From manual case-study production to one structured workflow

Coolpx's marketing team knew how to tell a client's story. The hard part was packaging it: finding assets, rebuilding layouts, correcting brand inconsistencies, and preparing a client-ready PDF. Each case study took 5–6 hours, the team used 5+ tools, and 8 of 10 reviewed case studies contained brand inconsistencies.

Coolpx changed the job from repeatedly designing the presentation to entering the content once and letting the product handle the structure and branding.

The existing workflow moved between presentation tools, asset folders, and manual reviews. The team repeatedly made the same visual decisions, and reviews often returned to fonts and colours instead of the client's story.

I observed three live case-study creation sessions over two days and reviewed findings from six interviews with internal marketing/admin users over two weeks. This was internal workflow research, not research with the end clients who consumed the final case studies.

The recurring issues were consistent: slow production, no shared template, difficulty finding assets, repeated visual revisions, and PDFs that were difficult to update after sending.

I focused the product around one principle: people own the content; the system owns the presentation.

1. One structured form instead of a scattered workflow

The creation experience groups client details, story and impact, services, location, activation and product details, project link, and images in one scrollable form. This gives the team one place to supply the information without rebuilding the layout in another tool.

2. Fixed branded output instead of another presentation editor

Rather than asking users to choose fonts, colours, spacing, and layouts, Coolpx applies a consistent presentation structure to the submitted content. This makes brand consistency a system responsibility instead of relying entirely on people remembering the brand guide.

3. A generated web view alongside the required PDF

The team needed a client-ready PDF, but a sent PDF was difficult to update. Coolpx supported both a generated web case-study view with a project URL and PDF download. The available documentation does not establish whether the URL automatically updates after edits or whether a dedicated Share action was implemented.

The product also needed to support the ongoing work around case studies, not just creation. The admin workspace brought the dashboard, searchable case library, and user management into the same tool. Admins could search, sort, paginate, edit, and delete cases, as well as add and manage user accounts. Basic users retained case-study creation and editing access, while broader library and account administration was reserved for Admins.

The project documentation reports the following post-launch outcomes. These are client-reported figures shared during the engagement; they were not independently collected or audited for this case study. The brand-consistency comparison is based on 10 reviewed case studies; the other measures should not be assumed to use the same sample.

The strongest decision was not to recreate a flexible presentation editor inside the ERP. It was to remove repeated layout work from this particular task while preserving the information needed to tell each client's story.

Further work would focus on the basic image-management experience, clarifying how generated project URLs behave after edits, and researching how end clients consume the web and PDF outputs.

The principle: enter the content once; let the system handle consistency.