PageFlex Template Approval Workflow

Owned by Kasia Czwarkiel (Unlicensed)
Last updated: Aug 31, 2017

Please be aware this workflow will only work after being enabled. Please see the PageFlex Artwork Approval Configuration for instructions on how to do this.

Customer Requestor 

Basket

If a Customer User added a Template Item that requires approval to the basket, there will be an approval section on the order page:

 

Clicking the 'Request approval' button will send the selected Template Items for approval.

If you have multiple Template Items added to your basket you select / deselect before sending for approval.

Checkout

On the ‘Checkout’ page, Template Items that have not yet been approved will show in a separate section for 'Pending Approvals' and the total will not include the price of any items that have still to be approved.

Customer Approver

Approver Reviewing Approval Requests

The Customer Approver receives the email and clicks the link to review the approval request(s).

Approver Response

The approver selects the appropriate response (‘Approve’ or ‘Reject’) on each individual artwork approval item and confirms in the usual way.
The response is then emailed back to the requesting user.


Rejecting Template

If the approver wishes to reject an artwork item then an additional message field will allow the approver to give the reasons why the artwork is being rejected.

Note

This ‘reason’ message is a mandatory field and must be completed before the rejection can be submitted and this message will be included in the ‘Rejection’ email sent back to the requesting user.

Customer Requestor

Template Changes and Approval Re-submission

The Customer Requestor can make any requested changes by editing the item in their basket. Clicking the ‘Add to Cart’ button saves the changes to the basket and returns the approver to the approvals page. Customer Requestor can then re-submit for approval.

If the Template Order is no longer required, it can be deleted by the Customer Requestor.

Ordering Approved Template(s)

Approved Template(s) show in the Customer Requestor’s basket and no longer has ‘edit’ facility available. This is to prevent the Customer Requestor from making changes after the Template Item has been approved.

The checkout page now allows the item to be ordered as normal.



PageFlex Template Approval Emails

Approval Request Email

The email sent to the Customer Approver, requesting approval for the Template order, will contain:

  • Customer Requestor’s name

  • Customer Requestor’s email address

  • Date/time the request was sent.

  • Pageflex Template Item title

  • Pageflex Template item product code

  • Link to the approval page

This email is sent to all of the Customer Users with the ‘Can authorise orders’ privilege.

Response Email

This email is sent when the Customer Approver accepts or rejects the approval request.

This email will contain:

  • Pageflex Template Item title

  • Pageflex Template  Item product code

  • Date/time the request was sent

  • ‘Accepted’ or ‘Rejected’

  • Rejection response message (reason)

  • Link to the shopping basket

For an approval, the email will additionally include the message saying that the Customer Requestor must now follow the link to complete the order for their approved artwork.

For a rejection, the additional message will say that the Customer Requestor can edit their artwork and re-submit it for approval or remove it from their basket.