations at request time, supporting production planning
• Variable Information Field: Include product-specific details that need to appear on the packaging

For Client Procurement Teams

• PO Integration: Link requests directly to approved purchase orders for accurate budget tracking
• Cost Visibility: Receive estimate information to support procurement planning
• Billing Accuracy: Automatic PO association prevents invoice discrepancies and reconciliation effort
• Spend Tracking: All core requests flow into the unified project tracking system for spend analysis

For Client Production Coordinators

• RD Number Coordination: Connect artwork requests to packaging engineering specifications
• Production Readiness: Ensure creative output will match production equipment requirements
• Timeline Management: Track core request status from submission through delivery
• Specification Clarity: Core type, brand, color, and width parameters ensure production-compatible output

For Client Supervisors

• Approval Oversight: Review core requests before work begins, controlling creative spending
• Estimate Review: See cost projections before authorizing projects
• Request Monitoring: Track team members' core requests across the organization
• Documentation Access: Review complete request history for audit or reference purposes

For the Creative Services Agency

• Complete Specifications: Receive all necessary parameters upfront, eliminating clarification delays
• Automatic Workflow: Project creation, team assignment, and notifications happen without manual intervention
• Billing Integration: PO linkage at request time ensures accurate invoicing
• Capacity Planning: Incoming requests with due dates support workload planning
• Client Self-Service: Reduce time spent on intake calls and email coordination

Usage Scenarios

Scenario 1: Requesting a New Core Label

A brand manager needs packaging artwork for a new product launch. They log into the customer portal and navigate to "Request a Core." They select the appropriate core type (e.g., Label), then choose their brand and color combination from the available options that match their brand guidelines. They specify the label width required for their packaging container. For language, they check English as the primary market. In the Reference Art dropdown, they select a similar existing product's artwork as a starting point. They enter the PO number their procurement team provided, set the due date two weeks out, type product-specific information in the Variable Info field, and add a note for the project manager about design preferences. Clicking Submit creates the project and notifies the creative team.

Scenario 2: Multilingual Core Request with Translations

A marketing coordinator is launching a product across multiple regions. They complete the core type, brand, color, and width selections, then check English, Spanish, and French for the required languages. Since the web form cannot reliably capture special characters like accent marks, they upload a Word document containing the properly formatted translation text. The system stores this translation file with the request, ensuring the creative team has accurate text for each language version. They submit the request, and the system creates a project covering all language versions from a single submission.

Scenario 3: Core Request Requiring Engineering Coordination

A packaging engineer is coordinating new artwork that must match specific production specifications. They start the core request, filling in the standard parameters. For the RD Number field, they select "I will provide the RD number" and enter the engineering reference code that links this artwork to production specs. Because they provided an RD number, indicating engineering review is complete, the request is flagged for expedited processing. The system records that engineering coordination is already in place.

Scenario 4: Core Request Needing Engineering Assignment

A brand manager needs artwork but doesn't yet have engineering specifications finalized. They complete the core request form but select "I need a Packaging Engineer to furnish an RD number" for the RD Number field. This flags the request as needing engineering coordination. The supervisor who reviews the request can arrange for engineering involvement before artwork proceeds, preventing production incompatibility issues.

Scenario 5: Submitting Request Against New PO

A new purchase order has been set up, and the brand manager needs to submit the first project against it. In the Core Request form, they see the new PO number in the PO selection list (pulled from the client's active purchase orders). They select this PO, and upon submission, the project is automatically linked to the purchase order. The agency's billing system now tracks this project under the correct PO for invoicing.

Scenario 6: Request with Custom PO Number

A client's purchase order hasn't been entered into the system yet, but the brand manager needs to submit a core request urgently. In the PO Number field, they type the PO number manually in the custom entry field. The request proceeds, and when the PO is formally entered into the system later, the project can be reconciled to the proper billing structure. If no POs exist for this client, the system automatically allows custom PO entry.

Scenario 7: Supervisor Approval Workflow

A brand manager submits a core request. Because their client organization requires supervisor approval for creative spending, the system routes the request to the designated supervisor. The supervisor receives an email notification with request details. They review the specifications, verify the PO is appropriate, and approve the request. Upon approval, the system advances the project status, sets the budget based on the estimate, and notifies the creative team to begin work.

Industry Context

How Similar Functionality is Used Across Industries

Packaging Design Project Initiation

Structured intake processes for packaging artwork requests are common across consumer goods manufacturing, pharmaceutical packaging, food and beverage industries, and any sector requiring managed creative development for product packaging.

Common Industry Practices

1. Consumer Packaged Goods (CPG): Brand owners use creative request systems to initiate packaging updates across product portfolios. Structured forms ensure brand compliance parameters are specified upfront, and approval workflows control creative spending.
2. Pharmaceutical Packaging: Drug packaging requires extensive regulatory documentation. Request systems capture regulatory references, language requirements for multi-market products, and engineering specifications linking artwork to production validation.
3. Food and Beverage: Food packaging involves multiple languages for regional distribution, nutritional information specifications, and brand consistency requirements. Intake systems standardize these complex requirements.
4. Private Label Manufacturing: Retailers ordering private label products use request systems to specify packaging designs while maintaining consistent quality across suppliers.
5. Contract Packaging Operations: Companies outsourcing packaging design use structured request forms to communicate specifications to creative partners, ensuring clear requirements and documented approval processes.

Industry Best Practices Implemented

• Parameter-Based Selection: Using predefined options (core type, brand, color, width) rather than free-form text ensures specifications are valid and production-compatible
• Reference Art Selection: Building from existing approved artwork maintains brand consistency and reduces revision cycles
• Translation Document Upload: Separating translation text from form fields ensures accurate capture of special characters and formatting
• PO Integration: Connecting creative requests to procurement systems ensures billing accuracy and budget tracking
• Engineering Reference Numbers: Linking artwork to production specifications early prevents late-stage production incompatibility
• Supervisor Approval Routing: Controlled authorization for creative spending maintains budget discipline
• Automatic Project Creation: Eliminating manual project setup ensures consistent structure and immediate tracking

Business Logic Details

Access Control

The Core Request Form is restricted to appropriate users:

• User must have the dZCoreRequestor or dZUserCoreRequestor role
• The form loads client options based on the user's invoice group assignments
• Users see only clients they are authorized to request work for
• If a user is assigned to only one client, that client is pre-selected automatically

Parameter Registry

The form presents predefined options for core specifications:

Core Types

• Categories of packaging components (labels, shrink sleeves, etc.)
• Each type may have explanatory content displayed when selected
• Type selection is required before other parameters become available

Brand Colors

• Predefined brand and color combinations maintaining brand standards
• Combinations ensure output matches approved brand guidelines
• Selection is required after core type is chosen

Widths

• Production-compatible width specifications
• Ensures artwork dimensions match packaging equipment
• Selection completes the core parameter specification

Reference Art Integration

Requestors can select from existing approved artwork:

• Reference art dropdown shows previously approved core designs
• Selecting reference art provides a starting point for the new design
• Both legacy and new artwork systems are searchable
• Reference selection is optional but recommended for brand consistency

Purchase Order Handling

PO integration follows client-specific rules:

When POs Exist

• Active POs for the selected client appear as radio button options
• Requestor selects the appropriate PO for billing
• Selected PO is linked to the created project automatically

When No POs Exist

• Custom PO entry field becomes available
• Requestor can type PO number manually
• System stores the PO reference for later reconciliation

PO Validation

• If no PO is selected when POs exist, form validation requires selection
• Custom PO entries are accepted when no system POs are available

Language Options

Multiple language support for international packaging:

• English, Spanish, French, Portuguese, Italian checkboxes
• Multiple selections create multi-language project scope
• Translation file upload accepts Word documents for accurate text capture
• Special characters and accent marks are preserved through document upload

RD Number Handling

Engineering coordination options:

Self-Provided RD Number

• Requestor enters the engineering reference number
• Request is flagged as having engineering coordination complete
• May qualify for expedited self-approval workflow

Engineering Assignment Needed

• Request indicates engineering coordination is required
• Supervisor review includes arranging engineering involvement
• Prevents production incompatibility from proceeding without engineering review

Request Submission Processing

When the form is submitted:

1. Validation: All required fields are verified complete
2. Confirmation: Requestor confirms details in summary dialog
3. Project Creation: System creates project record with:
   • Project type set to Cores
   • Client association from form selection
   • Project name combining core parameters
   • Status set to "Requested by Client"
   • Default Core Project Manager assigned to team
4. PO Linkage: If PO specified, project is added to the purchase order
5. Core Request Record: Detailed request parameters are stored
6. File Upload: Translation documents are saved to cloud storage
7. Status Assignment: Request receives "New" status
8. Notification: Supervisors are notified of new request for review

Self-Acceptance Logic

Certain requests may bypass supervisor review:

• Requests with user-provided RD numbers may self-accept
• Self-acceptance indicates engineering review is complete
• Self-accepted requests proceed directly to the creative team
• Estimate PDF is generated and sent to the requestor

Supervisor Notification

For requests requiring approval:

• System identifies designated supervisors for the client
• Email notification includes request details and specifications
• If PO was provided, standard notification is sent
• If no PO was provided, notification includes estimate PDF for review

Estimate Generation

The system generates cost estimates automatically:

• Estimate uses predefined pricing for core requests
• PDF estimate report is created with project details
• Estimate is used to set project budget upon acceptance
• If no PO exists, placeholder PO may be created from estimate amount

Key Features

Core Parameter Selection

Reference and Billing Fields

Language and Content Fields

Engineering Fields

Form Actions

Functional Components

Progressive Parameter Selection

The form uses a guided selection approach:

1. Core Type Selection: First step reveals available options
2. Brand/Color Selection: Appears after core type is chosen
3. Width Selection: Appears after brand/color is chosen
4. Remaining Fields: Always visible for completion

This progressive disclosure ensures parameters are selected in the correct order and valid combinations are maintained.

Reference Art Auto-Fill

When reference art is selected:

• Previously used parameters may be highlighted
• Provides visual indication of what was used before
• Requestor can modify any pre-filled values
• Helps maintain consistency across related projects

File Upload Management

Translation file handling:

• Initial file upload for primary translation document
• Additional file fields appear dynamically when files are selected
• Supports multiple translation documents per request
• Word documents recommended for special character preservation

Client Selection Logic

Client display adapts to user access:

• Multiple Clients: Dropdown selection when user has multiple client assignments
• Single Client: Static display when user is assigned to only one client
• No Client: Error message if user has no client assignments

PO Number Retrieval

Purchase orders are loaded dynamically:

• When client selection changes, PO list updates
• Only active POs for the selected client appear
• If no POs exist, custom entry field is enabled
• PO descriptions help distinguish between multiple POs

Form Validation

Required field validation includes:

• All core parameters (type, brand/color, width) must be selected
• Client must be selected or pre-assigned
• PO must be selected when available (or custom entered when not)
• RD number method must be indicated

Validation prevents submission until all requirements are satisfied.

Submission Confirmation

Before final submission:

• Dialog displays summary of all selected options
• Shows core type, brand, color, width in readable format
• Lists selected languages
• Displays PO number and client for billing verification
• Requires confirmation click to proceed
• Cancel returns to form for modifications

Relationship to Other System Components

Project System Integration

The Core Request Form creates entries in the project management system:

• Each submission creates a project record with Cores project type
• Project inherits client association from request form
• Project name is automatically generated from core parameters
• Default Core Project Manager is assigned to the project team
• Project status begins at "Requested by Client"
• Status history tracks progression from request through completion

Purchase Order System

Core requests integrate with the billing structure:

• PO selection links project to purchase order for invoicing
• If PO exists, project is added to the PO's project list
• If no PO exists but required, placeholder may be created
• Budget amounts are set based on estimate calculations
• Billing reports include core projects by PO

Notification System

Core request submission triggers automated communications:

• Supervisor notification emails are sent for approval requests
• Notification includes request details and specifications
• Estimate PDF may be attached when PO is missing
• Reminder jobs send follow-up notifications for pending approvals
• Acceptance notification confirms approval to requestor

File Storage System

Document uploads are managed through cloud storage:

• Translation files are uploaded to designated storage locations
• Files are associated with the core request record
• Original filenames are preserved for reference
• System-generated filenames prevent conflicts
• Files remain accessible through project records

Core Request Acceptance Workflow

After submission, requests follow an acceptance workflow:

• New requests appear in supervisor review queues
• Supervisors access the Core Revision List to review pending requests
• Acceptance updates request status and advances project
• Rejection returns request to requestor with feedback
• Accepted requests proceed to the creative team for execution

Status Tracking

Core requests progress through defined statuses:

• New: Initially submitted, awaiting supervisor review
• Accepted: Approved by supervisor, work can proceed
• Delivered: Creative team has completed artwork delivery
• Approved: Client has approved delivered artwork
• Archived: Project completed and closed

Estimate and Budget System

Automatic estimate generation supports budgeting:

• Estimates use predefined pricing for core requests
• Budget is set on project upon request acceptance
• Budget amounts flow into billing worksheets
• Estimate PDFs provide cost documentation

Summary

The Core Request Form provides client requestors with a self-service interface for initiating packaging core artwork projects. By structuring the intake process around validated parameters, reference artwork selection, and integrated billing linkages, the form transforms packaging design requests from ad-hoc communications into standardized, tracked workflows.

For client organizations using the form, key benefits include:

• Self-Service Project Initiation: Start packaging projects without phone calls or email coordination
• Complete Specification Capture: Structured fields ensure all necessary parameters are provided upfront
• Brand Consistency: Reference art selection helps maintain visual standards across projects
• Multilingual Support: Translation document uploads preserve special characters and formatting
• Billing Integration: PO linkage at request time ensures accurate budget tracking and invoicing
• Production Coordination: RD number fields connect artwork to engineering specifications
• Approval Governance: Supervisor routing maintains control over creative spending

For the creative services agency providing the form, benefits include:

• Reduced Intake Overhead: Structured forms eliminate clarification back-and-forth
• Automatic Workflow: Project creation, assignments, and notifications happen without manual intervention
• Billing Accuracy: PO integration at request time prevents reconciliation issues
• Capacity Planning: Incoming requests with due dates support workload management
• Audit Documentation: Complete request records support compliance and accountability

The Core Request Form bridges the gap between client packaging needs and agency creative workflows, enabling efficient project initiation while maintaining the specification clarity and billing accuracy essential to professional packaging design services.