¶ Order approval system
For certain private stores, your customer might want to enable an approval process for all orders. In your customer groups, you can allow one user to approve all orders placed in that group. These users, known as the "Group approver", can review the order and the artwork files and then approve (or reject) orders for print.
In this video we're going to go over the process in setting up this order approval system, and going through an example scenario.
¶ Configure group to require approvals
Here is the process to configure a group to require approvals for all orders:
- Navigate to the edit page for the group
- Check box "Orders Approving"
- Check the box for at least one "Group approver"
- Configure the title and contents of emails sent to the Group approver
- Configure the title and contents of emails sent the group member following order rejection by the Group approver
The image below illustrates the edit group page for a group where order approvals are required:
¶ Order awaiting approval
After a group member places an order, wp2print will send an email to ALL the Group approvers for that group. This email informs the Group approvers that a new order has been placed and invites the Group approvers to review the order. Below is an example of this email sent to the Group approvers:
In the Orders administration page, the new order will be marked with the hourglass icon to indicate that the order is awaiting approval. In the image below, Order 540 is marked as awaiting approval:
¶ Group approver reviews order
There is a special administrative page where Group approvers can review any orders awaiting approval. The image below shows page the "Group approver" will see that displays all the orders awaiting approval for the group:
The Group approver can view the details of the order as well as review the artwork files for the order. After reviewing the order, the Group approver must either approve or reject the order. For rejected orders, the Group approver should add comments so the the group member that originally placed the order can understand the reasons for the rejection.
The image below shows an example of the page where the Group approver can review the order details:
¶ Notification of rejection
In the case the Group approver decides to reject an order, an email is sent to the group member that originally placed the order. This email will contain the comments entered by the Group approver.
This is an example of the email sent following the rejection of an order:
¶ Notification of approval status
After the Group approver has either given approval or rejected an order, the approval status is displayed in the Orders administrative page. Approved orders are marked with a green checkmark icon while rejected orders are marked with a red warning icon as shown below:
It is important to note that wp2print does not remove rejected orders from the orders list.