Illustrator guides

Page creation workflow

An inside guide to the tools, communication channels, and production steps that keep the illustrator teams at Scandlearn aligned and moving efficiently across multiple courses.

19-11-25

Viktor Chornobay Viktor Chornobay, Lead Illustrator, Graphic Designer

At Scandlearn, we’ve got three illustrator teams working on course pages. Depending on the deadline, sometimes multiple teams collaborate on the same course to speed things up.

Resources we use

Illustrators rely on four main tools during production:

  1. Slack — for chatting with teammates, instructors, animators, and our Creative Project Manager, Carl.
  2. ClickUp — our go-to platform for task management, project tracking, and team collaboration.
  3. Krock.io — used for reviewing and approving storyboards and media.
  4. Dropbox — where we store final assets: pages, animations, scripts, voiceovers, templates, etc.

Task assignment

Tasks are assigned by the Creative Project Manager and announced in a dedicated Slack channel created for each course. The announcement includes:
 
  • A short course description.
  • Links to the ClickUp task board.
  • A Dropbox folder prepared for that course.
  • Names of instructors who handle all course-related questions.
 
That Slack channel becomes the main hub for communication — illustrators, animators, instructors, and Creative Project Manager all chat there, ask questions, and share updates. Good communication really helps the workflow, and teammates are always ready to support each other.

ClickUp

Each course has its own page in ClickUp with:
 
  • A description and Dropbox links to materials (scripts and voiceovers).
  • A task ID for time tracking in Hubstaff.
  • A full list of course pages.


This is what the ClickUp page dedicated to a specific course looks like:

Scandlearn-design-system-article-workflow-clickup

Above is a an example of a course project ticket on ClickUp, including links to the corresponding Dropbox folders and Krock pages. It also lists the different status types available for each page.

Once the task is announced, the team reads through the script, discusses who’s doing what, and splits up the pages.
 
If there are any technical questions about the script, illustrators reach out to the instructors. (Tip: The Word doc usually shows who wrote the script, so you know who to ask directly.)
A toolkit full of creative magic
Illustrators Kit

Storyboard phase

The first step in creating a page is making a storyboard. Once that is done, each illustrator uploads their storyboard to Krock.io and sets the status to “needs review.”

The instructor then reviews it and either approves it for animation or requests changes.

At the same time, the illustrator updates the page status in ClickUp to “storyboard under review” — this helps track progress across the whole course.

Scandlearn-design-system-article-workflow-krock

Handing off to animation

Once the storyboard is approved, the illustrator gets an automatic Slack notification. They then:
 
  • Create a folder in Dropbox named after the page number.
  • Upload all animation assets: layered .psd files, voiceover in .mp3, and possibly some .ai vector files.
Scandlearn-design-system-article-workflow-dropbox
After uploading, they:
 
  • Set the page status in ClickUp to “ready for animation”.
  • Post in Slack to let the animators know the page is good to go.
 
Animators then grab the files from Dropbox using the link shared by the illustrator and start animating.
 
That wraps up the cycle for one page — and the illustrator moves on to the next!
Viktor Chornobay Viktor Chornobay, Lead Illustrator, Graphic Designer
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