Prodentra Catalog Workflows Ltd
Product content operations United Kingdom
Prodentra Catalog Workflows Ltd sets out how product descriptions, specifications, images and the rest of a product page are prepared, reviewed, approved, handed over for publication and kept current, and states who is answerable at each stage. You receive the process, the rules, the working materials and, where it is ordered, continuing support to keep them in use.
A starting point, not a fixed template. Stage names, the number of review points and the roles behind them are agreed with you.
02 Where processes break down
None of them is a software problem. Each one is a gap in the written order of work: what a request must contain, who owns the content, which version counts, how media is matched to a product and who accepts the result.
01
A change is asked for, but the confirmed values, the affected fields and the reason for the change are missing, so the first working step is chasing them.
02
Several people can edit a description and none of them is answerable for it, so corrections overwrite one another and no one can say which reading is current.
03
A specification lives in a spreadsheet, a document and a draft page, each edited separately, and the differences are only noticed after publication.
04
Media is delivered in its own folder with its own names, and matching it back to the right product and the right description is done from memory.
05
The set looks finished, but nobody is named as the person who accepts it, so it either waits or goes live without a decision behind it.
03 Services
They can be taken on their own or in sequence. Each one ends in written material you keep and use; the exact contents and level of detail are set by the order.
01
The order in which a change travels from the moment it is raised to the moment it is live, with the conditions that let it move on.
What you receive
02
What a product page is made of, in what order, and which of those parts are agreed as required.
What you receive
03
The request that starts a change, the source information it must carry and the statuses it moves through.
What you receive
04
The written guidance contributors work from, and the checks that confirm a set is complete before it is approved.
What you receive
05
Keeping internal teams and outside contributors working to the same agreed order, within a scope set in advance.
What you receive
06
Continuing help to keep an agreed process in use, and to improve it as the catalogue changes.
What you receive
Where a project needs images prepared, content formatted, catalogue records updated, pages built or a change implemented technically, those contributors are coordinated within the scope agreed for the work. The composition of that work is set by the project.
04 Workflow example
A fictional four-item kettle range, used to show how a change moves and what has to be true before it moves on. The stage names, the number of review points and the roles behind them are adapted to each client.
01 Request
Product Team
Raises a request to change the stated capacity and the primary image across a four-item kettle range.
Moves on when
Accepted once the confirmed values, the affected content and the reason for the change are all present.
02 Preparation
Content Team, Design Contributor
Rewrites the specification block and the affected sentences; the design contributor prepares the replacement images to the agreed naming and sizes.
Moves on when
Complete once every affected element in the request has a prepared version, and each image is matched to a product reference.
03 Review
Content Team
Checks the prepared set against the page structure: required fields present, wording rules followed, media matched, source information cited.
Moves on when
Passes when the set is complete and consistent. Anything unresolved is raised as a query rather than assumed.
↩ Returned with queries
Content Team to Preparation
A query sends the affected items, and only those items, back to preparation with the point needing an answer written on the record.
Moves on when
Rejoins the review stage once the query is answered. The rest of the set holds its place.
05 Approval
Approver
Reads the reviewed set as a whole and either accepts it for publication or returns it with a stated reason.
Moves on when
Recorded as approved against a version reference, so what was accepted can be identified later.
06 Publication handover
Publishing Contributor
Receives the approved set with its version reference and the list of pages and fields it affects, and publishes it.
Moves on when
Handover is complete when the approved version, the affected pages and the media files have all been passed on together.
07 Post-publication check
Content Team
Compares what is live against the approved version, and records the date the range next comes up for review.
Moves on when
Closed when the live page matches the approved version and the next review date is recorded.
The shaded row is the query route. A reviewer who cannot settle a point sends the affected items back to preparation with the question written on the record, and the rest of the set holds its place rather than waiting behind it.
05 Ownership & handover
Roles rather than names, so the table holds when people change. What each owner needs before they can act is stated alongside, because a missing input is the usual reason a stage stalls.
| Stage | Owner | Needs before starting | Produces | Passes to |
|---|---|---|---|---|
| Raise the request | Product Team | Confirmed product facts, the reason for the change, the affected references | A complete update request | Content Team |
| Prepare the copy | Content Team | The accepted request, the page structure, the wording rules | Draft descriptions and specification values | Design Contributor |
| Prepare the media | Design Contributor | The affected product references, the media rules, the source images | Named image files matched to product references | Content Team |
| Review the set | Content Team | Draft copy, prepared media, the review checklist | A reviewed set, or a written query | Approver, or back to preparation |
| Approve for publication | Approver | The reviewed set and any outstanding queries | An approval recorded against a version reference | Publishing Contributor |
| Publish and hand back | Publishing Contributor | The approved version, affected pages and fields, media files | Published pages and a completed handover record | Content Team |
| Check and schedule review | Content Team | The approved version and the live pages | A closed request and a recorded next review date | Product Team |
Product Team, Content Team, Design Contributor, Approver and Publishing Contributor are role names. On a real project they are mapped to the teams and suppliers you already have, and a role may be held by one person or by several.
06 Update request example
The specimen below is a working document, not a screen from a request system. Its point is the set of fields: if all six are completed, the next person along can start work instead of asking questions.
07 Ways to work together
The extent of support, and how far coordination of outside contributors goes, is agreed separately for each arrangement rather than fixed here.
01
A one-off piece of work that defines the process and produces the material to run it.
02
Continuing involvement to keep an agreed process in use and to adjust it as the catalogue changes.
03
Prepared digital materials you adapt yourself, without a project around them.
Every engagement is priced in a written quotation sent by email before any work begins. The quotation states the full price in pounds sterling with any tax already included, and nothing is added to that figure afterwards. There are no published packages, subscriptions or tariffs, because the figure follows the size of the catalogue and how much of the process is already written down.
Payment is by card or through PayPal, on a secure link in the invoice email, or by bank transfer against the invoice. Nothing is bought, paid for or downloaded on this website, and card details reach the payment provider rather than this company. The Terms of Service set out the five steps from an enquiry to a confirmed engagement.
08 What you receive
The composition of a particular handover depends on the order. Not every project needs every item, and the level of detail follows the size and shape of the catalogue.
01
The stages an update passes through, the conditions that let it move on and the route a returned item takes.
02
Who supplies information, who prepares, who checks, who approves and who hands over, written by role rather than by name.
03
The named parts of a product page, their definitions and which of them are required for which product types.
04
The fields a request must carry, the source information it depends on and the rules for an incomplete request.
05
How media is matched to products, how files are named and versioned, and how they are passed to the next contributor.
06
How versions and approvals are recorded, so a published page can be traced back to the set that was accepted.
07
Checklists for completeness and structure, and the confirmations that have to be present before approval.
Everything above is a document or a working file, delivered digitally. There is no software to install, no system to connect to and nothing that stops working if the arrangement ends: the material stays with you.
09 How we start
The first step costs you nothing but a description. Nothing is scoped, quoted or started until both sides can see what the work covers.
01
How a change reaches a product page today, who takes part, and what tends to hold it up. General terms are enough at this point.
02
What the work covers, what it produces and where its limits are, including how far coordination of outside contributors goes.
03
Stages, ownership, page structures, request forms, media rules and instructions, drafted against your catalogue and your roles.
04
The people who will actually use the material read it and try it against real updates. Points that do not fit are corrected.
05
The agreed material is delivered digitally, and ongoing support begins if it has been ordered.
10 Questions
Catalogues where a single update passes through more than one person: a product team that holds the facts, editors who write, a designer who prepares media, a manager who accepts the result and someone technical who publishes it. The size of the range matters less than the number of hands involved, and whether the order between them is written down.
That is the usual case. We start from the process you are running now, keep the parts that work, and write down the points that are undefined: what a request must contain, who owns the content, which version counts, who approves. Replacing a whole way of working is rarely necessary and rarely adopted.
A description of how a change reaches a product page today, the roles that take part, examples of product pages as they stand, and anything already written down. Ordinary, non-confidential business and product material is enough. Where something is missing, it is listed as a question rather than filled in with an assumption.
You do. Specifications, claims and commercial statements are confirmed by your side, and they stay your responsibility. We define where in the process that confirmation is required and record that it has been given. We do not originate product facts, and we do not verify them against the product.
Content review asks whether the content package is complete, whether it follows the agreed structure and whether the confirmations it depends on are present. It does not test the product, assess its compliance or verify a technical characteristic. Those are separate matters and they sit outside this service.
Publication is a defined stage with a named contributor and a stated handover, and where it is part of an order it is carried out by a contributor coordinated within the agreed scope. There is no automatic publishing, no connection to your systems and no synchronisation from our side.
Within the limits written into the order. Contributors preparing images, formatting content, updating catalogue records, building pages or implementing a change are briefed against the same stages, and their handovers are tracked. Their contracts, their terms and the decisions that belong to your approver stay with you.
Ready-made materials are prepared frameworks, workflow structures, request form and rule sets and written instructions, supplied as they are for you to adapt. A tailored project starts from your catalogue, your roles and your existing process, and produces material built around them. The ready-made materials are a starting point; they are not shaped to your organisation unless that work is ordered.
11 Contact
A general description is enough for a first enquiry. We reply with the questions that have to be answered before any work can be scoped, and nothing is quoted until that is clear.