Core Request Accept Request

Location: /Customer/CoreRevision/AcceptRequest/List.aspx (List View) and /Customer/CoreRevision/AcceptRequest/Default.aspx (Detail/Accept View)

Navigation: Log in as a customer supervisor user (Client Core Supervisor role). From the main navigation, locate the "Core Requests" link in the customer section. This opens the Core Request list page showing all pending, accepted, and completed core requests. Click on any request name to open the detail/accept page. Access is restricted to customer users assigned as Core Supervisors for specific clients or invoice groups - staff members with internal system access do not see this customer-facing approval interface.

Overview

The Core Request Accept Request module is the client-facing interface where customer supervisors review and formally accept core artwork requests submitted by the creative services team. This functionality addresses a critical step in the core label workflow: before the agency can begin work on a core (tape label) project, the client must review the request specifications, provide their official artwork number, and authorize work to proceed.

The module consists of two pages working together. The List page presents all core requests organized into three categories: New Requests (awaiting supervisor acceptance), Accepted Requests (approved but work in progress), and Completed Requests (finished projects). From this dashboard, supervisors can quickly assess their pending workload and access historical records. The Detail/Accept page displays comprehensive request specifications including product type, brand, color, width, language requirements, and project details, enabling informed review before acceptance.

When accepting a request, the supervisor must provide the client's official artwork number - a unique identifier that links the project to the client's internal artwork management system. This number becomes part of the official project record and appears on all subsequent documentation. The acceptance action triggers several downstream processes: project status advances, budget allocation begins, placeholder purchase orders are created if needed, and notifications inform all stakeholders that work is authorized to proceed.

Business Value

Why Does This Matter to the Company?

1. Formal Work Authorization - The acceptance process serves as the official client authorization to proceed with work. This documented approval protects both parties by ensuring the client has reviewed and confirmed the request specifications before any billable work begins. Without this checkpoint, misunderstandings about product specifications could result in wasted effort and disputed charges.
2. Artwork Tracking Integration - By requiring the client's artwork number at acceptance, the system creates a permanent link between the agency project and the client's internal asset management. This integration ensures consistent reference numbers appear across both organizations' records, simplifying audits, reorders, and historical lookups.
3. Purchase Order Compliance - The system checks whether a valid purchase order exists for the project. When no PO is on file, the acceptance message includes an important warning reminding supervisors that per invoicing policy, no work can begin without a purchase order. This prevents billing disputes and ensures proper financial controls.
4. Budget Initialization - Acceptance triggers automatic budget allocation for the project. Core requests receive a standard estimate that becomes the project's working budget, enabling time tracking and financial oversight from the moment work is authorized. This automation eliminates manual budget entry and ensures consistent pricing.
5. Workflow Advancement - The acceptance action automatically advances the project status from "Requested by Client" to "Project Submitted," signaling to the production team that client authorization is complete. This status change appears on dashboards and triggers assignment workflows.
6. Professional Client Interface - Providing supervisors with a dedicated portal for reviewing and accepting requests demonstrates operational maturity. Rather than handling authorizations via email or phone calls, the formal system provides clear documentation, professional presentation, and consistent processes.

Business Benefits

For Client Supervisors

• Clear Request Overview: The List page organizes all requests by status, making it easy to identify items requiring attention
• Complete Specification Review: The Detail page displays all relevant information (product type, brand, colors, width, languages) for informed decisions
• Artwork Number Assignment: Entering the official artwork number ensures consistent tracking across client and agency systems
• Notes Communication: The PM Notes field allows supervisors to provide additional instructions or context that will be recorded with the acceptance
• Translation Access: If translation documents were included with the request, supervisors can download and review them before accepting
• PO Status Awareness: The system warns when no purchase order is on file, preventing compliance issues

For Client Organizations

• Documented Authorization: Every acceptance is recorded with timestamp and supervisor identity, providing audit trail for work authorization
• Specification Confirmation: Supervisors verify product specifications before work begins, reducing rework from miscommunication
• Internal System Integration: Client artwork numbers link agency projects to internal asset management for unified tracking
• Financial Control: PO requirement warnings support procurement compliance and budget management

For the Agency

• Clear Work Authorization: Documented client acceptance prevents "I never approved that" disputes
• Automatic Budget Setup: Acceptance triggers standard budget allocation, eliminating manual entry
• Workflow Progression: Project status automatically advances, enabling production scheduling
• Reduced Support Load: Self-service acceptance portal eliminates back-and-forth authorization emails
• Professional Differentiation: Dedicated approval system demonstrates operational sophistication

For Production Teams

• Clear Go/No-Go Signal: Project status change indicates work is authorized to begin
• Complete Specifications: All product details are confirmed before starting production
• Budget Availability: Time tracking can begin immediately after acceptance with proper budget
• Customer Notes Visibility: Supervisor comments are captured for reference during production

Usage Scenarios

Scenario 1: Reviewing and Accepting a New Core Request

A brand supervisor receives an email notification that a new core request is ready for review. They log into the system and navigate to the Core Requests section. On the List page, they see the request under the "New Requests" tab. Clicking the request name opens the Detail page showing the complete specifications: core type (inside/outside wound), brand and color combination, width, required languages, due date, and any reference artwork. After confirming the specifications match the intended order, the supervisor enters their company's official artwork number in the required field, optionally adds a note like "Rush priority - trade show deadline," and clicks Accept. The system records the acceptance and displays a confirmation message.

Scenario 2: Handling a Request Without Purchase Order

A supervisor opens a new core request and reviews the specifications. Upon clicking Accept, they see a confirmation message that includes an important note: "deZinnia does not have a Purchase Order on record for this project. Per invoicing policy, no work may begin on this project until a Purchase Order has been received." The supervisor contacts their procurement department to ensure a PO is issued, knowing that while the request is technically accepted, billing compliance requires the PO before actual production.

Scenario 3: Tracking Accepted Requests in Progress

A marketing director wants to check the status of several core requests their team has authorized. They navigate to the Core Requests section and select the "Accepted Requests" tab. This view shows all requests that have been accepted but where the associated projects are not yet complete. Each entry displays the request name, client billing information, PO number, and the artwork number that was assigned at acceptance. This provides visibility into work in progress without needing to contact the agency.

Scenario 4: Referencing Historical Completed Requests

A supervisor needs to verify the artwork number used for a previously completed core project to ensure consistency with a new related request. They navigate to the "Completed Requests" tab which shows all finished core projects. Finding the relevant project, they can see the artwork number that was assigned, confirming the numbering convention for the product line.

Scenario 5: Reviewing Translation Documentation

A core request includes language adaptations requiring French and Spanish versions. The supervisor opens the Detail page and sees the Languages field indicating "English, French, Spanish." Below the specifications, they notice a Translation Document link. Clicking this link downloads the PDF containing translation content for review. After verifying the translations are correct, they proceed with acceptance, knowing the production team has accurate language files.

Scenario 6: Multiple Supervisors Managing Different Clients

A company has different supervisors responsible for different product lines. Each supervisor logs in and sees only the core requests for clients they are assigned to manage. Supervisor A sees tape products for industrial applications, while Supervisor B sees consumer products. This role-based filtering ensures each supervisor manages only their area of responsibility while maintaining complete oversight of their assigned work.

Industry Context

How Similar Functionality is Used Across Industries

Client Authorization Workflows Concept

Formal client authorization before work begins is standard practice in professional services, creative agencies, and any business where client approval is required before incurring billable costs. The practice protects both parties by ensuring agreement on scope before work proceeds.

Common Industry Practices

1. Creative Agencies: Work authorization systems require client sign-off on project briefs before designers begin work. Authorization records establish the agreed scope, protecting against scope creep disputes.
2. Print Production Companies: Pre-press approval workflows require customer acceptance of proofs before committing to expensive print runs. This prevents costly reruns from unapproved changes.
3. Label and Packaging Manufacturers: Customer artwork approval systems verify specifications match requirements before production. Artwork numbers link customer systems with manufacturer records for traceability.
4. Professional Services Firms: Engagement letters and work authorization forms document client agreement to scope and fees before work begins. This documentation supports billing and protects against disputes.
5. Manufacturing: Customer order confirmations verify specifications before production begins. Order numbers and customer part numbers create cross-reference between systems.

Industry Best Practices Implemented

• Specification Review Before Authorization: Displaying complete specifications enables informed acceptance decisions
• Customer Reference Number Integration: Artwork number entry creates permanent link to client asset management
• Financial Control Warnings: PO requirement notifications support procurement compliance
• Status-Based Organization: Separating new, in-progress, and completed requests simplifies workload management
• Audit Trail Documentation: Recording acceptance timestamp and user supports compliance requirements
• Role-Based Access: Restricting visibility to assigned clients ensures appropriate authorization

Business Logic Details

Access Control

The Core Request Accept Request module enforces strict access control:

• User must have the Core Supervisor role
• User must be associated with the client or invoice group for the specific request
• Association can be through direct client assignment or invoice group membership
• Global supervisors have access to all requests
• Staff members access different interfaces and do not see this customer portal

Request Status Flow

Core requests progress through defined statuses:

New (Status: Requested by Client)

• Initial state when creative team submits the request
• Appears in "New Requests" tab awaiting supervisor acceptance
• Supervisor can view all specifications but cannot edit

Accepted (Status: Project Submitted)

• Achieved when supervisor provides artwork number and accepts
• Project status advances, triggering workflow progression
• Appears in "Accepted Requests" tab during production
• System creates placeholder purchase order if no PO exists

Completed (Status: Complete)

• Final state when production work is finished
• Appears in "Completed Requests" tab for historical reference
• All records remain accessible for audit and reference

Acceptance Processing

When a supervisor accepts a core request:

1. System validates the request exists and is not already accepted
2. Artwork number is required and stored with the request
3. Request status updates to Accepted
4. Project status advances to Project Submitted
5. Status history record is created with supervisor information and any notes
6. If no purchase order exists for the project, a placeholder PO is automatically created
7. Project budget is set to the standard core estimate amount
8. Email notification is sent to the creative team, supervisor, and project requestor
9. PDF estimate report is generated and attached to the notification
10. If no PO is on file, acceptance message includes compliance warning

Budget and Financial Processing

Upon acceptance:

• Standard estimate amount (defined in system constants) is assigned as project budget
• If project is not yet linked to a purchase order, a placeholder PO is created
• Placeholder PO covers the estimate amount for the invoice group
• This enables proper time tracking and billing from the moment work begins

Notification System

Acceptance triggers comprehensive notifications:

• Creative team (Project Manager assigned to cores) receives acceptance notification
• Supervisor who accepted receives confirmation copy
• Original requestor receives notification that work is authorized
• All notifications include PDF estimate document
• Notifications include PO status information

Reminder System

For requests that remain unaccepted:

• Background job periodically checks for pending core requests
• Requests in "Requested by Client" status trigger reminder notifications
• Reminders are sent to eligible supervisors for the client
• This ensures requests do not languish without authorization

Key Features

List Page Features

Detail/Accept Page Features

Visual Indicators

Functional Components

Request List Organization

The List page presents requests in tabbed views:

New Requests Tab

• Filters to requests with "Requested by Client" status
• Shows requests where the supervisor has not yet responded
• Primary working interface for pending authorizations
• Excludes self-accepted requests (automatic approvals)

Accepted Requests Tab

• Shows requests that have been accepted
• Filters to projects still in progress (not yet complete)
• Includes the artwork number assigned at acceptance
• Allows tracking of authorized work

Completed Requests Tab

• Shows requests where the associated project is complete
• Provides historical reference and audit trail
• Includes all acceptance details for reference

Request Detail Display

The Detail page presents comprehensive specifications:

Product Specifications Section

• Core Type: Visual buttons showing Inside/Outside option with selection highlighted
• Brand/Color: Visual buttons showing brand and color combination with selection highlighted
• Width: Visual buttons showing width specification with selection highlighted

Request Details Section

• Requestor name from employee records
• Project ID for internal reference
• Reference artwork number if based on existing design
• Full client hierarchy for billing
• PO number if assigned
• Due date for scheduling
• Language requirements with flags for each
• Translation document link if applicable
• Slug line and variable info for label content
• PM notes for context

Acceptance Section

• Artwork number input (required for acceptance)
• PM notes field for supervisor comments
• Accept button (enabled when artwork number entered)

Acceptance Workflow

The acceptance process ensures proper authorization:

1. Supervisor opens request detail page
2. System validates supervisor has access to this client
3. All specifications display for review
4. Supervisor enters client artwork number (required)
5. Supervisor optionally enters notes
6. Accept button enables after artwork number entry
7. Click Accept triggers business logic processing
8. Confirmation message displays (with PO warning if applicable)
9. System processes notifications, budget, and status updates

Translation Document Access

For requests with translation requirements:

• Languages section shows all required versions
• Translation Doc link appears if PDF was uploaded
• Click downloads the translation document
• Supervisor reviews translations before accepting
• Document remains available for reference

Relationship to Other System Components

Core Request Creation

The Accept Request module is the client-side complement to core request creation:

• Staff creates core requests through internal project interfaces
• Requests automatically route to appropriate client supervisors
• Supervisors access the customer portal to review and accept
• Acceptance triggers workflow continuation on the staff side

Project Status System

Acceptance integrates with project status tracking:

• Initial status "Requested by Client" indicates pending authorization
• Acceptance changes status to "Project Submitted"
• Status change visible on staff dashboards and project lists
• Status history records the acceptance event with supervisor details

Purchase Order System

Acceptance connects with purchase order management:

• System checks if PO exists for the project
• If no PO, creates placeholder PO covering estimate amount
• Warning message informs supervisor of PO requirement
• Placeholder enables proper billing setup even before formal PO

Budget and Estimate System

Acceptance initializes project financials:

• Standard core estimate becomes project budget
• Budget enables time tracking against the project
• Estimate PDF generated and sent with notifications
• Financial oversight begins from acceptance moment

Notification System

Acceptance triggers comprehensive notifications:

• Creative team notified of authorization
• Supervisor receives confirmation
• Requestor informed work is approved
• Reminder jobs handle unaccepted requests
• All notifications include relevant documentation

Dashboard Integration

Acceptance status appears on system dashboards:

• Staff dashboards show core request status indicators
• New core requests awaiting acceptance highlighted
• Accepted requests in progress tracked
• Status changes trigger dashboard widget updates

Summary

The Core Request Accept Request module provides client supervisors with a dedicated, professional interface for authorizing core label artwork projects. By organizing requests into clear status categories, presenting complete specifications for informed review, and requiring official artwork number assignment, the module transforms work authorization from informal communication into a documented, controlled process.

For client organizations using the module, key benefits include:

• Work Authorization Control: Formal acceptance ensures supervisors review and approve specifications before work begins
• Asset Management Integration: Client artwork numbers link agency projects to internal tracking systems
• Financial Compliance: PO requirement warnings support procurement policy adherence
• Complete Visibility: Status-organized views show pending, in-progress, and completed requests
• Audit Documentation: Acceptance records provide authorization trail for compliance needs
• Translation Review: Access to translation documents enables verification before authorization

For the agency providing the module, benefits include:

• Clear Authorization Record: Documented acceptance protects against scope disputes
• Automatic Setup: Budget allocation and PO placeholder creation eliminate manual steps
• Workflow Advancement: Status updates signal production team to begin work
• Reduced Communication Overhead: Self-service portal replaces authorization emails
• Professional Presentation: Dedicated approval system demonstrates operational maturity

The Core Request Accept Request module bridges the gap between creative services operations and client authorization requirements, creating a clear checkpoint that ensures alignment on specifications before work begins while maintaining complete documentation of the authorization process.