Order processing examples

The way in which an order is processed is dependent on the statuses in the Workflow This section describes the order process for the example Workflows described in Example customized Workflows .

Simple workflow

North Shore High School’s Workflow has the following statuses:

• New
• Processing
• Completed
• Canceled

A typical order process would be as follows:

1. Receive a new order - When a customer submits an order, it is automatically placed in the first “New” status that is defined. By default, this is the New status. You should review the order to make sure all of the required information is there. You also need to make sure the supplied file does not contain any inappropriate content, and that your print room supports the supplied file format.
2. Process an order - When you are ready to run the print job, move the order to the Processing status. This will help you keep track of which jobs you are currently working on. When you change the order status to Processing, you must enter the cost for the job. The cost is charged to the Job Ticketing account selected by the customer.
3. Complete the order - When the job has finished printing, and been collected by the customer, move the order to the Completed status.

Advanced workflow

Westface University Print Services’ Workflow has the following statuses:

• New
• Waiting on response
• Ready to print
• Printing
• Ready for delivery
• Completed
• Canceled

A typical order process would be as follows:

1. Receive a new order - When a customer submits an order, it is automatically placed in the first “New” status that is defined. By default, this is the New status. You should review the order to make sure all of the required information is there. You also need to make sure the supplied file does not contain any inappropriate content, and that your print room supports the supplied file format.

2. Request further information for an order - If you cannot process the order because it is incomplete (for example, the delivery address is not valid), or maybe the requested paper is out of stock, you need to contact the customer to request the additional information or let them know about the issue. The best way to contact the customer is by adding a comment to the order. You should then move the order to the Waiting on response status.

3. Send a quote to a customer - If everything is OK with the order, calculate the cost and provide the quote as a comment in the order. You should then move the order to the Waiting on response status.

4. Send a proof to a customer - After a customer has approved a quote, if they requested a proof, you should deliver the proof via the requested method, record the delivery as an Internal Note in the order, and change the order status to the Waiting on response status. If the customer requested an email proof, you can find their email address in the order.

5. Queue the print job—When the customer has approved the quote and proof (if one was requested), move the order into the Ready to Print status. This status is a queue for jobs that are ready to be run.

6. Run the print job—When you run the print job, change the status to Printing. This status indicates to other operators that the job is currently being printed so there is no duplication in the jobs. When you change the order status to Printing, you must enter the quoted cost for the job. The cost is automatically charged to the Job Ticketing account selected by the customer.

7. Organize delivery/pick up of the job—When a job has finished, change the status to Ready for delivery. You can then either contact the customer to let them know it is ready for pick up, or organize a courier. If the order is to be delivered via a courier service, add a comment stating the tracking number for the delivery.

8. Close the order—When the order has been shipped or picked up, change the order status to Completed.