Each phase describes what happens to an order from the moment it enters the system until it ships. The pages cover what every state means, what email is sent and to whom, which page each role uses, and the automations that run in the background. No technical detail — these pages are written for the people who do the work.
The four phases
PHASE A
Order intake
States 01 — 04
An order enters the system (Shopify or manual) and the client uploads their photo. Ruben reviews the photo and either approves or sends an AI-drafted rejection.
SystemClientRubenAI
Open Phase A →
PHASE B
Composition
States 06 — 09
AI generates composition variants. The Compositor picks one (or uploads their own) and Ruben approves before sending the order on to the Artist.
AICompositorRuben
Open Phase B →
PHASE C
Drawing
States 10 — 13
The Artist draws the artwork and uploads it. Ruben reviews. Changes can be requested with AI-drafted feedback, or the Artist can push back to Ruben.
ArtistRubenAI
Open Phase C →
PHASE D
Print
States 14 — 18
The Photoshop Expert produces the print-ready files. Ruben reviews internally. The client reviews on a branded page. AI handles the feedback loop with up to 5 clarification rounds.
Photoshop ExpertRubenClientAI
Open Phase D →
How to read each phase page
StatesNumbered milestones the order passes through. Each one has an actor (System, Client, Ruben, Compositor, Artist, Photoshop Expert, AI).
PagesThe internal or client-facing web pages used at each step, with their URL.
EmailsEvery automatic email sent in the phase — to whom, when, and what they receive.
AutomationsWhat the system does in the background without a human pressing a button.
ScenariosDifferent ways a phase can play out (rejection loops, manual overrides, branching).
Operating notesDecisions and edge cases that are easy to forget but matter operationally.