Design DeskSMVEC / Custom software and workflow automation

Custom workflow software for creative operations.

We designed and developed a full-stack web application that transforms fragmented creative requests into one controlled workflow for intake, ownership, approval and delivery.

View the operating model

Design Desk / real product interfaceBrand governance · Request operations · Custom software

Organisation: SMVEC
Mandate: Custom software design and full-stack development
Coverage: Five roles across six automated lifecycle stages
Platform: React, Node.js, MongoDB and real-time services

01 / The transformation

From requests hidden in messages to custom workflow management software.

Creative work had no single front door, dependable brief or durable record. Design Desk combines custom web development, workflow automation and enterprise UX in one operational platform.

Operational clarity

One route for every request

No parallel inbox, chat thread or verbal queue competing with the official workflow.

Visible ownership

A named owner at every stage

Requesters know who is responsible, what is active and what is waiting for action.

Governance by design

Standards inside the platform

Brand rules, service levels and approval requirements sit beside the work they govern.

02Operating model

A controlled workflow from brief to delivery.

Six connected stages translate responsibility into system behaviour. Each handoff has a named owner, a defined decision and server-side rules that protect the integrity of the process.

01
Staff
Submit
A structured brief enters the system with references and required specifications.
02
Admin
Review
Intake is checked for completeness before creative capacity is committed.
03
Design Lead
Assign
Ownership, priority and a viable delivery date are established.
04
Designer
Execute
Work progresses against one visible brief and one shared status.
05
Stakeholders
Approve
Review rounds and decisions remain attached to the request.
06
Staff
Deliver
Final assets, history and closure remain in the permanent record.

03Structured intake

Quality enters the system before production begins.

The web application captures purpose, format, specifications, references, priority and deadline through manual or AI-assisted briefing before a request can enter the production queue.

Complete Design Desk request creation interface with details, file upload and review stages — **Request creation / structured intake**Complete interface shown at its native proportion

Required evidenceA request cannot proceed without the references needed to understand it.

Progressive disclosureDetails, files and review are separated into clear stages rather than one long form.

Pre-production controlIncomplete or conflicting requests are returned before design capacity is assigned.

04Operations dashboard

Real-time visibility across requests, approvals and delivery.

The role-aware dashboard brings queue health, ownership, deadlines, approval state and live activity into one web-based control surface.

DesignDesk

Search requests, tasks or campaigns

Live operations

Role-aware dashboard

Operations overview

Real-time activity across the creative workflow.

Open requests24Across all departments

In review08Awaiting decisions

In progress16Assigned to designers

Completed42This reporting cycle

Live request queueView all

RequestOwnerStatusDue

Admissions Campaign 2026Poster · Print · A3Anbarasai VAdmin review23 Apr

Convocation Identity PackDigital · Social mediaDivya RIn review25 Apr

Annual Report 2025–26Report · Print · 24ppKarthik PIn progress28 Apr

Research Symposium CollateralDigital · Web bannersNivedha SAssigned02 May

05Custom software architecture

Designed as a full-stack web product, not a collection of screens.

The product combines a responsive application layer, a workflow-aware API, persistent operational data, real-time events and practical AI and file integrations.

01 / Experience layer

React web application

A responsive Vite and React interface using React Query, MUI and Radix primitives for role-specific dashboards and workflows.

02 / Application layer

Node.js workflow API

An Express service coordinates authentication, request state, approvals, assignments, audit events and notification triggers.

03 / Data and real time

MongoDB + Socket.IO

MongoDB stores users, tasks, activity and immutable change history while Socket.IO keeps operational views current.

04 / AI and integrations

Gemini + Google services

AI-assisted briefing and brand review connect with Google Drive file handling, email delivery and WhatsApp notifications.

06Brand governance

The standard lives inside the system that applies it.

The integrated brand portal replaces detached guideline files with a maintained reference for identity, typography, colour, components and approval practice.

Brand governance portalIdentity · standards · resources · process

Colour systemCore palette and controlled tints

SMVEC typography standards — **Typography**Published hierarchy and usage

SMVEC interface component standards — **Components**Reusable product primitives

07Accountability

Access follows responsibility.

Five roles see the controls and decisions relevant to their mandate, while the system preserves one shared operational record.

Staff

Create complete requests and confirm delivery.

Admin

Control intake quality and workflow compliance.

Design Lead

Allocate capacity, priority and deadlines.

Designer

Execute, update progress and deliver assets.

Treasurer

Review requests with financial implications.

08 / Service standards

The platform publishes the rules behind the service.

1 day: Intake reviewEvery new submission is reviewed within one working day.
5 / 3 / 1: Lead-time policyMinimum notice for normal, high and urgent requests.
2 rounds: Revision standardTwo controlled review rounds are included for each task.
100%: Change visibilityEvery status, handoff and decision remains in the audit history.