UX Case Study

Coca-Cola Creative Review Submission Portal

Estimated 20 min

Enterprise Software Design

The Creative Review Submission Portal is a web-based enterprise application designed to streamline the submission and approval of creative elements from cups and coupons to packaging and print ads.

Purpose of the Creative Review Process

Coca-Cola is home to more than 20 different brands. The Creative Review process is designed to provide one voice feedback for all custom creative to ensure brand logos, marks and photography are being used correctly and to provide recommendations on how to drive optimal consumer engagement

Problem

The current Creative Review process is clunky and time-consuming, much of it is done by hand and requires a lot of time and effort on the part of the process administrator.

Challenge

Work with internal stakeholder to create a web-based tool designed to streamline the Creative Review process for submitters, approvers and the admin.

Solution

The Creative Review Submission Portal converts box folders and word documents into a dynamic form and submission dashboard. It’s a collaborative feedback tool for approvers and an agenda management tool for the administrator.

Discovery

have a good day — Discovery & Stakeholder Working Sessions

We met on 4 occasions for 1-2 hr working sessions
Through these sessions, we captured requirements and the knowledge needed to create a process flow diagram and wireframes.

Key Insights

User roles will have different requirements and permissions

It will be important to understand how to design the system to route requests to the correct approvers

Opportunity to supplement and eventually replace the live meeting with the Creative Review Approver Tool

User Roles

submitter — Submitters

**NEEDS:**
Easily submit custom creative requests for approval
Ability to see if the submission was approved
Ability to request to present their creative at the meeting (if applicable to functional role)
If the submission requires changes, ability to see recommended changes
**OPPORTUNITY**
Create a tool that can be easily used on mobile

Approvers

**NEEDS:**
Quickly see how many submissions they need to approve
Easily review submissions, see approver responses, provide feedback and mark approval state
Ability to delegate requests, add an approver or ask the submitter to present live at the meeting
**OPPORTUNITY**
Ability to choose from standardized list of “issues” or “problems” often seen in creative submissions

admin — Administrator

**NEEDS:**
Quickly see all requests and their approval state at a glance
Easily review submissions and provide final feedback (with override capabilities)
Ability to see input provided by all other users
**OPPORTUNITY**
Ability to manage meetings and schedule live presentations from the portal

Process Flow & Approval States

Process Flow Diagram Version 1

I created this diagram for the new application process flow after reviewing current process documents.

The green boxes indicate areas where I had a question about the process or recognized an opportunity for enhancement or refinement.

Iterations

Version 1

In Version 1 of the process flow, all approvers must mark the approval state alongside 3 open feedback fields taken from the current feedback document.

Version 2

In Version 2, we identified required and non-required approvers and the input fields are dynamically shown based on the approver’s role and selection.

Approval States & Dynamic Input Fields

Instead of all approvers having access to the 3 input fields in Version 1, the input fields in Version 2 became dynamic based on the approver’s role and their approval selection. Connections, Multi-Cultural and Shopper approvers were not required to allow the submission to be approved by the system and were allowed to simply make comments.

mandatory changes — Standardized Mandatory Change Selections

After reviewing past feedback documents, I aggregated the most cited issues or problems. These appear when the approver marks the submission for Not Approved or Approved With Changes.

Opportunity

Adding standardized selections would allow approvers to mark submissions more quickly and would let the process administrator easily see issues that are constant problems.

Final Process Flow Diagram

Through the review of current process documents and the working sessions with the primary stakeholder, created this high-level process flow documenting system logic.

Required Users

Approved

Not Approved

Non-Required Users

Approved With Changes

Comments Only

New Request Form

submission form — Creating a Dynamic Form

Request form fields differ by functional role
The Creative Review process supports requests from 13 different Functional Roles across the organization, from Bottlers to EComm — each of whom have slightly different needs.

I started by digitizing the existing request forms, combining the 3 paper forms above into a single digital form with dynamic fields. I marked up the form with questions and shared it with the internal stakeholder for feedback. I created the final version of the form with her revisions. Keeping in mind the opportunity for submitters to complete their requests on-the-go, I designed a progressive form for mobile.