Conditional intake form
Picklists guide the request and determine where it belongs.
Project OneBrand · Kipp & Zonen
Giving a global rollout one source of truth.
An acquisition brought new branding to Kipp & Zonen—and an immediate need to coordinate asset requests, budgets, approvals, and progress across 14 departments. Rebecca Wheeler and I built one standardized Smartsheet system to keep it all in one place.
- My contribution
- Requirements translation, system design, build, and automation
- Project partner
- Rebecca Wheeler, Project Manager, Kipp & Zonen
- Scope
- 14 departments and 20+ stakeholders
- Core tools
- Smartsheet, Claude, GitHub
The operating system
One intake. Fourteen consistent workspaces. Two levels of visibility.
Department workspace
The request lands in the right standardized tracker and notifies its owners.
Live reporting
Project management and leadership see progress, submissions, and spend.
14matching department trackers
14matching budget trackers
2audience-specific dashboards
1shared intake experience
01
The challenge
A global rebrand arrived before the process did.
Project OneBrand began after the acquisition brought new branding to Kipp & Zonen. The work needed to move quickly, but there was no established system for collecting asset requests, assigning them to departments, tracking budgets in multiple currencies, or giving leadership a consolidated view.
Rebecca did not want the project to become another Excel spreadsheet that someone had to interpret and maintain. She needed a central workspace that could support the project continuously through completion.
The shared goalMake it simple for people to submit what they need, simple for owners to manage it, and simple for leadership to see what is happening.
02
The approach
Listen first, then turn the requirements into one repeatable experience.
I met one-on-one with Rebecca to hear what was happening, what she needed, and how the team needed the system to work.
I translated that feedback into one shared sheet structure, status model, and working experience across all 14 departments.
Once the structure was approved, I connected the department sheets to a project-management dashboard and an executive snapshot.
I extended the system with GitHub scripts for routing support, budget aggregation, currency rates, and metric refreshes.
03
Key decisions
The system had to feel easy at every level.
Use guided choices instead of open-ended work
Conditional questions and picklists make the form easier to complete and give the routing logic clean information to use.
Make every workspace familiar
All 14 trackers use the same template, columns, status structure, and logic. Moving between departments does not mean relearning the system.
Show the rollup, not the working sheet
Dashboards surface asset submissions by department, executive metrics, and spend without forcing leaders into the underlying trackers.
Let background scripts handle the repetition
I explained the required behavior to Claude, used it to help develop the scripts, and moved that logic into GitHub so recurring updates could run without someone touching them.
04
The result
A simple system built to last through the full rollout.
Instead of beginning Project OneBrand in a standalone spreadsheet, Rebecca and I gave the team one intake experience, 14 standardized workspaces, and live reporting inside Smartsheet. The system can continue supporting requests, ownership, budgets, and visibility until the rebrand is complete.
- One consistent intake and routing path
- A shared experience across every department
- Continuous visibility into asset volume and spend
- Less manual budget and currency maintenance
“Rebecca and I wanted the process to be as simple as possible for people to use. We built one intake form and a standardized Smartsheet system that can support the team from the first request through the completion of Project OneBrand.”
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