Carpe Diem 365 — Process Hub

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

Phase 1

2. Payment Tracking & Sync

Stripe invoice.paid → Scenario 3 → PIF vs installment routing → Lauren notification

Phase 2A

3. Designer Assignment

Brief to both designers → 24hr claim window → Auto-assign by workload

Phase 2B

4. Artwork Upload

Designer creates proof → JotForm #2 upload → Upload Watcher → Client approval email

Phase 2B

5. Client Approval

3-route decision: Approve / Request Changes / Schedule Call. Revision loop + escalation.

Phase 2B

6. Reminders & Escalation

Designer reminders (5-day grace + escalating), auto-approve deadline (Oct 25), last chance warnings

Automation

7. Swag Pack Fulfillment

Payment → Lauren notification → Printify order → Ship → Google Form completion

Phase 3

Decision & Journey Maps

Decision Tree

Every decision point with outcomes. Who decides — human or automated?

12 Decisions

Customer Journey

The advertiser's full experience: order → wait → review artwork → see ad in calendar

Customer

Casey Hyde — Salesman

Sales, oversight, escalation handling, system admin

Casey

Graphic Designer

Brief → claim → create → upload → revise → approved

Designer

Lauren Hyde

Three hats: primary designer + swag fulfillment + social media

Lauren

Recommendations & Audit

Suggested improvements, corrections made, and outstanding issues — all cited.

Action Items

Master Process Map — Full Business Flow

All phases from digital order form through calendar print. Click highlighted nodes for details.

flowchart TB subgraph PHASE1["PHASE 1: ORDER INTAKE"] direction TB A1["Customer Submits Order
on orders.carpediem365.net
with Casey"] --> A2["Customer Receives
Stripe Invoice Immediately"] A2 --> A3["Customer Pays Invoice"] A3 --> A4["Stripe Webhook Fires"] A4 --> A5["Master Scenario
(Make.com v26, 198 modules)"] A5 --> A6["Create Order Row
in Orders Tab"] A5 --> A7["Create Fulfillment Row
(Status: Not Sent)"] A5 --> A8["Create Google Drive Folders
Artwork / Approvals / Final"] A5 --> A9["Add Designer Queue Row"] A5 --> A10["Send Order Confirmation
Email to Client"] A5 --> A11["Send Designer Brief
to Lauren + Linda"] end subgraph PHASE2A["PHASE 2A: PAYMENT TRACKING"] direction TB B1["Stripe invoice.paid
Webhook"] --> B2["Payment Sync
Scenario 3"] B2 --> B3{{"PIF or
Installment?"}} B3 -->|"PIF"| B4["Order: Active
Fulfillment: Need to Send"] B3 -->|"Installment"| B5["Order: Active
Fulfillment: Need to Send"] B4 --> B6["Email Lauren
w/ Fulfillment Form Link"] B5 --> B6 B6 --> B7["Log to Webhook Log"] end subgraph PHASE2B["PHASE 2B: ARTWORK DESIGN AND APPROVAL"] direction TB C1["Designer Brief
Received"] --> C2["Designer Claims Job
(JotForm 1)"] C2 --> C3["Job Claim Processor"] C3 --> C4["Assign to Claiming
Designer"] C1 --> C5{{"No Claim
in 24h?"}} C5 -->|"Yes"| C6["Auto-Assignment
(Least-Loaded)"] C4 --> C7["Designer Creates
Artwork"] C6 --> C7 C7 --> C8["Upload Proof
(JotForm 2)"] C8 --> C9["Artwork Upload Watcher"] C9 --> C10["File to Drive
Artwork/ Folder"] C9 --> C11["Approval Email
to Client"] C11 --> C12["Client Reviews
(JotForm 3)"] C12 --> C13{{"Client Decision"}} C13 -->|"Approve"| C14["Artwork to Final/
Status: Approved"] C13 -->|"Request Changes"| C15["Revision Notes
to Designer"] C13 -->|"Schedule Call"| C16["Casey Notified"] C15 --> C7 end subgraph REMINDERS["REMINDERS AND ESCALATION"] direction TB D1["Daily 9 AM Check"] --> D2["Designer Reminder
Scenario"] D1 --> D3["Auto-Approve
Deadline Scenario"] D2 --> D4["Escalating Emails
Grace to Friendly to Urgent"] D4 --> D5["Day 10+: Casey Escalation"] D3 --> D6{{"Days to
Deadline?"}} D6 -->|"5 days before"| D7["Last Chance
Warning to Client"] D6 -->|"Deadline day"| D8["Auto-Approve
Move to Final/"] end subgraph PHASE3["PHASE 3: SWAG PACK FULFILLMENT"] direction TB E1["Payment Confirmed
(Need to Send)"] --> E2["Lauren Notified"] E2 --> E3["Lauren Orders
Swag from Printify"] E3 --> E4["Lauren Submits
Google Fulfillment Form"] E4 --> E5["Process Fulfillment Scenario"] E5 --> E6["Status: Shipped
Reminders Stop"] end subgraph PRINT["FINAL: PRINT"] G1["All Artwork in Final/
All Orders Approved"] --> G2["Oct 28: Print Deadline"] G2 --> G3["Calendar Goes to Print"] end A11 --> C1 B6 --> E1 C14 --> G1 D8 --> G1
Sources: CD365_Master_Plan_V3.docx (Master Scenario v26), CD365_Scenario3_Revised_Plan.docx (Payment Sync), Phase2B-FINAL-Plan.md (Artwork Approval), CD365_SwagPack_Fulfillment_Architecture.docx (Swag), Phase2A-Items-4-5-6-Blueprint.md (Drive folders)

Correction: Order Intake Flow

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.

flowchart LR subgraph EXT["External / Client-Facing"] STRIPE["Stripe
Invoicing"] ORDERFORM["orders.carpediem365.net
Digital Order Form"] JF1["JotForm 1
Claim Design Job
(260706598252059)"] JF2["JotForm 2
Submit Artwork
(260706895273062)"] JF3["JotForm 3
Artwork Approval
(260708072641050)"] PRINTIFY["Printify
Swag Vendor"] end subgraph MAKE["Make.com — 10 Scenarios"] S1["Master Scenario (v26)"] S2["Payment Sync (Scen.3)"] S3["Job Claim Processor"] S4["Auto-Assignment (6hr)"] S5["Upload Watcher"] S6["Approval Processor"] S7["Designer Reminder (9AM)"] S8["Auto-Approve (9AM)"] S9["Swag Reminders (daily)"] S10["Process Fulfillment"] end subgraph GOOG["Google Workspace"] SHEETS["Master Tracker
(Google Sheets)"] DRIVE["Google Drive
Client Folders"] GMAIL["Gmail
casey at carpediem365.net"] GFORM["Google Form
Fulfillment Log"] end ORDERFORM -->|"Casey submits"| STRIPE STRIPE -->|"Webhooks"| S1 STRIPE -->|"invoice.paid"| S2 JF1 -->|"Webhook"| S3 JF2 -->|"Webhook"| S5 JF3 -->|"Webhook"| S6 GFORM -->|"Submission"| S10 S1 --> SHEETS S1 --> DRIVE S1 --> GMAIL S2 --> SHEETS S2 --> GMAIL S3 --> SHEETS S3 --> GMAIL S5 --> SHEETS S5 --> DRIVE S5 --> GMAIL S6 --> SHEETS S6 --> GMAIL S7 --> GMAIL S8 --> GMAIL S9 --> GMAIL S10 --> SHEETS
PHASE 1

1. Order Intake & Processing

Customer submits order on digital order form → receives Stripe invoice → pays → Master Scenario fires.

flowchart TD A1["Customer Works with Casey
to Select Ad Package"] --> A2["Casey Submits Order via
orders.carpediem365.net"] A2 --> A3["Customer Receives
Stripe Invoice Immediately"] A3 --> A4["Customer Pays
Stripe Invoice"] A4 --> A5["Stripe Webhook Fires"] A5 --> A6["Master Scenario
(Make.com v26, 198 modules)"] A6 --> B1["Extract Customer Data:
Name, Email, Phone,
Business Name, Address"] A6 --> B2["Extract Order Data:
Market, Product List,
Payment Plan, Coupon Text"] B1 --> C1["Create Row in
Orders Tab (56+ columns)"] B2 --> C1 C1 --> C2["Generate Unique Order ID"] C2 --> D1["Create Fulfillment Row
(Status: Not Sent)"] C2 --> D2["Create Google Drive Folders"] D2 --> D2a["/CD365 Client Orders/
[Market]/[Business Name] - [Order ID]/"] D2a --> D2b["/Artwork/ (M435)"] D2a --> D2c["/Approvals/"] D2a --> D2d["/Final/"] C2 --> D3["Create Designer Queue Row
Status: Sent to Designer
Claimed: No
Revision Count: 0"] C2 --> D4["M8: Order Confirmation
Email to Client"] C2 --> D5["M12: Designer Brief Email
to Lauren + Linda"] C2 --> D6["Log to Webhook Log"] click D4 callback "View: Order Confirmation Email" click D5 callback "View: Designer Brief Email"
Sources: CD365_Master_Plan_V3.docx (Master Scenario modules M8, M12, M434-M437), Phase2A-Items-4-5-6-Blueprint.md (Drive folder creation, Markets lookup tab), Phase2B-V2-Updates.md (Designer Queue initial values)

Correction: Stripe Flow

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
Sources: Phase2B-V2-Updates.md (two-designer system, 24hr claim, 6hr auto-assign, Lauren tiebreaker), Job-Claim-Processor-Config-Guide.md (JotForm #1 webhook fields, duplicate prevention, Router config), Module5-ClaimConfirmation-Email.html (claim confirmation email template)
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.

PHASE 2B MIDDLE

4. Artwork Creation & Upload

Designer creates proof → uploads via JotForm #2 → Upload Watcher processes → client gets approval email.

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.

PHASE 2B DECISION POINT

5. Client Approval Workflow

Client clicks "Review & Approve" → JotForm #3 → 3-route decision. Click nodes for previews.

flowchart TD A["Client Receives
Approval Email"] --> B["Clicks Review and
Approve Artwork CTA"] B --> C["JotForm 3 Opens
(260708072641050)"] C --> C1["Pre-filled: Order ID,
Business Name, Email,
Products, Coupon Text"] C1 --> D{{"Client Decision?"}} D -->|"Approve As Is"| E1["E-Signature Captured"] E1 --> E2["Approval Processor
Route 1: Approved"] E2 --> E3["Orders: Artwork Status - Approved
Client Approval - Approved"] E3 --> E4["Designer Queue:
Status - Approved"] E4 --> E5["Email Casey:
Approval confirmed,
move file to Final/"] E4 --> E6["Email Designer:
Client approved!"] D -->|"Request Changes"| F1["Product-Specific
Revision Fields Appear"] F1 --> F2["Approval Processor
Route 2: Changes"] F2 --> F3["Revision Count +1"] F3 --> F4{{"Count 3 or more?"}} F4 -->|"Yes"| F5["ESCALATION to Casey
(Possible Miscommunication)"] F4 -->|"No"| F6["Normal Flow"] F5 --> F6 F6 --> F7["Orders: Revision Requested"] F7 --> F8["Designer Queue:
Status - Revision Requested
Reset Last Reminder Sent"] F8 --> F9["Email Designer:
Revision notes per product
+ Submit Artwork link"] F9 --> F10["Designer Revises
Back to Sub-Process 4"] D -->|"Schedule Call"| G1["Preferred Call
Time Captured"] G1 --> G2["Approval Processor
Route 3: Call"] G2 --> G3["Orders + DQ:
Status - Pending Call"] G3 --> G4["Email Casey:
Client info + call time"] E2 --> H["Duplicate Prevention Filter:
Artwork Status must be
Pending Approval, Module P5"] F2 --> H G2 --> H
Sources: CD365-JotForm3-Artwork-Approval-Build-Guide.md (26 fields, conditional logic per product), Approval-Processor-Config-Guide.md (P1-P23, 3-route Router, P5 duplicate filter, P17 escalation filter at 3+ revisions), CD365-JotForm3-ThankYou-HTML.md (3 conditional thank-you pages)

AUTOMATED WATCHDOGS

6. Reminders & Escalation System

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.

flowchart TD START["NEW ORDER
(orders.carpediem365.net)"] --> D1 D1{{"D1: Valid Order
Data?"}} D1 -->|"Yes"| D1Y["Master Scenario processes"] D1 -->|"Error"| D1N["Log error, alert Casey"] D1Y --> D2 D2{{"D2: Payment Plan?"}} D2 -->|"PIF"| D2P["Active + Need to Send"] D2 -->|"Installments"| D2I["Active + Need to Send"] D2P --> D3 D2I --> D3 D3{{"D3: Designer Claims
within 24h?"}} D3 -->|"Lauren"| D3L["Assign Lauren, notify Linda"] D3 -->|"Linda"| D3LI["Assign Linda, notify Lauren"] D3 -->|"Neither"| D4 D3L --> D5A D3LI --> D5A D4{{"D4: Auto-Assign
by Workload"}} D4 -->|"Lauren fewer"| D4L["Assign Lauren"] D4 -->|"Linda fewer"| D4LI["Assign Linda"] D4 -->|"Tied"| D4T["Lauren (tiebreaker)"] D4L --> D5A D4LI --> D5A D4T --> D5A D5A{{"D5: Duplicate
Claim?"}} D5A -->|"Yes"| D5Y["Reject claim"] D5A -->|"No"| D6 D6{{"D6: Artwork Submitted
On Time?"}} D6 -->|"Within 5 days"| D6Y["No reminders"] D6 -->|"Day 5-10"| D6M["Escalating reminders"] D6 -->|"Day 10+"| D6L["URGENT + Casey"] D6Y --> D7 D6M --> D7 D6L --> D7 D7{{"D7: Client Decision
on Artwork?"}} D7 -->|"Approve"| D7A["E-sig, to Final/"] D7 -->|"Changes"| D8 D7 -->|"Call"| D7C["Casey contacted"] D7 -->|"No Response"| D9 D8{{"D8: Revisions 3+?"}} D8 -->|"Yes"| D8Y["Casey escalation +
revisions continue"] D8 -->|"No"| D8N["Notes to designer,
grace resets"] D8Y --> D6 D8N --> D6 D9{{"D9: Oct 25
Deadline?"}} D9 -->|"5 days before"| D9W["Last Chance warning"] D9 -->|"Deadline day"| D10 D10{{"D10: Client
Responded?"}} D10 -->|"Yes"| D7 D10 -->|"No"| D10N["AUTO-APPROVE
to Final/"] D7A --> DONE["PRINT READY"] D10N --> DONE D2P --> D11 D11{{"D11: Lauren
Shipped Swag?"}} D11 -->|"Yes"| D11Y["Shipped, stop reminders"] D11 -->|"Not yet, under 5d"| D11R["Daily reminders"] D11 -->|"Not yet 5d+"| D12 D12{{"D12: Escalate
to Overdue?"}} D12 -->|"Yes"| D12Y["Overdue + urgent"] D11R --> D11 D12Y --> D11

Decision Ownership Matrix

flowchart LR subgraph AUTO["AUTOMATED (Make.com)"] AA1["D1: Validate order data"] AA2["D2: Route PIF vs installment"] AA3["D4: Auto-assign by workload"] AA4["D5: Reject duplicate claims"] AA5["D6: Select reminder tier"] AA6["D8: Flag 3+ revisions"] AA7["D9: Trigger last chance"] AA8["D10: Auto-approve"] AA9["D12: Escalate to overdue"] end subgraph HUMAN["HUMAN DECISIONS"] HH1["D3: Designer claims job
(Lauren or Linda)"] HH2["D7: Client approves/revises
(Customer)"] HH3["D11: Lauren ships swag
(Lauren)"] HH4["Escalation responses
(Casey)"] end
Sources: Each decision verified against: CD365_Master_Plan_V3.docx (D1-D2), Phase2B-V2-Updates.md (D3-D6), Approval-Processor-Config-Guide.md (D7-D8), Phase2B-FINAL-Plan.md (D9-D10), Scenario3-Fulfillment-Modification-Blueprint.md (D11-D12)
CUSTOMER / ADVERTISER

Customer Journey

Everything from the customer's perspective. Click interactive elements for previews.

flowchart TD subgraph S1["AWARENESS AND PURCHASE"] A1["Business Owner Learns
About CD365 Calendar"] --> A2["Casey Presents
Ad Package Options"] A2 --> A3["Customer Selects:
Market, Ad Type(s),
Payment Plan"] A3 --> A4["Casey Submits Order via
orders.carpediem365.net"] A4 --> A5["Customer Receives
Stripe Invoice"] A5 --> A6["Customer Pays Invoice"] end subgraph S2["CONFIRMATION"] A6 --> B1["Receives Order
Confirmation Email (M8)"] B1 --> B2["Order summary,
products, timeline"] end subgraph S3["WAITING PERIOD"] B2 --> C1["Designer Creates Artwork
(5-14 days typical)"] C1 --> C2["Swag Pack Arrives
in Mail (parallel)"] end subgraph S4["ARTWORK REVIEW"] C1 --> D1["Receives Approval Email
with Artwork Proof"] D1 --> D2["Clicks: Review and Approve"] D2 --> D3["JotForm 3 Opens
(Pre-filled fields)"] D3 --> D4{{"Decision"}} end subgraph S5A["APPROVE"] D4 -->|"Approve As Is"| E1["Signs E-Signature"] E1 --> E2["Thank You Page:
Your ad is headed to print!"] E2 --> E3["Done - Artwork Finalized"] end subgraph S5B["REVISIONS"] D4 -->|"Request Changes"| F1["Fills Product-Specific
Revision Fields"] F1 --> F2["Thank You Page:
Were on the revisions!"] F2 --> F3["Waits for Revised Proof"] F3 --> D1 end subgraph S5C["CALL"] D4 -->|"Schedule Call"| G1["Enters Preferred Time"] G1 --> G2["Thank You Page:
Casey will contact you"] G2 --> G3["Casey Calls to Discuss"] end subgraph S5D["NO RESPONSE"] D4 -->|"No Response"| H1["Receives Last Chance
Email (~Oct 20)"] H1 --> H2{{"Responds?"}} H2 -->|"Yes"| D4 H2 -->|"No"| H3["Auto-Approved Oct 25"] H3 --> H4["Notification: Artwork
has been finalized"] end subgraph S6["DELIVERY"] E3 --> I1["Calendar Printed (Oct 28)"] H4 --> I1 I1 --> I2["Ad Visible in Calendar
for Full Year"] end
Sources: Phase2B-FINAL-Plan.md (approval emails, JotForm #3), CD365-JotForm3-Artwork-Approval-Build-Guide.md (conditional fields), CD365-JotForm3-ThankYou-HTML.md (3 thank-you pages), CD365_SwagPack_Fulfillment_Architecture.docx (swag delivery parallel)
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
Sources: Approval-Processor-Config-Guide.md (Casey receives: approvals, 3+ revision escalations, call requests), Phase2B-V2-Updates.md (Day 10+ escalation), Phase2B-FINAL-Plan.md (auto-approve notifications, Casey moves to Final/), CD365_Master_Plan_V3.docx (protected ranges, connection 7692939)
GRAPHIC DESIGNER (LAUREN or LINDA)

Graphic Designer Journey

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.

Source: Phase2B-V2-Updates.md, Job-Claim-Processor-Config-Guide.md, Approval-Processor-Config-Guide.md

2. Fix JotForm #3 Field Names Before Go-Live

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.

Source: CD365-JotForm3-Audit-FixList.md — Critical item #3

4. Apply M75 Row Number Fix in Scenario 3

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.

Source: Scenario3-Fulfillment-Modification-Blueprint.md, CD365_Scenario3_Revised_Plan.docx

5. Consider Workload Rebalancing for Lauren

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.

Source: Phase2B-V2-Updates.md (tiebreaker logic), CD365_SwagPack_Fulfillment_Architecture.docx (fulfillment duties)

6. Add Connection ID Documentation

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.

Source: CD365_Master_Plan_V3.docx, CD365-Artwork-Upload-Watcher-Config-Guide.md

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."

Source: Module5-ClaimConfirmation-Email.html (Next Steps section), CD365-Artwork-Upload-Watcher-Config-Guide.md (actual naming)