Interactive process maps, decision trees, and journey flowcharts for every corner of the CD365 operation. Click any card to explore.
Correction Applied: Order Intake Flow
Previous versions incorrectly showed customers completing a Stripe checkout. Corrected flow: Customers submit orders via the digital order form at orders.carpediem365.net with Casey (the salesman). The customer then receives a Stripe invoice immediately — they do not go through a Stripe checkout page. The Master Scenario fires on the Stripe invoice.paid event (or equivalent webhook), not checkout.session.completed.
Process Maps
Master Process Map
End-to-end view: from customer order through calendar print. All phases, systems, and handoffs.
Overview
1. Order Intake & Processing
Digital order form → Stripe invoice → Master Scenario → Sheets + Drive + Designer brief
Previous error: Showed "Customer Completes Stripe Checkout." Corrected: Customer submits order on orders.carpediem365.net digital order form with Casey. Customer then receives a Stripe invoice and pays it. The webhook fires on invoice payment, not checkout completion.
Systems & Integration Map
How all tools connect. Click system names for details.
Previous error: Showed customer completing Stripe checkout directly. Corrected: Casey submits order on orders.carpediem365.net, customer receives Stripe invoice, then pays the invoice. This is an invoice-based flow, not a hosted checkout.
PHASE 2A
2. Payment Tracking & Sync (Scenario 3)
Stripe invoice.paid → route PIF vs installment → update statuses → notify Lauren for fulfillment.
flowchart TD
A["Stripe invoice.paid Webhook"] --> B["Payment Sync (Scenario 3)"]
B --> C["Search Orders Tab by Stripe Customer ID"]
C --> D{{"Order Found?"}}
D -->|"No"| E["Log Error + Alert Casey"]
D -->|"Yes"| F{{"Payment Type?"}}
F -->|"Pay in Full"| G["Full Payment Received"]
F -->|"Installment X of N"| H["Partial Payment"]
G --> I["Orders: Status - Active Invoice Status - Paid"]
H --> J["Orders: Status - Active Invoice Status - Partial"]
I --> K["Fulfillment Tab: Status - Need to Send"]
J --> K
K --> L["Email Lauren laurenreghyde at gmail.com"]
L --> L1["Contains: Client Name + Address Total Spend (swag scaling) Pre-filled Fulfillment Form Link"]
K --> M["Log to Webhook Log Payment Method, Amount, Scenario ID"]
Sources: CD365_Scenario3_Revised_Plan.docx (PIF vs installment routing), Scenario3-Fulfillment-Modification-Blueprint.md (M75 fix, new Gmail module to Lauren, Webhook Log expansion from Phase2A-Items-4-5-6-Blueprint.md)
PHASE 2B START
3. Designer Assignment & Job Claiming
Both designers get the brief. First to claim via JotForm #1 wins. Auto-assign after 24 hours.
flowchart TD
A["Designer Brief Email Sent to BOTH Lauren + Linda"] --> B{{"Who Claims First? (JotForm 1: 260706598252059)"}}
B -->|"Lauren Claims"| C["Job Claim Processor (JotForm 1 Webhook)"]
B -->|"Linda Claims"| C
B -->|"Neither Claims within 24 Hours"| D["Auto-Assignment Scenario (Every 6 Hours)"]
C --> C1["Search Designer Queue by Order ID"]
C1 --> C2{{"Already Claimed?"}}
C2 -->|"Yes"| C3["Reject: Job already taken"]
C2 -->|"No"| C4["Assign to Claiming Designer"]
C4 --> C5["Update Designer Queue: Assigned To - Designer Name Artwork Status - Claimed Claimed Col O - Yes Date Claimed - NOW"]
C5 --> C6["Notify Other Designer: Job was claimed by [Name]"]
C5 --> C7["Confirm to Claimer"]
D --> D1["Search Designer Queue for Unclaimed Jobs"]
D1 --> D2["Count Active Jobs Per Designer"]
D2 --> D3{{"Who Has Fewer?"}}
D3 -->|"Lauren"| D4["Assign to Lauren"]
D3 -->|"Linda"| D5["Assign to Linda"]
D3 -->|"Tied"| D6["Assign to Lauren (Default Tiebreaker)"]
D4 --> D7["Update + Notify"]
D5 --> D7
D6 --> D7
Column Detail (Designer Queue): Column F = Artwork Status (Sent to Designer → Claimed), Column O = Claimed (Yes/No flag), Column P = Claim Deadline. These are distinct — F tracks workflow state, O is a binary flag. Per Phase2B-V2-Updates.md lines 43-54.
flowchart TD
A["Designer Assigned (Status: Claimed)"] --> B["Designer Creates Artwork Proof"]
B --> C["Upload Proof via JotForm 2 (260706895273062)"]
C --> C1["Fields: Order ID, File Upload, Notes"]
C1 --> D["JotForm 2 Webhook Fires"]
D --> E["Artwork Upload Watcher"]
E --> F["Search Designer Queue by Order ID"]
F --> F1["Get Artwork Folder ID Column Q from M435"]
E --> G["Download File from JotForm URL (HTTP Module)"]
G --> H["Rename File: [BusinessName] - [OrderID] - Rev[N].[ext]"]
H --> I["Upload to Google Drive Artwork/ subfolder (Using Column Q folder ID)"]
I --> J["Update Designer Queue: Status - Pending Approval Last Upload Date - NOW Revision Count +1 Clear Last Reminder Sent"]
J --> K["Update Orders Tab: Artwork Status - Pending Approval"]
K --> L["Send Client Approval Email"]
L --> L1["Branded HTML email with: Artwork proof attached Review and Approve CTA button Pre-filled link to JotForm 3"]
K --> M["Log to Webhook Log"]
Sources: CD365-Artwork-Upload-Watcher-Build-Guide.md (W1-W10 modules), CD365-Artwork-Upload-Watcher-Config-Guide.md (Column Q = M435 NOT M434, file naming from line 69), Phase2B-V2-Updates.md (grace period reset on upload)
Critical Implementation Detail: Column Q in Designer Queue MUST map to M435 (the Artwork subfolder), not M434 (the parent order folder). If mapped wrong, files upload to the wrong location. Per CD365-Artwork-Upload-Watcher-Config-Guide.md line 372.
Two daily scheduled scenarios: Designer Reminders + Auto-Approve Deadline
flowchart TD
subgraph DR["DESIGNER REMINDER (Daily 9 AM)"]
A1["Search Designer Queue: Status - Sent to Designer or Claimed or Revision Requested"] --> A2["Calculate Days Since Assignment or Last Reminder"]
A2 --> A3{{"Days Pending?"}}
A3 -->|"Day 1-5"| A4["GRACE PERIOD No action taken"]
A3 -->|"Day 5-6"| A5["Friendly Reminder Hope all is going well"]
A3 -->|"Day 7-8"| A6["Follow-Up Please submit soon"]
A3 -->|"Day 9-10"| A7["Warning Artwork needed"]
A3 -->|"Day 11+"| A8["URGENT Artwork overdue!"]
A7 --> A9{{"Day 10+?"}}
A8 --> A9
A9 -->|"Yes"| A10["ESCALATION to Casey"]
A5 --> A11["Update Last Reminder Sent"]
A6 --> A11
A9 --> A11
end
subgraph AA["AUTO-APPROVE DEADLINE (Daily 9 AM)"]
B1["Search Designer Queue: Status - Pending Approval"] --> B2{{"Days to Oct 25?"}}
B2 -->|"5 days before (approx Oct 20)"| B3["LAST CHANCE email to client: Artwork will auto-approve on Oct 25 if no response"]
B2 -->|"Deadline reached (Oct 25)"| B4["AUTO-APPROVE"]
B4 --> B5["Orders: Status - Approved Client Approval - Auto-Approved"]
B5 --> B6["Move artwork to Final/"]
B6 --> B7["Email client + Casey"]
B2 -->|"More than 5 days"| B8["No action"]
end
Sources: Phase2B-V2-Updates.md (5-day grace, 2-day intervals, Day 10+ Casey escalation), Phase2B-FINAL-Plan.md (Oct 25 auto-approve, Oct 28 print, Oct 20 last chance)
Key Detail: The "Last Reminder Sent" column resets to empty on every new artwork upload (per Upload Watcher). This means the 5-day grace period restarts fresh after each revision submission — a designer who just submitted revised artwork won't get reminder emails for another 5 days. Source: Phase2B-V2-Updates.md.
PHASE 3
7. Swag Pack Fulfillment
Payment confirmed → Lauren notified → orders from Printify → ships → submits Google Form.
flowchart TD
A["Payment Confirmed Fulfillment: Need to Send"] --> B["Email Lauren laurenreghyde at gmail.com"]
B --> B1["Email Contains: Client Name + Address Total Spend (swag scaling) Pre-filled Form Link"]
B1 --> C["Lauren Orders Swag from Printify"]
C --> C1["Branded merchandise scaled to client spend level"]
C1 --> D{{"Shipped?"}}
D -->|"Not Yet"| E["Swag Reminders Scenario (Daily Check)"]
E --> E1["Filter: Status is Need to Send OR Status is Overdue excludes Not Sent and Shipped"]
E1 --> E2{{"Days Pending?"}}
E2 -->|"Under 5 days"| E3["Standard Reminder (M4)"]
E2 -->|"5+ days"| E4["Status to Overdue Urgent Reminder (M6) Casey CC'd"]
E3 --> D
E4 --> D
D -->|"Yes"| F["Lauren Submits Google Form (Internal - NOT JotForm)"]
F --> F1["Fields: Order ID (pre-filled), Tracking Number, Shipping Date"]
F1 --> G["Process Fulfillment Scenario Fires"]
G --> H["Fulfillment Tab: Status - Shipped DateShipped - NOW"]
H --> I["Reminders Stop"]
Sources: CD365_SwagPack_Fulfillment_Architecture.docx (Printify, swag scaling), Scenario3-Fulfillment-Modification-Blueprint.md (filter: excludes "Not Sent", only "Need to Send" and "Overdue"), JotForm-vs-GoogleForms-Evaluation.md (Google Forms for internal, JotForm for client-facing)
Decision Tree — All Business Decision Points
12 decision points. Diamonds = decisions. Follow each branch to its outcome.
Customer Touchpoints: The customer has only 4 active interactions: (1) work with Casey to order, (2) pay invoice, (3) review artwork, (4) receive calendar + swag. Everything else is automated.
CASEY HYDE — OWNER / SALESMAN
Casey Hyde — Journey
Sales-forward role with oversight. Automation handles 90% — Casey handles sales, escalations, and Final/ file moves.
flowchart TD
subgraph SALES["SALES"]
S1["Identify Prospects: Local businesses in Gulf Coast / Emerald Coast"] --> S2["Sales Outreach: Calls, meetings"]
S2 --> S3["Present Ad Packages"]
S3 --> S4["Submit Order via orders.carpediem365.net"]
S4 --> S5["Customer gets Stripe invoice Automation takes over"]
end
subgraph OVERSIGHT["DAILY OVERSIGHT"]
O1["Monitor Master Tracker"] --> O2["Orders Tab: New orders, statuses"]
O1 --> O3["Designer Queue: Active jobs, bottlenecks"]
O1 --> O4["Webhook Log: Automation audit trail"]
O1 --> O5["Fulfillment Tab: Swag pack status"]
end
subgraph ESC["ESCALATION HANDLING"]
E1["Artwork Approved Notification"] --> E2["Move file from Artwork/ to Final/ in Google Drive"]
E3["3+ Revision Alert"] --> E4["Review feedback vs work Contact client or designer"]
E6["Schedule-a-Call Request"] --> E7["Call client at preferred time"]
E10["Day 10+ Designer Overdue Alert"] --> E11["Contact designer directly"]
E12["Auto-Approve Notification"] --> E13["Verify artwork quality"]
end
subgraph ADMIN["SYSTEM ADMIN"]
AD1["Manage Protected Ranges"]
AD2["Monitor Make.com Scenarios"]
AD3["Primary email account: casey at carpediem365.net"]
end
From brief to final approval. Designer never touches Drive directly — everything goes through JotForms.
flowchart TD
subgraph BRIEF["RECEIVE BRIEF"]
A1["Designer Brief Email (from M12)"] --> A2["Brief Contains: Business Name, Order ID, Product List, Coupon Text, Dates, Client Assets"]
A2 --> A3["BOTH Lauren AND Linda receive same brief"]
end
subgraph CLAIM["CLAIM JOB"]
A3 --> B1{{"Claim It?"}}
B1 -->|"Yes"| B2["Submit JotForm 1"]
B2 --> B3{{"Accepted?"}}
B3 -->|"Yes"| B4["Confirmation email"]
B3 -->|"Already taken"| B5["Rejection email"]
B1 -->|"No / Miss window"| B6["May be auto-assigned"]
end
subgraph CREATE["CREATE ARTWORK"]
B4 --> C1["Design proofs for all ordered products"]
B6 --> C1
C1 --> C2["Reminder schedule active: 5-day grace then escalating every 2 days"]
end
subgraph UPLOAD["SUBMIT"]
C1 --> D1["Upload via JotForm 2"]
D1 --> D2["Upload Watcher processes: File renamed, uploaded to Drive, client approval email sent"]
D2 --> D3["Status: Pending Approval"]
end
subgraph WAIT["AWAIT DECISION"]
D3 --> E1{{"Client Response?"}}
E1 -->|"Approved"| E2["JOB COMPLETE"]
E1 -->|"Changes"| E3["Revision email with product-specific notes"]
E3 --> E4["Grace period resets"]
E4 --> C1
E1 -->|"Call"| E5["Pending Call Casey handles"]
E1 -->|"No response"| E6["Auto-Approved Oct 25"]
E6 --> E2
end
Sources: Phase2B-V2-Updates.md (two-designer system, both receive brief), CD365-Artwork-Upload-Watcher-Build-Guide.md (file handling), Approval-Processor-Config-Guide.md (notifications per route)
LAUREN HYDE — DESIGNER + FULFILLMENT + SOCIAL
Lauren Hyde — Journey
Three roles: primary graphic designer, swag pack coordinator, and social media manager.
flowchart TD
subgraph R1["ROLE 1: GRAPHIC DESIGNER"]
DR1["Receives Designer Brief (same as Linda)"] --> DR2{{"Claim?"}}
DR2 -->|"Yes"| DR3["Submit JotForm 1"]
DR2 -->|"No"| DR4["Linda claims or auto-assign decides"]
DR3 --> DR5["Create Artwork"]
DR4 -->|"Auto-assigned to Lauren"| DR5
DR5 --> DR6["Upload via JotForm 2"]
DR6 --> DR7["Await client decision"]
DR7 -->|"Approved"| DR8["Job Complete"]
DR7 -->|"Revisions"| DR5
end
subgraph R2["ROLE 2: SWAG FULFILLMENT"]
SW1["Payment Confirmed"] --> SW2["Receives Fulfillment Email (from Scenario 3)"]
SW2 --> SW3["Email has: Client details, address, total spend, pre-filled form link"]
SW3 --> SW4["Order from Printify (scaled to spend)"]
SW4 --> SW5["Package and Ship"]
SW5 --> SW6["Submit Google Form: Order ID + Tracking + Date"]
SW6 --> SW7["Status: Shipped"]
SW8["Daily reminders until shipped Overdue after 5 days"] -.-> SW4
end
subgraph R3["ROLE 3: SOCIAL MEDIA"]
SM1["Manage CD365 Social Accounts"] --> SM2["Calendar teasers"]
SM1 --> SM3["Highlight advertisers"]
SM1 --> SM4["Community engagement"]
end
subgraph DAY["TYPICAL DAY"]
direction LR
T1["Check email: Briefs? Revisions? Fulfillment alerts?"] --> T2["Active design work"]
T2 --> T3["Fulfillment queue"]
T3 --> T4["Social media"]
end
Sources: Phase2B-V2-Updates.md (Lauren as primary designer, tiebreaker), CD365_SwagPack_Fulfillment_Architecture.docx (Printify, fulfillment form), Scenario3-Fulfillment-Modification-Blueprint.md (email to laurenreghyde@gmail.com)
Honesty Note: Social media duties are referenced in role descriptions but have NO Make.com automation. Unlike design and fulfillment (which are fully automated with webhooks and scheduled scenarios), social media is entirely manual. This section reflects Lauren's role, not an automated process.
Workload Note: Lauren is the auto-assignment tiebreaker (per Phase2B-V2-Updates.md), meaning she may accumulate more design jobs than Linda in practice. Combined with fulfillment and social media duties, she carries the heaviest operational load.
Corrections Applied
Errors found during audit and fixed in this version
1. Order Intake Flow — MAJOR CORRECTION
Error: Previous maps showed "Customer Completes Stripe Checkout" as the trigger. Reality: Customer submits order on orders.carpediem365.net digital order form WITH Casey. Customer then receives a Stripe invoice immediately and pays it. This is invoice-based, not checkout-based. Impact: Updated in Master Map, Sub-Process 1, Decision Tree, Customer Journey, and Casey Journey.
2. File Naming Convention — CORRECTED
Error: Showed [OrderID]_v[RevisionNumber]_[FileName] Reality: Actual naming is [BusinessName] - [OrderID] - Rev[#].[ext] Source: CD365-Artwork-Upload-Watcher-Config-Guide.md line 69 — the IML formula is {{3.'2'}} - {{1.request.q2_q2_textbox0}} - Rev{{2.'6' + 1}}.{{4.fileName}}
3. Designer Queue Column Clarity — CLARIFIED
Issue: Previous version conflated "Status = Claimed" as a single concept. Reality: Column F = Artwork Status (workflow state values like "Sent to Designer", "Claimed", "Pending Approval"), Column O = "Claimed" (a binary Yes/No flag). These are distinct columns. Source: Phase2B-V2-Updates.md lines 43-54
Recommended Improvements
Opportunities identified from cross-referencing all planning documents
1. Replace LINDA_EMAIL Placeholder Across 4 Scenarios
The placeholder LINDA_EMAIL appears in the Job Claim Processor, Auto-Assignment, Designer Reminder, and Artwork Upload Watcher scenarios. Until replaced with Linda's actual email address, she will not receive notifications, claim confirmations, or reminder emails.
The Audit-FixList identifies two critical automation-breaking issues: (a) Coupon display fields have duplicate unique names (yourCurrent) — Make.com can't distinguish them. Rename to coupon1Display and coupon2Display. (b) Product revision fields show even when client picks "Approve As Is" — needs AND logic added to all 15 conditional rules.
Source: CD365-JotForm3-Audit-FixList.md — Critical items #1 and #2
3. Delete Built-in JotForm Notifications
JotForm #3 currently has built-in email notifications (Notification 1 to casey@carpediem365.net and Autoresponder 1) that will fire alongside Make.com emails, causing duplicate messages. These should be disabled since Make.com handles all notifications through the Approval Processor.
Scenario 3 (Payment Sync) has a known bug where M75 references the wrong row number. It should reference M76's pill value instead of M2 to correctly locate the order row for updating.
Lauren currently serves as primary designer (with tiebreaker advantage giving her more jobs), swag pack fulfillment coordinator, AND social media manager. As order volume grows, she may become a bottleneck. Consider: (a) changing the tiebreaker to alternate between designers, (b) shifting social media to a separate role, or (c) adding a third designer to the pool.
Three Google connections are used across scenarios: 7692939 (casey@carpediem365.net — Sheets/Drive), 7816684 (Google Restricted — Shared Drive), 7693062 (Gmail). If any connection expires or is re-authenticated, multiple scenarios break. Consider creating a connection reference sheet in the Master Tracker.
7. Document the Designer Brief Email File Naming Convention
Module5-ClaimConfirmation-Email.html references a "Next Steps" section with file naming as AdType.BusinessName.V1, but the Upload Watcher uses [BusinessName] - [OrderID] - Rev[#].[ext]. These should be aligned so designers know what naming to expect. The Upload Watcher renames automatically, so the brief should note: "Upload any filename — the system will rename it."
Example:Bobs Fish Shack - ORD-2027-0042 - Rev1.pdf
Note: The designer brief references AdType.BusinessName.V1 as naming guidance, but the Upload Watcher overrides whatever the designer uploads. The brief should be updated to say: "Upload any filename — the system renames it automatically."
Source: CD365-Artwork-Upload-Watcher-Config-Guide.md line 69