Creating a visual job

A manual visual job is how you log an enquiry that arrived outside the customer portal, by email, phone or in person. Creating it gives the job a reference, sends the customer an acknowledgement, and gives your designer somewhere to work.

#When you'd do this

• A customer emails or phones in a request for new artwork.
• You want to start designs for a customer before they have asked through their portal.

Enquiries the customer raises from their portal arrive on their own, so you do not need to create those.

#Step by step

1. Go to Visuals and press New visual job.
2. Pick the Customer.
3. Pick the Sub-group / label — the club, school or team under that customer the job is for.
4. Pick the Contact / recipient. This person gets the "enquiry received" email and, later, the approval emails. Choose No email (log enquiry only) if you do not want to email anyone yet.
5. Enter an Enquiry code (for example HT24), an Enquiry description, or both. You need at least one.
6. Add any Notes.
7. Press Create visual job. The job workspace opens.

#The workspace

The header shows the reference, the enquiry name (click it to rename), the status and tags (+ tag to add one). The main button is Send for Approval, which becomes Resubmit after the first round.

Everything else sits under Actions:

• Copy approval link — the customer's approval link, to send yourself.
• Add product — add products to the job.
• Push products to DB — make products permanent customer products without an order.
• Mark urgent — show the job in red on the list.
• Close enquiry — for jobs that have stalled. It also removes the job's approved products from the customer's "Raise Order" page.
• Delete enquiry — blocked once anything on the job is approved.

The workspace has two tabs, Job details and Products.

#Job details tab

Assignment & routing

• Customer.
• Send to contact — receives the approval email and the response receipt.
• CC emails — pick people at the customer or type any address. They are copied on every approval email.

Job details

• Enquiry name — shown on customer emails and on any order raised from the job.
• Assigned designer — choose from admins switched on as Designer in Settings → Team & access. The designer gets a bell notification.
• Due date — cleared when you send the job. Set a new one for a round of changes.

Customer & internal notes

• Customer's notes — read-only; what the customer wrote when they raised it.
• Internal notes — your team only.

Further down

• Enquiry notes & details — who signed off and their PO number.
• Attachments — Upload a file or Add link. Attachments are copied onto any order raised from the job.
• History — every send with its address and link, status changes and orders raised.
• Discussion — a team-only thread. Press Ctrl+Enter to Post. Customer change notes are posted here too.

Tip

set the Enquiry name carefully. It appears on the customer's emails and becomes the name of any order raised from the job.

#What happens next

Add the products and artwork (see Adding products to a visual), then send it (see Sending a visual for approval).

#Common questions

My designer isn't in the Assigned designer list. An owner needs to switch on Designer for them in Settings → Team & access.

I chose "No email (log enquiry only)". Can I add a contact later? Yes. Set Send to contact on the Job details tab before you send for approval.

Can the customer see Internal notes or the Discussion thread? No. Both are for your team only.