7
STATES
2
FILES
3
PAGES
8
EMAILS
01 · How Phase D starts
TRIGGER · RUBEN APPROVES DRAWING IN PHASE C
Drawing approved → Photoshop handoff
Once Ruben approves the drawing, the system assigns the chosen Photoshop Expert and sends them a private link. The Photoshop Expert takes the drawing, applies the Runoff print template (adds title + subtitle + B2B logo if applicable + colour corrections) and exports two files to OneDrive: a JPG for preview and a PDF print-ready file.
▸ The Photoshop Expert MUST upload BOTH files (JPG + PDF) before they can mark as done. The JPG is used in every preview the team and client see; the PDF is the file that goes to the printer.
▼
14
Print in progress
PHOTOSHOP EXPERT
The Photoshop Expert receives an email with a private link to their work page. There they see the approved drawing, the composition, the customer photo (full reference), the title and subtitle from the order, and (if B2B) the company logo to be placed on the print. They prepare the final files in their Photoshop template, then upload to the page. They can drop multiple files — but at minimum one JPG/PNG and one PDF. Then they click Mark as done.
Page (Photoshop Expert)
runoff-lp.pages.dev/photoshop/[orderId]?t=…
private link sent in the handoff email · single-purpose for this order
AUTO · Photoshop Expert snapshot saved to the order
PAGE · Photoshop work page
EMAIL · photoshop_handoff (to the Photoshop Expert)
What the Photoshop Expert receives
- Email "New print job ready" with a private one-time link
- Customer photo, composition, drawing, OneDrive folder
- Order details (title, subtitle, paper size, tier, B2B logo if applicable)
- If this is a rework after client feedback: a persistent banner with the customer's feedback summary and reference images
What the Photoshop Expert must upload
- One JPG or PNG — used in previews everywhere (internal review, client review, emails)
- One PDF — print-ready file that goes to the printer at the end of the order
- Mark as done only enables once both files are uploaded
14b
Print rework (photoshop)
PHOTOSHOP EXPERT
Sub-state when changes are needed and the rework lives entirely in Photoshop — typically when Ruben rejects internally (state 15 → 14b) or when the AI routes client feedback that doesn't touch the drawing (e.g. "shift the title up", "warmer tones"). The Photoshop Expert opens the same work page, applies the fix, uploads new files and marks as done.
Page (Photoshop Expert)
runoff-lp.pages.dev/photoshop/[orderId]?t=…
same page as state 14 · new link in the change-request email · feedback banner visible
EMAIL · print_changes_requested_photoshop (with feedback)
PAGE · same Photoshop work page
14c
Print rework (post artist redraw)
PHOTOSHOP EXPERT
Sub-state when client feedback triggered the Artist to redraw (Phase C 10b → 11 → 13), and now the Photoshop Expert needs to regenerate the print files from the new drawing. Functionally same as 14, but the Photoshop Expert sees a persistent feedback banner so they know what change to apply.
Page (Photoshop Expert)
runoff-lp.pages.dev/photoshop/[orderId]?t=…
same page as state 14 · feedback banner with client comments visible
EMAIL · photoshop_handoff (with feedback banner)
PAGE · same Photoshop work page
▼
15
Print for review (internal)
RUBEN
The Photoshop Expert has uploaded both files. Ruben receives an email and opens the internal print review page. There he sees: customer photo, composition, drawing, and the final print (JPG) — four columns. Approve or request changes.
Page (Ruben)
runoff-lp.pages.dev/internal/print-review/[orderId]
requires internal login · link sent in the team email
EMAIL TO TEAM · photoshop_done_internal
PAGE · /internal/print-review/[order]
DECISION · Approve or Request changes
What you receive
- Email "Print ready for internal review · EXXXXX" to ruben@runoff.studio
- Direct link to the print review page
- Four-column view: photo · composition · drawing · print
- Approve or Request changes
What happens on approve
- State moves to 16 (Print for review — client)
- Client receives the print review email with their private link
- If this approval comes after a client feedback cycle: all client feedback fields are auto-cleared before sending so the new round starts clean
▼
16
Print for review (client)
CLIENT
The client receives a branded email "Your artwork is ready" with a private link to a polished client review page. There they see the original photo they submitted next to the final print of their artwork — large, side by side. They have one decision: Approve or Send feedback. They can optionally attach reference images to clarify their feedback.
Page (client)
runoff-lp.pages.dev/client-review/[orderId]?t=…
private link sent to the client by email · bilingual EN / NL
EMAIL TO CLIENT · client_print_review (EN / NL)
PAGE · client review (branded)
DECISION · Approve or Send feedback
What the client receives
- One email in their language (NL or EN) inviting them to review
- Private link to their review page (one-time signed URL)
- On the page: original photo · final artwork · feedback text box · approve / send feedback button (dynamic)
What you receive
- If client approves → state 18 — see below
- If client sends feedback → state 17, AI takes over (see Feedback loop)
17
Client feedback received — AI clarifies and routes
AI · CLIENT · TEAM
The client has sent feedback (text + optional reference images). An AI reads it and decides whether it's clear enough to act on. If yes, the AI writes a clean summary for the internal team and decides who should handle the rework: the Artist (if the drawing must change) or the Photoshop Expert (if it's text, colour, layout). If the feedback is unclear, the AI sends targeted questions back to the client on the same page — up to 5 rounds. After 5 rounds without clarity, the order is escalated to Ruben.
Page (client)
runoff-lp.pages.dev/client-review/[orderId]?t=…
same page as state 16 · AI clarifying questions show inline · client refreshes to see them
FEEDBACK LOOP · INSIDE THE CLIENT REVIEW PAGE
AI evaluates → clarifies (if needed) → summarises → routes
1. Client submits feedback (text + optional images).
2. AI evaluates clarity. Clarity threshold is 0.90 confidence.
3. If clear → AI generates a summary + decides the role (Artist or Photoshop Expert) + sends an audit email to Ruben.
4. If unclear → AI asks specific questions on the page (the client refreshes and sees the questions). Client answers. Loop until clear, max 5 rounds.
5. Once routed, the assigned role receives a regular changes-requested email with the AI summary + the client's reference images embedded.
6. Client receives a confirmation email acknowledging the feedback was received.
2. AI evaluates clarity. Clarity threshold is 0.90 confidence.
3. If clear → AI generates a summary + decides the role (Artist or Photoshop Expert) + sends an audit email to Ruben.
4. If unclear → AI asks specific questions on the page (the client refreshes and sees the questions). Client answers. Loop until clear, max 5 rounds.
5. Once routed, the assigned role receives a regular changes-requested email with the AI summary + the client's reference images embedded.
6. Client receives a confirmation email acknowledging the feedback was received.
↻ ROUTING RULE · If the rework touches the drawing → Artist (state 10b) · If only text / colour / layout / logo → Photoshop Expert (state 14b)
AUTO · AI clarity check
AUTO · AI summary + role routing
EMAIL TO CLIENT · client_feedback_acknowledged
EMAIL TO TEAM · feedback_routed_internal (audit)
ESCALATION · feedback_escalation_internal after 5 rounds
Routing decision (deterministic + AI)
- "Move the shadow under the car a bit darker" → drawing change → Artist (state 10b)
- "Title font too small" → text change → Photoshop Expert (state 14b)
- "Background too saturated" → colour adjustment → Photoshop Expert (state 14b)
- "Add my company logo" → composition layer → Photoshop Expert (state 14b)
- If the AI confidence is below 0.75 or the change is "major" → escalation to Ruben (no auto-routing)
After the rework
- Artist redraws → state 11 → Ruben approves → 14c rework (Photoshop regenerates print files based on new drawing)
- Photoshop Expert reworks directly → 14b → 15 → 16 (back to client review with the updated print)
- All client feedback fields are wiped clean before the next client review email is sent
▼
18
Artwork approved
SYSTEM
The client has approved. The artwork is locked. The PDF on OneDrive becomes the definitive print file. The order is ready for Phase E (production + shipping). Ruben receives a confirmation email; the client receives a final thank-you.
AUTO · Order moves to Phase E
AUTO · PDF locked as definitive print file
EMAIL TO CLIENT · final thank-you (next phase)
EMAIL TO TEAM · approved confirmation (next phase)
02 · Pages used in Phase D
PAGE · PHOTOSHOP (HMAC LINK)
Photoshop work page
Photoshop Expert · English
/photoshop/[orderId]?t=...
- Customer photo + composition + drawing (all reference)
- Order details (title, subtitle, paper size, tier)
- B2B company logo (if applicable)
- OneDrive folder direct link
- Upload zone (JPG/PNG + PDF — both required)
- Mark as done button (enables when both file types are uploaded)
- If rework after client feedback: persistent feedback banner with summary + reference images
PAGE · INTERNAL REVIEW
Internal print review
Ruben · English
/internal/print-review/[orderId]
- Four columns: photo · composition · drawing · final print
- Each clickable to full-size
- If rework after client feedback: feedback banner with customer summary
- Approve and send to client button
- Request changes → AI popup
PAGE · CLIENT REVIEW
Branded artwork review
Client · NL / EN
/client-review/[orderId]?t=...
- Original photo + final artwork side by side
- One text area: "Anything you'd like to adjust?"
- Reference images upload (optional, up to 10 per round)
- Dynamic button: Approve (empty) / Send feedback (with content)
- If feedback in progress: shows AI clarifying questions
- If approved already: confirmation screen
03 · Every email sent in Phase D
TO PHOTOSHOP
On state 14 entry
New print job ready · EXXXXXPrivate link to the Photoshop work page. Customer photo + composition + drawing + order details + B2B logo (if applicable).
photoshop_handoff
TO TEAM
On state 14 → 15
Print ready for internal review · EXXXXXSent to ruben@runoff.studio with link to the print review page.
photoshop_done_internal
TO PHOTOSHOP
When Ruben approves
Print approved · EXXXXXQuick confirmation. The artwork is now being shown to the client.
print_approved_photoshop
TO PHOTOSHOP
When Ruben requests changes
Changes requested · EXXXXXAI-rewritten feedback. The Photoshop Expert reopens the same work page and uploads new files.
print_changes_requested_photoshop
TO CLIENT
On state 15 → 16
Your artwork is ready · EXXXXXSent in the client's language. Invites them to review the final print on a branded page.
client_print_review
TO CLIENT
When client submits feedback
We've got your feedback · EXXXXXConfirms the feedback was received. Sent in the client's language. No further client emails until the next review round.
client_feedback_acknowledged
TO TEAM
When AI routes the feedback
Client feedback routed to [Role] · EXXXXXAudit email to ruben@runoff.studio with the AI's decision (which role, why, confidence). The handoff to the chosen role happens automatically — Ruben does not need to act unless he disagrees.
feedback_routed_internal
TO TEAM
After 5 unclear rounds
[Escalation] AI couldn't get clarity on feedback for EXXXXXThe AI gave up after 5 rounds of asking clarifying questions. The order is parked in state 17. Ruben handles it manually (call client, decide what to do).
feedback_escalation_internal
04 · Automations of Phase D
- ▸ DRAWING APPROVED IN PHASE C · Photoshop Expert snapshot saved · handoff email sent · feedback banner shown if it's a post-feedback rework
- ▸ PHOTOSHOP MARKS AS DONE · JPG + PDF URLs saved on the order · internal review email sent to Ruben · order moves to state 15
- ▸ RUBEN APPROVES INTERNALLY · client review email sent with HMAC link · client feedback fields wiped clean · order moves to state 16
- ▸ RUBEN REQUESTS CHANGES · AI drafts feedback · email sent to Photoshop · order moves to 14b rework
- ▸ CLIENT APPROVES · order moves to state 18 · PDF locked as definitive · Phase E triggered
- ▸ CLIENT SENDS FEEDBACK · AI evaluates clarity · if clear → summary + routing + audit email to Ruben · if unclear → AI asks questions on the page (up to 5 rounds) · after 5 rounds → escalation to Ruben
- ▸ AI ROUTES TO ARTIST OR PHOTOSHOP · "if drawing changes → Artist · else → Photoshop" · handoff email sent automatically · order moves to 10b or 14b
OPERATING NOTES
• JPG + PDF are both required at the Photoshop step. JPG is for preview everywhere (emails, internal review, client review). PDF is the definitive print-ready file that goes to the printer in Phase E.
• The client never sees the drawing alone — only the final print next to their original photo.
• The AI feedback loop is bounded to 5 rounds. After that, the order is parked and Ruben gets an escalation email — typically time to call the client.
• Routing is determined by the AI, not Ruben. The rule is hardcoded: "if the rework touches the drawing → Artist, else → Photoshop Expert". Ruben gets an audit email so he can override manually if the AI misroutes.
• Feedback fields are wiped clean when Ruben approves a new print internally — each client review round starts from scratch. The reference images stay on OneDrive as history.
• The client review page is bilingual (NL/EN). The page auto-detects but always shows a language switcher.
• No video uploads from the client — only reference images. The text box is the primary way to leave feedback.
• The client never sees the drawing alone — only the final print next to their original photo.
• The AI feedback loop is bounded to 5 rounds. After that, the order is parked and Ruben gets an escalation email — typically time to call the client.
• Routing is determined by the AI, not Ruben. The rule is hardcoded: "if the rework touches the drawing → Artist, else → Photoshop Expert". Ruben gets an audit email so he can override manually if the AI misroutes.
• Feedback fields are wiped clean when Ruben approves a new print internally — each client review round starts from scratch. The reference images stay on OneDrive as history.
• The client review page is bilingual (NL/EN). The page auto-detects but always shows a language switcher.
• No video uploads from the client — only reference images. The text box is the primary way to leave feedback.
OUT OF SCOPE FOR PHASE D
Production (printing, framing, packaging), shipping label generation, MyParcel integration, certificate / VIN sticker / shipping box sticker auto-generation, and Trustpilot review trigger all live in Phase E (states 19 to 23). Phase D ends the moment the client approves the artwork.