Enterprise Workflow Automation
Shopify + Custom PHP Backend + Trello API + Cron-Based Escalation Engine
MyPetPrints is a fully automated artwork approval workflow system built for a Shopify-based custom pet portrait eCommerce store.
The system integrates:
- Shopify (Order Management)
- Custom PHP Admin Panel
- MySQL Database
- Trello Board (Workflow Tracking)
- Pabbly Automation
- Cron Jobs (Process Engine)
- Automated Email System
The objective was to eliminate manual coordination between customers, artists, and administrators by automating the entire artwork lifecycle.
Before automation:
- Trello cards were created manually
- Approval follow-ups were manual
- Revision requests required admin coordination
- No automated escalation for non-response
- Delays in production workflow
This resulted in:
- Slower order turnaround
- High admin workload
- Missed customer follow-ups
- Lack of workflow visibility
Built a centralized automation engine that:
- Captures Shopify orders via webhook
- Inserts order into custom admin system
- Automatically creates Trello workflow card
- Syncs artwork upload status
- Allows customer approval or revision request
- Moves Trello cards automatically
- Sends reminder emails
- Auto-approves after 72 hours if no response
The system eliminates manual intervention after artwork upload.
Customer (Shopify Store)
│
▼
Shopify Order Webhook
│
▼
Custom PHP Admin Panel
│
├── MySQL Database
├── Pabbly Workflow
│ │
│ ▼
│ Trello Board
│
▼
Cron Job Engine (5 min interval)
│
├── Approval Email Trigger
├── Revision Movement
├── Background Timeout Check
├── Auto Approval (72h)
└── Reminder Email (18h interval)
- MPP Orders
- Revision Request
- Revised
- Approved
- Rejected
- No Reply
Cards automatically move based on:
- Artwork upload
- Customer approval
- Revision request
- 72-hour timeout
- Background selection logic
| Layer | Technology |
|---|---|
| eCommerce | Shopify |
| Backend | PHP |
| Database | MySQL |
| Workflow Automation | Trello API |
| Process Automation | Pabbly |
| Scheduling | Cron Jobs |
| Authentication | Order + Email Login |
| Communication | Email Automation |
Runs every 5 minutes:
- Fetch Trello cards
- Check artwork upload
- Sync with admin panel
- Send approval email if required
If customer does not approve artwork within 72 hours:
- Automatically approve artwork
- Move Trello card to Approved
If background not selected within 72 hours:
- Move card to "No Reply"
If no response:
- Send reminder email every 18 hours
- Repeat twice before escalation
- Customer logs in using Order Number + Email
- Reviews uploaded artwork
- Approves artwork OR requests revision
- Selects background (if purchased)
- Workflow continues automatically
No admin involvement required once artwork is uploaded.
- 🔽 70% reduction in manual admin workload
- ⚡ Faster artwork approval cycle
- 📈 Improved order turnaround time
- 🔄 Fully scalable automation framework
- 📌 Transparent workflow visibility
- System Architecture Design
- Shopify Webhook Integration
- Backend Development (PHP)
- MySQL Database Design
- Trello API Automation
- Cron-Based Escalation Logic
- Workflow Engineering
- End-to-End Automation Implementation
(Blurred for confidentiality)
This repository contains documentation and screenshots only.
mypetprints-case-study/
│
├── README.md
└── screenshots/
├── trello-workflow.png
├── customer-approval.png
├── trello-workflow-approved-card.png
├── trello-workflow-card.png
├── background-list.png
├── customer-background-selected.png
└── cron-automation.png
This is a public case study repository.
The production source code is maintained in a private repository due to:
- Client confidentiality
- Business workflow protection
- API credential security
- Production infrastructure sensitivity
Technical discussion and architectural walkthrough available upon request.
Live Portfolio:
https://mukeshprajapat026.github.io/
Mukesh Prajapat
Full Stack Developer
Workflow Automation & eCommerce Systems Specialist
Designed and engineered as a scalable automation framework for high-volume custom artwork production systems.