Customer emails, approvals and the timeline
Use the order's Approvals & changes card, switch individual customer emails on or off, and keep a record on the order timeline and internal notes.
Every order keeps a record of what the customer decided, what they were emailed, and what your team did. Three parts of the Order details tab hold it: the Approvals & changes card, the Customer emails card and the Timeline.
#Approvals & changes
At the top is the Customer link: the review and confirm page the customer uses, which needs no login. Its progress shows as:
| Progress | Meaning |
|---|---|
| Not sent yet | Nobody has sent the link. |
| Sent | The customer has been sent it. |
| Reminded | A chase has gone out. |
| Changes requested | They sent artwork back. |
| Confirmed … by … | Confirmed, with who and when. |
Beside it are Copy and Open, and a chip showing Customer sees prices or No prices on this link. One click switches it.
Other customer pages lists any panel-print approvals, the pre-production sample page and the source visuals.
Below that is every customer decision, newest first: the order confirmation (with the required-by date, PO number, whether it was urgent and any PO file attached), visual and artwork-review decisions per product, pricing queries (with Mark settled), panel prints and sample decisions. Your team's own actions are on the Timeline instead.
#Customer emails
This card lists every email the customer can get about this order, grouped by stage: Draft, Submitted, Production, International Shipping and Local Shipping. Each line says when the email fires, and shows Sent dd/mm/yy once it has gone.
- Each email has its own switch.
- Pause all emails for this order stops all of them. Your individual switches are kept, so resuming puts back exactly what you had.
When an email is switched off, buttons whose only job is to send it grey out, with the hover note "This email notification is turned off". Actions that send an email as a side effect, such as confirming or approving, still work, but don't send the email.
Good to know
the card decides whether an email is sent, never who gets it. The recipient is always the order's contact. Visual approval emails belong to the visual, not the order, so they aren't listed here.
#Timeline
The Timeline is the order's history. To add your own entry, type in Add a note to the timeline… and press Add note.
#Internal notes
Click the pen on Internal notes to edit. Only your team sees them.
#Attachments
Under Attachments, Upload a file or Add link. Attachments from the visual job, and the customer's PO document if they uploaded one at confirmation, are added here too.
#Common questions
The customer says they didn't get an email. Check the order's Contact (none, or notifications off) and this card (that email off, or all paused).
Can I send an email to someone other than the contact? The card can't change the recipient. Change the order's Contact if a different person should hear about the order.
Where's the customer's confirmation link? In Approvals & changes, under Customer link.