Case Study Production Pipeline Template
Turn customer wins into proof fast
Case study projects stall when legal, customers, and design request edits minutes before launch. The Case Study Production Pipeline keeps every gate—from approvals to amplification—on one board so marketing sees blockers in real time. Duplicate the ready-made brief, interview, and promotion template cards so each story starts with the same fields, assign owners with due dates, and watch cards move left to right so the whole crew knows who owns the next move. Labels highlight where you’re waiting on customers, metrics, or design, and attachments keep drafts, recordings, and launch assets pinned to the card everyone is editing.
- Spot customer, legal, and design approvals in one Instaboard view
- Reuse the Case Study Brief —, Interview Debrief —, and Promotion Launch Checklist — cards instantly
- Prevent missed interviews or launch dates with due dates that ping owners
- Keep drafts, recordings, and approvals attached to the card everyone edits
Kick off in Candidate Intake
Open the Candidate Intake list, duplicate the Case Study Brief — card for every customer story, and fill the prebuilt fields so each pitch starts with the same metrics, champion, and owner. Assign the teammate who will run the project, add a due date for securing approvals, and apply the High Impact label if the win is strategic. Attach any background doc or customer profile so the approval ask is ready.
Lock approvals before outreach
Drag the card into Approval & Outreach as soon as consent paperwork or internal sign-off is in flight so the team sees the stage shift. Assign the marketing lead, set a due date for final approval, and keep the Legal Review label applied until signatures land. Attach the signed agreement or notes directly to the card to confirm whether metrics can be quoted.
Run interviews and collect proof
Move the card into Research & Interviews when the meeting is booked, set the due date to the interview slot, and drop the agenda link right in the card. After the call, duplicate the Interview Debrief — card, log headline quotes in the description, check off blockers, and tag Metrics Pending if data extracts are still in progress. Upload the recording so writers and designers replay details without leaving Instaboard.
Draft copy and design assets
Slide the work into Drafting & Design, attach your outline or doc link, and tag Design Needed while creative files are in flight. Assign the designer on the hero graphic task card, set due dates for each asset, and use card comments to keep copy and design iterations aligned instead of scattering feedback across Slack threads.
Navigate stakeholder review
When drafts are ready, move the card into Stakeholder Review and record the latest legal or customer notes in the card alongside the draft attachment. Keep the Legal Review label applied until every note is resolved, then check off the task to resend the updated PDF. Add final quotes or redline files as attachments so reviewers compare feedback and files in the same view.
Publish and amplify the story
Drag approved stories into Publish & Amplify, duplicate the Promotion Launch Checklist — card, and assign owners for each channel. Attach the live URL, social copy, and nurture sequences, then set a card due date to pull 30-day performance metrics so Instaboard pings the owner automatically. Remove the Metrics Pending label once results are logged so the team knows the story is fully wrapped.
What’s inside
Candidate intake lane
Capture story ideas with the Case Study Brief — card, fill the built-in fields for impact metrics and champions, and tag High Impact prospects before you ask for approvals.
Approval & outreach staging
Track consent forms, executive sign-offs, and outreach tasks so every story is cleared before interviews begin.
Research & interviews workspace
Schedule conversations, store agendas, and duplicate the Interview Debrief — card to capture quotes and blockers immediately.
Drafting & design hub
Attach copy drafts alongside design requests, tag Design Needed, and use comments on the card so feedback stays paired with the asset.
Stakeholder review lane
Log legal and customer feedback with due dates so revisions stay on track and approvals are easy to audit.
Publish & amplify tracker
Launch the Promotion Launch Checklist — card, attach live links, and schedule post-launch metrics follow-ups.
Why this works
- Keeps every approval, interview, draft, and launch task in one flow
- Makes ownership obvious with labels and duplicate-locked template cards
- Surfaces blockers instantly so teams resolve them before launch dates slip
- Closes the loop by tying recorded metrics and assets to each published story
FAQ
How do I track multiple stories at once?
Duplicate the Case Study Brief — card for each story, tag High Impact for priority accounts, and click the label filter in the board sidebar when you need to focus on approvals, drafting, or launch tasks.
How do I keep this board aligned with Docs or CRM records?
Attach Google Doc drafts or CRM record links to the story card and drop the record URL into the Case Study Brief — card so teammates can jump back to Salesforce or HubSpot without leaving Instaboard.
Where should designers drop updated assets?
Keep everything in Drafting & Design—attach Figma links or export files to the story card and leave Design Needed applied until the hero files are final.
Can I capture sensitive metrics securely?
Yes, attach metric spreadsheets directly to the card, restrict board access to reviewers via the board Share settings, and clear the Metrics Pending label once approved data is documented.