Graphics tracking system
Emerald Publishing is a publisher of academic journals and books in a number of fields such as management and health care.
Faced with numerous problems on their old graphics tracking system, we were tasked with building a bespoke system from scratch, Doodle, that would make the jobs of their staff and clients easier.
Doodle now allows the clients of Emerald to submit graphics and print jobs with ease and staff to keep their work in one place. It is a central store for all of the jobs and enables dialogue between the staff and clients without relying on email.
Jobs go through the system in a defined way that allow notifications to be triggered and updates to be displayed. This is managed through job statuses and enables staff to view at a glance how many jobs are at a certain point in the process.
The main entry into the new application for the clients of Emerald is the 'Create a Job' page. The form itself was made to be customisable, features conditional logic and allows clients to add their team members and any initial attachments to the job. Useful tooltips are shown to the user to guide them through the form along with handy validation messages if their submission is missing anything.
By making the job submission process easier for the clients, the Creative team found that jobs were no longer being requested via email, helping to keep things in one place. To ensure that clients had some degree of visibility into the workload of the Creative team, a job count and minimum deadline is displayed.
Submitted jobs are shown to the Creative team in two main views, the table and the calendar view. The calendar view gives the team a quick glance at how busy they are and also allows them to shuffle around jobs to different deadlines. When a job has been moved to a different deadline, a notification is sent to the client to update them.
In the table view, staff have visibility over key information at a glance such as the job status, expected deadline and who is currently assigned to it. They are able to filter the list by status, allowing them to keep track of stagnant jobs that need approving and they are able to sort by the different columns. The staff also have access to a similar page that filters to the jobs they are assigned to themselves.
Being able to view, order and filter the jobs in this way has helped the team manage their workload more effectively than before and made it easier to delegate jobs to other staff members when necessary.
This is the single job view, where the team spend most of their time in Doodle. On the right is key information such as job status, assigned staff and the design brief itself. On the left is where any uploaded files are displayed for approval and where comments are left by either side.
The team will upload their work to their job and then the client is able to either approve it or ask for changes. The dialogue between the team and clients is now kept on Doodle via the comments section as opposed to email, this stops things getting lost and keeps context to the comments.
When the graphics are approved, the job is either archived or it is sent to print. When it is sent to print, a different department will be able to use Doodle to download the attachments, view the brief and print the right thing.
At every point of the job process, users are updated on job progress by notifications which are configured to go out to the clients and to the staff. Staff and clients can add new members to each job to allow them to get notified as well.
Staff can set an 'out-of-office' on Doodle and assign another staff member to their jobs. This is then displayed to the client when they visit their job page and notifications are re-routed.