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      How to Submit a Creative Design Request via HubSpot

      Effective as of June 23, 2025

      Last updated: June 23, 2024

      SUBMIT CREATIVE DESIGN REQUEST

      This step-by-step guide explains how to submit a creative design request using the v5.0 Creative Design Request Pipeline in HubSpot for Signature Brands. Follow these steps to ensure your request is complete, properly formatted, and moves smoothly through the pipeline, avoiding delays in On Hold or Blocked stages. The guide covers all design types (2.1 = Apparel Design, 2.2 = Brand Design, 2.3 = Graphic Design, 2.4 = Package Design, 2.5 = Production Samples, 2.6 = Other, 3 = Master Design, 4 = Web Design) and uses the ticket naming convention TAG_ID|PROGRAM_ID|YEAR-SEASON — DESIGN_TYPE_ID — Creative_Design_Name (e.g., 1003|SLX|25-3 — 2.3 — Pro Complete Photo Edits).

      Overview

      The creative design pipeline manages requests from submission (New Request) to completion (Completed). To start, submit a request via a HubSpot form or ticket, providing all required properties. In Internal Review, CX lead Alex will manually create Ziflow and Google Drive folders and assign the project. Ensuring all details are provided upfront helps Alex complete setup efficiently, moving the ticket to Up Next for design work.

      Step-by-Step Guide to Submitting a Creative Design Request

      Step 1: Access the Creative Design Request Form

      1. Log into HubSpot:

        • Go to your HubSpot account (Service Hub) and navigate to Service > Tickets.

        • Alternatively, use the direct link to the Creative Design Request Form provided by your team (e.g., via a shared URL or portal).

      2. Locate the Form:

        • Find the “Creative Design Request” form in HubSpot Forms or the client portal.

        • If submitting manually, create a new ticket in the Creative Design Pipeline and select New Request as the status.

      Step 2: Select the Design Type

      1. Choose Design Type (Required):

        • In the form, select one of the following from the “Design Type” dropdown:

          • 2.1 = Apparel Design

          • 2.2 = Brand Design

          • 2.3 = Graphic Design

          • 2.4 = Package Design

          • 2.5 = Production Samples

          • 2.6 = Other

          • 3 = Master Design

          • 4 = Web Design

        • Why? This categorizes the ticket for proper assignment (e.g., apparel specialist for 2.1) and customizes tasks.

      Step 3: Provide Ticket Naming Details

      1. Enter Ticket Name Components (Required):

        • Follow the format: TAG_ID|PROGRAM_ID|YEAR-SEASON — DESIGN_TYPE_ID — Creative_Design_Name

        • Fields to fill:

          • TAG_ID: Unique identifier (e.g., 1003 for project tracking).

          • PROGRAM_ID: Program code (e.g., SLX for a specific campaign).

          • YEAR-SEASON: Year and season (e.g., 25-3 for Spring 2025).

          • Creative_Design_Name: Descriptive name (e.g., “Pro Complete Photo Edits”).

        • Example: 1003|SLX|25-3 — 2.3 — Pro Complete Photo Edits

        • Why? Ensures tickets are uniquely identified and folders in Ziflow/Google Drive are named correctly (e.g., “1003|SLX|25-3 — 2.1 — Team Jersey Mockup”).

      Step 4: Fill in Shared Properties

      These apply to all design types:

      1. Project Name (Required):

        • Example: “Spring 2026 Campaign”

        • Used for folder naming and tracking.

      2. Priority (Required):

        • Options: High, Medium, Low

        • Example: Select “High” for urgent requests (e.g., 1-day rush).

      3. Deadline (Required):

        • Example: “07/01/2025”

        • Sets timeline (e.g., 3-day mockup delivery).

      4. Client/Team Contact (Required):

        • Example: “Jane Doe, jane@client.com” or select a HubSpot contact.

        • Identifies the reviewer for Client/Team Review.

      5. Additional Notes (Optional):

        • Example: “Include 3D mockup for presentation.”

        • Captures extra context.

      Step 5: Provide Type-Specific Properties

      Depending on the selected Design Type, complete the relevant fields. These ensure CX lead Alex has all details for Internal Review setup.

      2.1 = Apparel Design

      • Apparel Type (Required): Jersey, Shorts, Joggers, Jacket, Pinnie, Other

      • Design Specifications (Required): E.g., “Scoop neck pinnie, red/blue scheme”

      • Sizing Requirements (Required): Standard (XS–XXL), Custom (upload sizing chart), Youth, Unisex

      • Fabric Type (Required): Thermal Polyspandex, Premium Mock Mesh, Mid-Sporty Interlock, Other

      • Color Palette (Required): E.g., “Pantone 186C Red” or upload brand guidelines

      • Logo/Artwork Files (Required): Upload vectorized logo (.AI, .SVG)

      • Placement Details (Required): E.g., “Logo on left chest”

      • Production Type (Required): Bulk, On-Demand, Sample Only

      • Quantity (Required): E.g., “50 units”

      2.2 = Brand Design

      • Brand Scope (Required): Logo, Brand Guidelines, Business Cards, Letterhead, Other

      • Brand Values (Required): E.g., “Modern, bold, eco-friendly”

      • Target Audience (Required): E.g., “Young professionals, 25–35”

      • Color Palette (Required): E.g., “Hex #FF5733” or upload mood board

      • Existing Assets (Optional): Upload current logo, style guide

      • Inspiration Examples (Optional): E.g., “Competitor logos, Pinterest link”

      2.3 = Graphic Design

      • Graphic Type (Required): Poster, Flyer, Social Media, Infographic, Other

      • Dimensions (Required): E.g., “1080x1080px for Instagram”

      • Design Specifications (Required): E.g., “Bold typography, vibrant colors”

      • Color Palette (Required): E.g., “Brand colors: Blue, White”

      • Artwork Files (Optional): Upload logo, icons (.PNG, .SVG)

      • Output Format (Required): Digital (PNG, JPG), Print (PDF, EPS)

      2.4 = Package Design

      • Product Type (Required): E.g., “Cosmetic bottle, 200ml”

      • Packaging Material (Required): Cardboard, Plastic, Glass, Other

      • Design Specifications (Required): E.g., “Minimalist, eco-friendly look”

      • Dimensions (Required): E.g., “10x5x3 cm box”

      • Color Palette (Required): E.g., “Matte black, gold accents”

      • Artwork Files (Optional): Upload product logo, graphics

      2.5 = Production Samples

      • Sample Type (Required): Apparel, Packaging, Other

      • Reference Design (Required): E.g., “Based on Ticket #123 mockup”

      • Material Specifications (Required): E.g., “Premium Mock Mesh”

      • Quantity (Required): E.g., “2 samples”

      • Delivery Method (Required): Physical, Digital (3D render)

      2.6 = Other

      • Project Description (Required): E.g., “Custom office mural”

      • Deliverables (Required): E.g., “Digital sketch, final artwork”

      • Reference Files (Optional): Upload inspiration images

      • Output Format (Required): E.g., “High-res PDF”

      3 = Master Design

      • Master Type (Required): Apparel, Logo, Template, Other

      • Design Specifications (Required): E.g., “Editable jersey template”

      • File Format (Required): AI, PSD, EPS, Other

      • Reference Assets (Optional): Upload existing master file

      4 = Web Design

      • Website Type (Required): Landing Page, E-commerce, Portfolio, Other

      • Design Specifications (Required): E.g., “Responsive, minimalist UI”

      • Content Provided (Required): Text, Images, Logo, None

      • Color Palette (Required): E.g., “Brand colors: #FF5733”

      • Platform (Optional): WordPress, Shopify, Custom, Other

      • Pages Required (Required): E.g., “5 pages”

      Step 6: Upload Assets

      1. Attach Files:

        • Upload required files (e.g., logos, sizing charts, mood boards) in the form’s file upload fields.

        • Ensure files are in the correct format (e.g., .AI/.SVG for Apparel Design logos).

      2. Why? Missing assets will move the ticket to On Hold or Blocked, delaying Alex’s folder setup in Internal Review.

      Step 7: Review and Submit

      1. Double-Check Entries:

        • Verify all required fields are complete, especially type-specific properties (e.g., “Sizing Requirements” for Apparel).

        • Ensure the ticket name follows the correct format (e.g., 1003|SLX|25-3 — 2.1 — Team Jersey Mockup).

      2. Submit the Form:

        • Click “Submit” to create the ticket in the New Request stage.

        • You’ll receive a “Ticket Received” email confirmation.

      Step 8: What Happens Next?

      1. New Request:

        • The ticket enters the pipeline, and a task is assigned to the design ticket manager to review.

        • If details are missing, the ticket moves to On Hold, and you’ll be notified to provide them.

      2. Internal Review:

        • CX lead Alex reviews the ticket, manually creates Ziflow and Google Drive folders (named to match the ticket, e.g., “1003|SLX|25-3 — 2.1 — Team Jersey Mockup”), and adds links to ticket properties.

        • Alex assigns the ticket to a designer based on the Design Type.

      3. Up Next and Beyond:

        • The ticket moves to Up Next, then Design In Progress, where the designer creates mockups, followed by Client/Team Review for feedback.

      Best Practices

      • Complete All Fields: Provide all required properties to avoid delays. Incomplete submissions will trigger an On Hold notification.

      • Use Correct Formats: Upload vector files (.AI, .SVG) for logos and high-quality images for inspiration.

      • Follow Naming Convention: Ensure TAG_ID, PROGRAM_ID, YEAR-SEASON, and Creative_Design_Name are accurate for proper folder setup.

      • Check Deadlines: Set realistic deadlines (e.g., 3 days for mockups, 4 days for reviews) to align with team capacity.

      • Contact Alex for Issues: If you’re unsure about requirements or get an On Hold notification, reach out to Alex for guidance.

      Notes

      • HubSpot Access: Ensure you have access to the Service Hub or client portal to submit requests.

      • Manual Folder Creation: Alex manually sets up Ziflow/Google Drive folders in Internal Review, so complete asset uploads are critical.

      • Support: Contact the creative lead or Alex for form access or submission issues.

      • Pipeline Version: This guide aligns with V.5.0 | Creative Design Request Submitted via HubSpot Tickets.