Ch. 022. Workflows (Custom Status options)

Creating Custom Status Workflows

When an order arrives, there is a default status applied to the order. You can change the status by selecting from a drop down list of different status options. When a status update is made in the standard workflow, both your internal staff and your customer can see the updates. The custom workflows created here can be used to create your own status options that can later be assigned to different products (example: digital workflow, inventory workflow, etc.). You can also set what your internal staff sees as the particular status and have your customer see something different (example: internal staff sees in the order detail area that the status of the job is "pick and pack" and your customer sees "collecting items").

Please note that this feature is not included in the Standard or EM plans. If you have the Standard or EM plan and would like to add this feature, please submit a support ticket and someone will get you the information you need. 
If you have a plan other than Standard or EM, the warning below will still appear at the top of the page. You can disregard. 

Creating a new Workflow

See Below. To create a new Workflow, select the + Add New link. To edit the workflow select the pencil icon beside the name.
Name - This is required. Name your workflow a name that will be easy to identify later when you assign it to a product(s) in your different stores. 
Description - Give the workflow a description to further help you identify the workflow and its details. 

Creating the individual Stages of your Workflow

After saving your Name and Description click on the "Create New Stage" link. 
Stage Number - Workflow stages happen in a specific order. Use the stage number to put each stage in the order that the production workflow follows for each job. Example: Prepress might be Stage 1 followed by Stage 2, Press. This can be used by your staff as an easy guideline of where an item needs to go next and in what order the job needs to move through production. 
Internal Stage Name - This is the status name that your internal staff will see when they are producing the job. You can specify that your staff sees a more detailed status than your customer. For example, while your staff sees the job is at a stage of "Canon 5500",  then “Binding”, then “Cutting”, your customer sees only "Order Being Progressed" through all three stages. See image above. 
External Stage Name - This is the status name that your customer will see when they check the job status in their order history area of the portal. As mentioned above (internal stage name), you might want your customer to see "Order being processed" throughout several stages of production instead of seeing each internal step. 
Stage Meaning -  If this stage has a specific meaning (for example the stage means that the order is complete) select it from the list. The items displayed in this list are the same items that you see in the Pressero default workflow. You can leave this area on the "None" stage meaning if this particular stage you are setting has no specific meaning. For a workflow to be valid at least three of your stages must have one of three required stage meanings:
A custom Workflow must include all three of the following stages: 
  • Received
  • Completed
  • Cancelled 
These stages tell the system what the stage means to the internal Pressero system. If you do not include these stages in a workflow you create, it will be considered “invalid”; and will be ignored and it will not display in the workflow drop down menu when setting up products.
When the Completed stage meaning is triggered in the system an email is generated to your customer to let them know the order is complete. You can create a workflow to call this stage anything you want. As long as you assign the "completed" stage meaning, the proper function will be triggered. 
See below. You can see the internal stage names guiding the admin user through the process of this particular products workflow. No guessing which digital press this particular job prints best on. 
See below. This is a screenshot of a particular order that flowed through a custom workflow named "digital workflow". 
See image below. This is a screenshot of a customers order history. This is the same order as the image above. Notice that the job moved through several stages but the customer continued to see only "order being processed". 
Department - For internal purposes, the department in which this stage will be performed. 
Description - For internal purposes, this is a description of this particular stage. 

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