Transcripts
1. Class Introduction: Welcome to this expanded class on organizing your portfolio. If you've already taken my previous class on portfolio
organization system, this will be a great addition
to refine your workflow. If you haven't taken
my first class yet, I encourage you to take it as it sets up the foundations of a very strong portfolio
organization system that is especially designed for surface batter en designers. Also because this class would be the second part
of that class. I'll leave you the link below so you can
easily access it. In case that you
don't know me yet, I am via tritPasqual, and I am a surface ban
designer from Spain. I developed this portfolio
organization system after realizing that it's essential to have a
well structured system that allows you to easily
save and track your designs, including a database
that provides you with all the necessary
fields to include the descriptive attributes
of the designs, turning it into a powerful
tool for organizing, filtering, searching,
and saving time. The database I made is
built with R table, and this class is focused
on this amazing tool. I am using the free
version of a table. Alright, so I've made some
updates to my system by adding new columns that help keep everything structured
and easy to navigate. In these lessons, I'll walk you through
these new additions and explain how they can make your portfolio even
more efficient. I'll guide you step by
step through the setup, showing you how to integrate these columns into
your existing system. By the end of these lessons, you'll have a clearer, more organized portfolio
that saves you time and keeps your
projects on track. Now let's break down
the new columns I've added to supercharge
your workflow. These aren't just random fields. They are designed to
help you categorize, track and leverage your
designs as smarter. The changes we are
about to implement are a global pattern
group column, hexadecimal color code columns with automation for color names, and automatic columns for the number of colors and
parent folder groups. Think of them as your
portfolio's new best friends. Let's get started.
2. Creating The Global Group Column: Hello again. All right, let's dive into the pattern
Global group column. In my ER table database, I have created a new column that I have named Pattern
Global Group. This is a multi select drop
down that lets you group designs into broader
strategic categories. Why? Because not all patterns
serve the same purpose. The available options that
I have included are these, but you can adapt the list to your own preferences and needs. These are timeless patterns, including patterns that never go out of style such as stripes, polka dots, or
checkered designs. Conceptuals, these
are modern designs with an experimental
texture or abstract touch. TranspotPatterns, covers designs that
are currently trendy, whether due to color, thin, seasonality or other factors. Signature represents
more personal designs with a unique voice
and identity. ECOS includes patterns inspired
by historical influences. With this system, you can
instantly filter to see, for example, which transpot
designs need refresh. Every season you can mark different patterns
under this tag. And you can remove the tag from those patterns that are not trends anymore due to color
or motifs, for example. You can also see how much of your portfolio is
signature versus timeless. Remember that balance is
key in any portfolio. So this column is
going to give you a very important overall view of the amount of designs that you
have of each global group. Okay, let's move now
into the next lesson.
3. Automated Color Columns: Hello again. Additionally,
I've restructured how colors are recorded in the database to improve
accuracy and searchability. Instead of manually
entering basic color names, as I had before, I have introduced
now X codes that automatically retrieve the
corresponding color names. This allows for
better control over palettes and more
precise searches. To achieve these, I have removed the previous basic color columns and introduced a new
one called colorway X. This column is linked to a
separate table named Colors, Clos in Spanish,
where all X codes are stored alongside the
respective color names. The colorway X column connects to another
column, colorway name, which is a look up field
that automatically retrieves the color name from
the color name column in the colors table. Similarly, I have added
two more columns, main colors X and
main color names. These function in the same way, ensuring that all
primary colors used in a design are accurately
locked and categorized. With this system, the
colorway name and main color columns are
entirely automated, reducing errors and
streamlining the workflow. So let's do a step by step
setup of the colors table. Here's how to set it up
in two simple columns. The hexadecimal code column or Codio exa decimal in Spanish, is a single line text fill
where you'll enter hex codes. I'll show you how to grab these hex codes fast from
your designs shortly. And the color name column is a single line
text fill as well, where you'll manually
enter names, but with a twist, I always start with
the base color first. For example, blue. I avoid including only
abstract names like Tiara or Trout unless you want to play guess the
color with your future self. Why this matters? Because later, you can filter all
blues at once, meaning that we will
be able to sort or filter records by
base hue instantly. And this is always
going to save you time. I'll share my favorite
free tool to find hex codes and names
in the next demo. Alright, let's
include an example to show how the
color columns work. I have this pattern here that I need to include
in the database. So I am going to
create a new record with all its
descriptive attributes. You Now, I am going to show
you an example of how you can easily extract the X codes of the colors if
you use Adobe Illustrator. I am going to select my
pattern in Adobe Illustrator, and I am going to press
the folder icon in the such panel to create
a new group of swatches. Now with this group selected, I go to the 3 bars
menu on top of the panel and I select
create such information. Now in the new pop up window, I make sure that in the
section show color codes, the adcimal option is active. I click on Create and the swatches will appear
with the hex codes. I'm going to zoom in so
you can see it better. Now I can select and copy
the hex code with Command Z. And back at my database, I'm going to paste this code
into the Colorway x column. As this is a new hex
code in the database, a table will give me the
option to create a new record. Now, in the spreadsheet colors, I can check that the new
record is created at the bottom of the list in
the column hexadecimal code. Alright, for choosing
the name of the color, there are many online
tools that we can use. I normally use this free one
that is very easy to use. Just enter the hex code, and it will retrieve the name
of the most similar color. So back at my air
table database, I am going to enter the
main hue of the color, in this case, pink, and the surname Blush. And I normally
include app as it is an approximate color. Great. Now the colorway
name column will show the full name
of this hex color. I am going to
include it again in the column main colors X, and as you can see, now it fetches correctly
the color just created. Fine, I am going back to my Adobe Illustrator file to
get the second hex color, and I paste it in table. As you can see, this X code already exists in the
colors spreadsheet, so I just need to click on it
to enter it in the column. The name will show up in the main color
names immediately. This is where your color
system really pays off. Let's say a client requests
red based patterns. Instead of scrolling
endlessly or guessing, I'll filter by the
main color name column and just type in red here. Instantly surfaces every
design featuring red. Whether I'm pulling
options for a client, analyzing my color trends or just organizing
my collection, this system makes it
effortless to spot, track, and work with
exactly what I need. Easy, right? Okay, let's dive
now onto the next lesson.
4. Automated Color Count Column: Hello again. We continue leveling up our smart
database system, and now I'm sharing one
of my favorite upgrades, automated columns that
kill manual work. First up, the color
count column. This column contains a
magical formula that tells you exactly how many
colors Eddie Sign uses. There are four, no more counting
by hand. Let's dive in. So I have created a
new column called color number as a
formula type field. And here's the
formula I created. It looks complex, but
it's simple genius. It also counts colors based on the hex codes entered in
the main colors x column, and it updates in real time. Let's decode the
formula together. Don't panic. It's
simpler than it looks. Here's the cheat cheat. It counts come as between
hex codes, then adds one. And if there's nothing, it politely says zero. And yes, I'll drop this formula
in the class resources so you can copy pasted like
a prop. So, watch this. When I include
another X code here, the column updates to three. And if I delete one code, it's two colors again, so I have an instant update. Basically, the key benefit
here is that I can filter my portfolio by color
complexity in seconds. Let's create a filter
by two colors. I will get a list with
all the patterns in my portfolio that
contain only two colors. The filter can also
have other conditions, since I can choose
to filter with the options more than
five colors in this case. Or less than five colors. I have broader
filtering possibilities that can be adapted to any need. This is always very
functional, right? So basically, with this column, we are going to avoid all
human errors in counting. Alright, so let's dive
onto the next lesson.
5. Automated Parent Folder Column: Hello again. In this lesson, we are going to create
another column that will calculate instantly
the parent folder codes. All right. So I have created another column set
as formula type. And here's the
formula I created, which is customized
for my sk system, where designs start with P
or R. Let's break it down. If the skew starts with P or R, it grabs the number after those letters and rounds them
down to the nearest ten. Why? Because in my system, each parent folder holds up
to ten children folders. This keeps everything tidy. If you're using only one
letter in your skew system, the formula would be simplified. I am going to leave
both options in the class resources and you can adapt them with
your own letters. So what we are going to get
with this new column is to group all the children folders under the specific
parent folder. This column is especially
important because regardless of when you create a children folder and enter it
into the database, it will always
appear grouped under the umbrella of its parent
folder in the database. Watch how it works. I am going to enter
a new SQ code. P 2035, the column parent folder will automatically create the corresponding
parent folder code, P 20 oh 30 and we'll group this new record with the rest of children folders under
the same parent folder. All right now watch what
happens if I modify this record with a different
SQ letters than P or AR. Er table will remove it from the parent folder group and we'll display
this record alone. Also, the formula
returns nothing. This formula is like the
bouncer for your excuse. Alright, let's move now on to the next lesson. See you now.
6. Transform Your WorkFlow. The Power of an Organized Portfolio: We've reached the final step. Why this upgrade matters. This isn't just
about tidy folders. It's about designing faster, smarter, and with
more confidence. Your upgraded database
isn't just organized. It's a powerhouse that will
find any design in seconds. So no more and less scrolling. Spot cabs in your portfolio
before clients notice them and boost your productivity so you can focus on creating. And most importantly, you'll now analyze your portfolio
with surgical precision, apotting strengths, gaps, and growth opportunities through your own professional
self audit. Before you have to
scroll for hours trying to find floral
designs in blue. Now, with your database upgraded with two
filters in 2 seconds, you'll get the results. Clients don't see your folders, but they feel it when you can't send them perfect
options in minute. Imagine you get an
email from a client requesting geometric
patterns in warm tones. With our upgraded system, I can filter by
category geometric. And add a group of conditions filtering by main color names. Well, I am going to enter red, yellow, orange, and brown. Then in 10 seconds flat, I see 33 matching designs. Now, I can confidently reply, Yes, I have 33 designs
that fit your needs. No guesswork, no panic,
confidence and speed. Last year, a client needed metric designs in
warm tones fast. Old me would have panicked. New me filter in the database, exported the info, and
replied in 10 minutes. That's the power of
systems over chaos. Spot cabs before
there are problems. For example, my transpot
section was practically empty. With this simple audit, I could make better decisions
to correct this gap. There are four I could spot
opportunities to grow. This system lets you become your own portfolio consultant running data driving
audits whenever you need. So ask yourself
relevant questions to analyze your portfolio. It is time for the fun
part, detective work.
7. Class Project - Portfolio Self Audit: Time for the fun
part, detective work. Now that your database
is lean and mean, let's uncover hidden inside
to boost your productivity. Here's your magnifying glass. Let's do the auto analysis
of your portfolio. To turn insights into action, I designed this
portfolio detective kit. It includes findings, dashboard, visually track categories,
colors, and folders. So filter by Paren Global Croup. A timeless designs
your backbone? That's your reliable income? Do you have only
a few transpots? Maybe it is time
for new additions. Are signature designs
standing out? That is probably your
competitive edge. Filter by main color name
and enter basic hue colors. Is blue navy everywhere? That's your signature hue. Are overused hues, maybe
it's time to diversify. Are you missing popular tones? Those are client
opportunities waiting. If you filter by parent folder, check which parent folder groups are looking lonely
because that could be a productivity leak as more designs equal to
more opportunities. So ask yourself these
type of questions. Aha moment spotlight, yo down
your biggest revelation. Commit to one
concrete next step. Write one priority in your PDF. Example, create five
minimalist designs, one or two colors by Yun. Your portfolio detective kit
is waiting in resources. Use it. Share your aha
moments and remember, great designers create,
smart designers organize. You're now both of them. This isn't homework. It's your blueprint
to work smarter. Now go and show your
portfolio who's boss. Alright, we have come to
the end of this class. This was such a pleasure
to create for you. If you have found
it interesting, I would appreciate your review, as it helps me
create new content. If you have any questions
regarding this class, don't hesitate to leave it
in the conversation section. I will reply as soon as
possible until next time, keep creating and organizing.
Beatriz Pascual, Pattern Designer & Entrepreneur
