Design Request Management

SarasX Design Request is used to capture a new design requirement, route it through the design workflow, assign it to the right designer, complete the pre-cal BOM and finally create the linked design file when the request is approved for execution.

You can create a new Design Request in three ways:

• From Design Request Search using Create New
• From Design Request Search using Quick Add
• From the Designer Dashboard using the + button at the bottom of a lane

• Open Design Request Search
• Click Create New
• Fill the request header details
• Save the record to open the full Design Request screen

Use this option when you want to create the request and continue with the full working screen immediately.

• Open Design Request Search
• Click Quick Add
• A popup will open with two tabs:
  • Header
  • Additional Info

In the Header tab, provide the main request details such as:

• Request Date
• Due Date
• Priority
• Design Category
• Product Type
• Concept
• Material Instruction
• Special Instruction

In the Additional Info tab, provide the request-category details such as:

• Design For
• Design Edition
• Price Range
• Design Channel
• Design Collection
• Main Material
• Mother Design
• Size

Important: In this tab, fields such as Design Edition, Price Range and Design Channel may be mandatory depending on configuration.

Click Confirm to create the request.

• Open the Designer Dashboard
• Go to the lane where you want to add the request
• Click the + button at the bottom of that lane
• Fill the same Header and Additional Info tabs
• Click Confirm

Use this option when the team is already working from the dashboard and wants to add the request directly in workflow context.

You can open an existing request from:

• Design Request Search
• Designer Dashboard

The Design Request Search helps you:

• search by request details
• review images and planned finish date
• open the request for detailed action

The Designer Dashboard helps you:

• review requests by Status
• review requests by Designer
• review requests by Requestor
• review requests by Category
• review requests by Product Type

Once the request is created, users move it through the workflow using the buttons shown in the Workflow panel on the right side of the Design Request.

Typical working flow is:

• Concept Proposed
  • Review the concept request
  • Accept it to move forward, or reject it if it should not proceed
• Concept Accepted
  • Concept is approved
  • SarasX automatically moves the request to Brief Pending after save
• Brief Pending
  • Attach the design brief and ensure the responsible designer is assigned
  • SarasX automatically moves the request to Ready to Start when both the Design Brief attachment and Designer assignment are available
• Ready to Start
  • Designer is identified and the request is ready for work preparation
  • Click Start Design when the assigned designer begins the work
• Design Started
  • Designer works on the design concept
  • Images, notes and design progress can be updated in the request
  • Click Submit for Review when the design is ready for review
• Submitted for Review
  • Design is submitted for internal review
  • Reviewer can click Prepare Precal or Rework
• Rework
  • Review comments are addressed and the design is corrected
  • Click Resubmit for Review after the corrections are completed
• Ready for Precal
  • Request is ready for pre-cal BOM creation
  • Use Add Precal to create or open the linked pre-cal BOM
  • SarasX automatically moves the request to Pending to Score when the linked pre-cal BOM is completed
• Pending to Score
  • Upload the score document in the request attachment section
  • While uploading, set the attachment Type to Product Score
  • SarasX automatically moves the request to Ready for Presentation when the score document is detected
• Ready for Presentation
  • Pre-cal BOM is complete and request is ready for presentation review
  • Reviewer can click Start Technical to continue or Reject Concept to stop the request
• Ready for Technical
  • Design Request is ready for detailed technical drawings and detailing
  • Reviewer can click Prepare Design File when technical preparation is complete
• Ready for Design File
  • Request is ready to be converted into a linked design file
  • Use Create Design File to generate the linked design record from the request and pre-cal BOM
  • SarasX automatically moves the request to Request Closed when the linked Design File and linked completed Design File BOM are detected
• Request Closed
  • Design Request workflow is complete

Some stages also allow Add Comment so that users can record working notes directly in the workflow context. Many workflow actions also require a comment when the user confirms the action.

Important: Workflow buttons are role-based. Depending on responsibility and permission, actions may be visible only to users such as DesignDirector, Designer, DesignReviewer or DesignAdmin.

The Brief Pending stage is used to confirm that the Design Request has the required brief document attached.

• Open the Design Request
• Upload the brief in the Attachment section
• While uploading, set the attachment Type to Design Brief

The brief can be in any practical format such as:

• Excel
• Word
• PDF
• PowerPoint
• scanned document
• image

Important: The file format is flexible, but it must be uploaded with attachment type Design Brief so SarasX can recognize it correctly in the workflow.

The Ready to Start stage is used to confirm which designer will work on the request.

• Open the Design Request
• Select the responsible designer in the Designer section
• Save the request after assignment

This assignment makes ownership clear for the team and prepares the request for the next working stage.

The Ready for Precal stage is used to create the pre-cal BOM for the request.

• Open the Design Request
• Move it to the stage where Add Precal is available
• Click Add Precal
• System will open or create the linked pre-cal BOM
• Fill the required BOM details
• Save the BOM
• Change the BOM status to Mark Complete

Important: To complete this step, the user must create the linked pre-cal BOM, enter the required BOM details, save the BOM and then change its status to Mark Complete. Once SarasX detects that the linked pre-cal BOM exists and is marked complete, the Design Request will automatically move to the next workflow stage.

The Pending to Score stage is used to confirm that the presentation scoring document has been attached to the Design Request.

• Open the Design Request
• Upload the score document in the Attachment section
• While uploading, set the attachment Type to Product Score

The score document can be uploaded in the business format used by your team, provided it is tagged correctly during upload.

Important: SarasX clears this stage only after the score document is attached and marked with attachment type Product Score.

The Ready for Design File stage is not just a reference stage. It performs an actual SarasX action.

• Open the Design Request
• Move it to the stage where Create Design File is available
• Click Create Design File

System will automatically take the following actions:

• create a new record in Design Master
• copy the request details into the design file
• copy the pre-cal BOM into the new design file
• link the design file back to the Design Request

After the design file link is created, the Design Request can complete its closing logic in the workflow. After the design file link is created, SarasX closes the Design Request only when the linked Design File BOM is also available and marked complete.

The Designer Dashboard is used to review work from multiple operational angles.

From the dashboard, users can also take direct working actions such as:

• add a new Design Request from the + button in a lane
• generate the report available for that dashboard list
• move items up or down within a lane to adjust working priority

Use this view to see how many requests are waiting in each workflow stage such as:

• Concept Proposed
• Concept Accepted
• Brief Pending
• Ready to Start
• Design Started
• Submitted for Review
• Rework

Use this view to see the active requests grouped by assigned designer.

Use this view to review requests based on who initiated the request.

Use this view to review requests by business category such as Home Decoration, Jewellery or Accessory.

Use this view to review requests by more specific product grouping.

• Design Request can be created from Search, Quick Add or Dashboard
• The Quick Add and dashboard popup both contain Header and Additional Info tabs
• Design Edition, Price Range and Design Channel may be mandatory
• The workflow is action-driven and users should use the buttons shown in the Workflow panel
• Brief Pending is cleared only when the required brief and designer assignment conditions are satisfied
• Ready for Precal is the stage for building the pre-cal BOM
• Create Design File creates a new linked design master record and copies request + pre-cal BOM data into it