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Workflow Automation

Move every custom order through a controlled process

Replace informal handoffs with visible states, clear ownership and connected design records.

Review Your WorkflowBook an Automation Demo

Workflow automation is in development. This page describes the intended workflow; how it is configured for you depends on your implementation scope.

Where it fits

In development
Receives
Design, approval and preflight status
Module
Workflow Automation
Produces
A production-ready job and its history
Primary users
Operations and production teams
Hands work to
APIs and Integrations

Concept Walkthrough

Follow one order through the default workflow

Step through each state to see who owns it and what moves it forward.

Concept · in development

Select a state, or use Previous and Next to move through the workflow.

Order PZ-0000 · sample workflow
Review Requested

Default workflow

Owner

Account manager

Next action

Send the proof to the customer.

Moves to

Changes Requested

State 2 of 10

Concept demonstration of the default workflow with sample data. It is not connected to a live system.

The Problem

Custom orders stall between people, not between machines

Most delays happen when nobody is sure whose turn it is.

  • Challenge: Nobody can see where an order is.

    Printzoe’s approach: Every order is in one named state, visible to the whole team.

  • Challenge: Handoffs happen by email and memory.

    Printzoe’s approach: Each state has an owner and a clear next action.

  • Challenge: Problems fall out of the process.

    Printzoe’s approach: Failed checks and escalations have their own path back.

  • Challenge: It is hard to reconstruct what happened.

    Printzoe’s approach: Status changes are recorded as they happen.

Capabilities

Workflow types and capabilities

Everything here is in development. Capabilities that are not yet in scope are not listed.

In development
Designed and in development. Not yet available for production use; scope may change.

Workflow Types

The kinds of work the workflow coordinates.

  • Design reviewIn development

    Internal review before a customer sees the proof.

  • Customer proofingIn development

    The customer reviews and responds to a proof.

  • Revision managementIn development

    Change requests become new versions.

  • ApprovalIn development

    A recorded decision on a specific version.

  • Artwork preflightIn development

    Approved designs move into artwork checks.

  • Customer correctionIn development

    Failed artwork returns to the customer with what to fix.

  • Manual exception reviewIn development

    Issues that need judgement go to a specialist.

  • Production releaseIn development

    Production-ready jobs are released to production.

Coordination

Who is doing what, and what comes first.

  • Structured statusesIn development

    Every request is in exactly one known state.

  • Assigned ownerIn development

    Assign work to yourself, a teammate or leave it unassigned.

  • PriorityIn development

    Urgent work is marked and sorted first.

  • Bulk actionsIn development

    Update several requests at once.

Communication

Keeping people informed without leaving the record.

  • NotificationsIn development

    The people who need to act are told when a request changes.

  • Comments and internal notesIn development

    Discussion stays attached to the request.

Control

Decisions, exceptions and history.

  • Approval recordsIn development

    Who approved which version, recorded on the request.

  • Exception handlingIn development

    Problems leave the normal path without getting lost.

  • Escalation pointsIn development

    Defined moments where work moves to a specialist.

  • Activity historyIn development

    Every status change is recorded.

Production Handoff

The last step out of the workflow.

  • Production-ready statusIn development

    A clear signal that a job has passed every check.

  • Production handoffIn development

    Approved, preflighted jobs pass to production with their design record.

  • Production file requestIn development

    Request the production file for a ready job.

Default Workflow

Ten states from draft to release

A starting point. States, owners and rules are adjusted to your process.

  1. 01Draft
  2. 02Review Requested
  3. 03Changes Requested
  4. 04Revised
  5. 05Customer Approved
  6. 06Preflight Requested
  7. 07Issues Found
  8. 08Issues Resolved
  9. 09Production Ready
  10. 10Released

Workflow configuration depends on implementation scope. Which states, owners and rules apply to your business is agreed during implementation.

Who It Is For

Responsibilities across the workflow

  • Customer

    Reviews and approves.

    • Review proofs
    • Request changes
    • Correct artwork

  • Account Manager

    Coordinates communication and commercial requirements.

    • Send proofs
    • Follow up
    • Request preflight

  • Designer

    Creates or revises artwork.

    • Apply feedback
    • Fix flagged issues

  • Preflight Reviewer

    Evaluates technical readiness.

    • Review results
    • Escalate issues
    • Approve

  • Production Operator

    Accepts production-ready jobs.

    • Accept jobs
    • Release to production

  • Administrator

    Defines rules, access and workflow configuration.

    • Set access
    • Configure states

Business Outcomes

What a controlled process changes

  • Visible status

    Anyone can see where an order is.

  • Clear ownership

    Every state has someone responsible for the next step.

  • Fewer dropped handoffs

    Exceptions have a path back instead of an inbox.

  • Auditable history

    Status changes are recorded as they happen.

Implementation

Mapping your workflow

We start from how orders move through your business today.

Review Your Workflow

  1. States and transitions

    Which states you need and which moves between them are allowed.

  2. Ownership

    Which roles own each state and who can reassign work.

  3. Notifications

    Who is told about which changes, and how.

  4. Connected systems

    Where status needs to reach outside Printzoe, scoped as integration work.

Questions

Workflow automation questions

Ask a product specialist

The default workflow is a starting point. Which states you use is agreed as part of your implementation scope.

Show us how custom orders move today

We will map your current process against the default workflow and show where states, owners and rules would change.

Review Your WorkflowBook an Enterprise Demo

Bring a sample product or workflow to your demo. We will show how it can be configured in Printzoe.