Within CoreBridge, Item Statuses are used to move an order through the workflow. Item Statuses will determine where a customer can access the Order and the related information within their Customer Portal. This gives customers the ability to Approve Proofs, view Item Descriptions, and read and respond to comments.
Note: For more information about the Customer Portal, please see Customer Portal Module Overview.
Table of Contents
- Item Statuses and How They Apply to the Customer Portal
- Understanding the Customer Tab and How it Applies to the Customer Portal
- To Submit a Proof For Approval
Item Statuses and How They Apply to the Customer Portal
Item Statuses can help alert your customer to information regarding their order by putting their Order or Estimate into the Action Required section of the Customer Portal, in addition to the Open Orders or Open Estimate sections.
Setting an Item Status to Alert Your Customer
Begin by navigating to Settings / Customer Portal / Customer Portal Options / Approval Process.
1. Select the Approval Process tab.
2. Using the dropdown, select the Item Statuses you would like to use on Estimates requiring customer attention. Estimates with these Item Statuses will then show in the Action Required section of the Customer Portal.
3. Using the dropdown, select the Item Statuses you would like to use on Orders requiring customer attention. Orders with these Item Statuses will then show in the Action Required section of the Customer Portal.
Note: For more information on the Action Required section of the Customer Portal, please see Customer Portal Module Overview.
For more information on Customer Portal Settings, please see Customer Portal in Settings.
Setting Item Status on an Order or Estimate
To begin, navigate to Sales / Orders or Estimates and select an Order or Estimate.
There are two ways to change the Item Status on an Order or Estimate.
From the Line Items tab in an Order or Estimate.
1. Select the Line Items tab.
2. Use the dropdown menu on the Line Item to set the Status.
Within an individual Line Item.
1. Select the desired Line Item.
2. Use the dropdown to select the correct Status.
Note: Item Statuses can be created at any time by navigating to Settings / Workflow / Line Item Statuses. For more information on Item Statuses, please see Line Item Status and Substatus.
To select which Item Statuses will alert the customer and place their Order in the Action Required section of the Customer Portal, navigate to Settings / Customer Portal / Customer Portal Options / Approval Process. For more information on Settings and the Customer Portal, please see Customer Portal in Settings.
Understanding the Customer Tab and How it Applies to the Customer Portal
To begin, navigate to Sales / Orders or Estimates and select an Order or Estimate.
1. Select the Line Items tab.
2. Click on a line item.
3. Navigate to the Customer tab.
The Customer tab is split into three sections.
Approvals
This information will be seen by the customer through the Customer Portal in the Action Required section. This gives them the needed access to approve or request changes to the product.
a. Description - This should be concise and accurate for the customer to see that you understand their needs.
b. Image Name - A brief name for the proof that explains what it is.
c. Proof Image - There are two ways to upload an image. The first is to simply drag and drop the image into the dotted grey rectangle. The second is to click on choose proof images. Clicking this will open a window that allows you to browse your computer and select the appropriate image.
Note: It is recommended that proof images not exceed 2mb. Supported file types include .pdf, .png, .jpeg, .bmp, and .gif.
d. Post for Customer Approval - You must click this in order for the information to show in the Customer Portal.
Note: This information can be seen in the Action Required section of the Customer Portal for your customer. They can also navigate to the Open Orders or Open Estimates sections to access the information. For more information on how they view this and reply, please see Customer Portal Module Overview.
Customer Item Description
a. This description will be available for your customer to view in the Customer Portal.
Note: Changes made in the description field will be automatically saved by the system.
Note: This description is seen by your customer here in the Customer Portal.
Customer Communication
Submit comments that can be viewed by your customers. When a customer is logged into the Customer Portal, they can view all comments made by you and your team, as well as add their own comments.
To add a comment for your customer:
1. Type your comment or question in the text box.
2. Click Save.
Note: Customers can view these comments and reply in the Customer Portal.
The system automatically records a note when you post a Request for Approval.
For your customer to view comments and post a reply:
1. Click on View / Add Comments.
2. Type comment in the text box.
3. Click on Save.
To Submit a Proof For Approval
Navigate to Sales / Order and select and Order.
1. Select Line Items tab to see all items within the order.
2. Select a Line Item.
3. Click on the Customer tab.
4. Enter a Description. When posted for customer approval, this description will show in the Action Required section of the Customer Portal underneath the status bar.
5. Enter an Image Name, if desired. When posted for customer approval, this will show in the Action Required section of the Customer Portal next to the proof image.
6. Upload your image either by dragging and dropping the image into the gray box, or by clicking choose proof images. This will bring up a window that lets you browse your computer and select the appropriate image.
7. Click Post for Customer Approval. This will move the order into the Action Required section of the Customer Portal where this information will all be visible for Customer Approval.
