6
STATES
1
UPLOAD
2
PAGES
5
EMAILS
01 · How Phase C starts
TRIGGER · RUBEN APPROVES COMPOSITION IN PHASE B
Composition approved → Artist handoff
When Ruben clicks Approve and send to Artist in the composition review page, the system snapshots the chosen Artist on the order, sends them a private link to their work page, and moves the order to state 10. The Artist now has everything they need — the customer photo, the approved composition and the brief — to begin drawing.
▸ For Legacy tier orders the Artist is Ruben himself (he handles those personally). For Essential and Signature any active Artist on the Team can be assigned.
▼
10
Drawing in progress
ARTIST
The Artist receives an email with a private link to their work page. There they see: the customer photo (reference), the approved composition (what they're drawing), and the OneDrive folder for the order. They draw on paper as usual, then scan/photograph the finished drawing and upload it through their page. When ready, they click Mark as done.
Page (Artist)
runoff-lp.pages.dev/artist/[orderId]?t=…
private link sent in the handoff email · single-purpose for this order
AUTO · Artist snapshot saved to the order
PAGE · Artist work page
EMAIL · artist_handoff (to the Artist)
What the Artist receives
- Email "New drawing job ready" with a private one-time link
- Customer photo (reference)
- Approved composition (the layout to draw)
- OneDrive folder direct link
- If the order is a rework after client feedback: a persistent banner with the customer's feedback summary and any reference images
What the Artist does
- Draws the artwork on paper (markers, pencils, fineliners)
- Scans or photographs the finished drawing
- Uploads it on the page (JPG / PNG)
- Clicks Mark as done when ready
10b
Drawing rework
ARTIST
Sub-state when Ruben has requested changes (state 12). The Artist receives a new email with Ruben's feedback, opens the same work page and uploads a revised version. Once they mark it as done, the order returns to state 11 for review. Same flow as state 10 but with a feedback banner visible.
Page (Artist)
runoff-lp.pages.dev/artist/[orderId]?t=…
same page as state 10 · new link in the change-request email · feedback banner visible
EMAIL · drawing_changes_requested_artist (with feedback)
PAGE · same Artist work page
▼
11
Drawing for review
RUBEN
The Artist has uploaded the finished drawing. Ruben receives an email and opens the drawing review page. He sees three images side by side: customer photo (reference), approved composition (target layout), final drawing (Artist's work). Below them: a Photoshop Expert picker (so on approve the order is handed off correctly) and the buttons Approve and send to Photoshop / Request changes.
Page (Ruben)
runoff-lp.pages.dev/internal/drawing-review/[orderId]
requires internal login · link sent in the team email
EMAIL TO TEAM · artist_done_internal
PAGE · /internal/drawing-review/[order]
DECISION · Approve or Request changes
What you receive
- Email to ruben@runoff.studio: "Drawing ready for review — EXXXXX"
- Direct link to the drawing review page
- On the page: three columns (photo · composition · drawing) · Photoshop Expert picker · Approve / Request changes
What happens on approve
- State jumps to 13 (Drawing approved) and then to 14 (Print in progress) automatically
- The chosen Photoshop Expert receives the photoshop handoff email (Phase D)
- The Artist receives a confirmation email "Drawing approved"
▼
12
Drawing rejected — AI drafts feedback
AI · RUBEN · ARTIST
Ruben clicks Request changes → popup opens inside the same review page. He writes what should change. The AI rewrites it as a polished message to the Artist. Ruben reviews/edits/sends. The Artist receives the email and the order moves to 10b rework.
Page (Ruben)
runoff-lp.pages.dev/internal/drawing-review/[orderId]
same page as state 11 · changes popup opens inside
CHANGE REQUEST FLOW · INSIDE DRAWING REVIEW PAGE
Request changes → AI popup → review → send
1. Ruben clicks Request changes → popup with feedback box.
2. Ruben types what needs to change in plain language.
3. Click Generate email with AI → AI rewrites it for the Artist.
4. Edit or regenerate with comments.
5. Send → Artist receives the email, order moves to 10b.
2. Ruben types what needs to change in plain language.
3. Click Generate email with AI → AI rewrites it for the Artist.
4. Edit or regenerate with comments.
5. Send → Artist receives the email, order moves to 10b.
↻ LOOP · Artist reworks → state 11 again — repeat until approved (or Artist pushes back, see 12b)
CHANGES POPUP · inside drawing review page
AUTO · AI drafts feedback email
EMAIL TO ARTIST · drawing_changes_requested_artist
AUTO · status moves to 10b
12b
Artist pushback to Ruben
ARTIST · RUBEN
Escape hatch for the Artist. If Ruben requests a change that the Artist disagrees with (e.g. the requested change would compromise the drawing, or there's a misunderstanding), the Artist can push back instead of reworking blindly. On their page they have a "Push back to Ruben" button that opens a text box where they explain their reasoning. The order moves to 12b, an email goes to Ruben, and the discussion happens before any rework.
Page (Artist)
runoff-lp.pages.dev/artist/[orderId]?t=…
same Artist page as state 10 · pushback button opens a text box
PUSHBACK FLOW · INSIDE ARTIST WORK PAGE
Artist explains, Ruben reconsiders
1. Artist clicks Push back to Ruben → text box opens.
2. Artist writes their reasoning (why the rework is problematic).
3. Submit → email goes to ruben@runoff.studio with the message.
4. Ruben either confirms the original change, agrees with the Artist, or proposes something different — directly by email/Slack/in person, off-system.
5. Once aligned, Ruben can put the order back to state 11 manually (or the Artist can mark as done if Ruben accepts the existing drawing).
2. Artist writes their reasoning (why the rework is problematic).
3. Submit → email goes to ruben@runoff.studio with the message.
4. Ruben either confirms the original change, agrees with the Artist, or proposes something different — directly by email/Slack/in person, off-system.
5. Once aligned, Ruben can put the order back to state 11 manually (or the Artist can mark as done if Ruben accepts the existing drawing).
ARTIST WRITES PUSHBACK
EMAIL TO TEAM · artist_pushback_internal
RESOLVED OUTSIDE THE SYSTEM
13
Drawing approved
SYSTEM
Auto-transition state. The moment Ruben clicks Approve, the system records the approval, snapshots the chosen Photoshop Expert on the order, sends the confirmation email to the Artist, and triggers the photoshop handoff (Phase D). Within seconds the order is on state 14.
Special case: if the drawing was reworked after client feedback in Phase D (state 10b → 11 → 13 path), the system detects that the customer feedback summary is populated and moves the order to
14c Print rework (post artist) instead of 14, so the Photoshop Expert knows this is a follow-up to a client concern.
AUTO · Artist confirmation email
AUTO · Photoshop Expert snapshot saved
AUTO · Photoshop handoff triggered (Phase D)
02 · Pages used in Phase C
PAGE · ARTIST (HMAC LINK)
Artist work page
Artist · English
/artist/[orderId]?t=...
- Customer photo (reference)
- Approved composition (target layout)
- OneDrive folder direct link
- Upload zone for the finished drawing
- Mark as done button
- Push back to Ruben button (opens pushback text box)
- If rework after client feedback: persistent feedback banner with customer comments + reference images
PAGE · INTERNAL REVIEW
Drawing review
Ruben · English
/internal/drawing-review/[orderId]
- Three columns: customer photo · composition · drawing
- Each clickable to full-size
- Photoshop Expert picker (dropdown of active PS Experts)
- Approve and send to Photoshop button
- Request changes → AI popup
03 · Every email sent in Phase C
TO ARTIST
On state 10 entry
New drawing job ready · EXXXXXSent with a private link to the Artist work page. Includes customer photo, approved composition, OneDrive folder link. If this is a rework after client feedback, the email also includes the feedback summary.
artist_handoff
TO TEAM
On state 10 → 11
Drawing ready for review · EXXXXXSent to ruben@runoff.studio with a direct link to the drawing review page.
artist_done_internal
TO ARTIST
When Ruben approves
Drawing approved · EXXXXXQuick confirmation. The order moves on to the Photoshop Expert.
drawing_approved_artist
TO ARTIST
When Ruben requests changes
Changes requested · EXXXXXAI-rewritten feedback. The Artist opens the same work page and uploads a revised drawing.
drawing_changes_requested_artist
TO TEAM
When Artist pushes back
Artist pushback · EXXXXXSent to ruben@runoff.studio with the Artist's reasoning. Discussion happens off-system; Ruben moves the order forward manually when aligned.
artist_pushback_internal
04 · Automations of Phase C
- ▸ COMPOSITION APPROVED IN PHASE B · Artist identity snapshotted on the order · Artist handoff email sent · order moves to state 10
- ▸ ARTIST UPLOADS DRAWING + MARK AS DONE · drawing URL saved on the order · internal review email sent to Ruben · order moves to state 11
- ▸ RUBEN APPROVES · approval email sent to Artist · Photoshop Expert snapshot saved · Photoshop handoff triggered automatically · order is on Phase D within seconds
- ▸ RUBEN REQUESTS CHANGES · AI drafts feedback email · Ruben reviews/edits · email sent to Artist · order moves to 10b rework
- ▸ ARTIST PUSHES BACK · pushback reason saved on the order · email sent to Ruben · order moves to 12b — Ruben handles it off-system before moving on
- ▸ DRAWING APPROVED AFTER CLIENT FEEDBACK · system detects the customer feedback summary is populated · order routes to
14c Print rework (post artist)instead of state 14 — Photoshop Expert sees a feedback banner
OPERATING NOTES
• Legacy tier = Ruben as Artist. The Artist dropdown on composition review pre-selects Ruben for Legacy orders.
• Artist identity is snapshotted at the moment of handoff. Even if you swap the Artist in Airtable mid-order, the active order keeps its original assignment.
• The Photoshop Expert is picked at the moment of approving the drawing, not before — same pattern as the Artist pick in Phase B.
• Customer is not involved in Phase C — they don't see the drawing until Phase D (print review).
• Pushback is meant to be rare. It exists so the Artist doesn't have to silently rework something they disagree with. When it happens, Ruben handles it directly (email, call, in person) and resumes the order manually.
• If the drawing is reworked after client feedback in Phase D, the Photoshop Expert sees a feedback banner on their next handoff so they know why the drawing changed.
• Artist identity is snapshotted at the moment of handoff. Even if you swap the Artist in Airtable mid-order, the active order keeps its original assignment.
• The Photoshop Expert is picked at the moment of approving the drawing, not before — same pattern as the Artist pick in Phase B.
• Customer is not involved in Phase C — they don't see the drawing until Phase D (print review).
• Pushback is meant to be rare. It exists so the Artist doesn't have to silently rework something they disagree with. When it happens, Ruben handles it directly (email, call, in person) and resumes the order manually.
• If the drawing is reworked after client feedback in Phase D, the Photoshop Expert sees a feedback banner on their next handoff so they know why the drawing changed.
OUT OF SCOPE FOR PHASE C
Print file preparation (JPG + PDF) is handled by the Photoshop Expert in Phase D. The client only sees the final print in Phase D — they never see the drawing on its own. Production and shipping live in Phase E.