Before you send
- The order must be active and at a design stage. Approval cannot be sent from any other stage.
- The order needs at least one verified design file. A newly uploaded file is checked for a few seconds; a file that fails the check is never shown to a customer.
- The order needs a customer email or a valid mobile number. If it has neither, edit the order and add one.
- You need the right to work on the order; if you do not see the button, your role does not allow it.
Send the approval link
Once sent, the order appears under “With the customer”, and its stage timer and due countdown stop until the customer answers.
- 1
Find the customer approval card
On the order screen, open the “Customer approval” card and press “Send for customer approval”.
- 2
Choose the files
Under “Files to show”, tick the files the customer should see. The customer sees no other file or detail of the order.
- 3
Check where it goes
The link goes to the customer email on the order, and by SMS when the phone number is valid. The dialog shows which address and number it will use. Press “Send”.
What the customer sees
The customer sees your company name, the order number and job name, and the design files you chose; pictures open full size and other files download. Below are two choices: “I approve the design” and “I want changes”. A link serves one decision; once decided, expired or revoked it shows a message that the link is no longer valid.
The customer's decision
- 1
If the customer approves
The design is approved and the order moves on to the next stage of your workflow by itself. The order's history records the approval as made by the customer, and the designer and the sender are notified.
- 2
If the customer asks for changes
The customer must say what should change before sending. The comment shows on the card, and the designer is notified. The order stays in design and its clock starts again.
- 3
Send the corrected design
Once the designer uploads the new file, use “Send a new link” to send the customer a fresh link.
Resend and revoke
- “Resend”: if the customer cannot find the link, a new one goes to the same address with the same files and the 7 days start again. The old link stops working.
- “Revoke the link”: cancels a link that is awaiting a reply and ends the wait for the customer, so the clock runs again.
- An order has one live link at a time. Sending a new link cancels the pending one.
- The card shows the latest link's status (Awaiting reply, Customer approved, Changes requested, Revoked, Expired), where it was sent and its expiry, with earlier links listed below.