How to Request Artwork Approval from Your Customer

Send artwork from a job on a saved quote or sales order, then keep your customer's response with that job. Artwork approval covers the designs. Quote approval and sales order approval are separate requests. When you convert a quote to a sales order, it keeps the same record number and the job keeps its artwork approvals, signatures and request history: see Convert Sales Orders and Quotes.

Check recipients and attach artwork

1. Open Sales in the top navigation.

   

2. Choose Sales Orders or Quotes.

   

3. Click the order or quote number under ID in All Sales Orders or All Quotes to open it in a drawer over the list.

   

4. Click View Sales Order or View Quote at the bottom of the drawer to open the full page.

   

Approval emails go to the contacts selected in Email Recipients.

5. Click the edit button beside Email Recipients.

   

6. Select the contact who should receive the approval email.

   

7. Click Close.

   

8. Click the job number to open the job. You can also click No Mockups. Once the job has files, the badge shows how many mockups the job contains, such as 2 Mockups.

   

   

9. Select Mockup Files.

   

Use Upload for a finished artwork file. Create Mockup opens the mockup editor.

10. If the artwork is not attached yet, click Upload.

    

11. Click Select Files to Upload and choose the artwork file, or drag it into the upload area.

    

12. When the file shows Upload Success, click Upload to attach it to the job.

    

You do not need to select a Service or enable Show in PDF to include a file in an artwork approval; choose the files in the approval request.

Send an artwork approval request

If Mockup Files shows Manage Approval, the job already has a request awaiting a decision. View or edit that request, or cancel it before creating another.

1. In Mockup Files, click Request Artwork Approval.

   

2. Check the included artwork. The new request starts with the job's artwork that has not been reviewed yet, leaving out artwork the customer already approved. To include another file, click the + button in the Artwork heading. Use it to add any other file, including approved artwork.

   

3. Click the file in the artwork picker.

   

   No artwork selected

   When the request is empty and only one file is available, you can also click Add beside it under Available artwork.

   

   Choose what to review

   Include at least one artwork to enable the create buttons. Selected artwork appears on the left, its preview in the center and its note on the right. You can include already-approved artwork when the customer needs to confirm the whole set again. A saved request keeps its own copy of the included artwork.

4. Add an optional Note to customer for this artwork, such as the print size, placement or colors to check. This note appears beside the artwork in the portal and in the approval email.

   

5. To add an optional message for the whole request, click Add message.

   

6. Enter your message. It appears in the approval email.

   

7. Click Save to return to the request.

   

8. Click Create & Email Customer to save the request and email it.

   

   Save without emailing

   Click Create to save the request without sending an email. You can email it later using Send to customer in the saved request.

   

YoPrint marks each artwork Pending in Mockup Files while it awaits a decision. After you email the request, YoPrint marks it Sent on the job card and in the order's Approvals table.

To set the terms customers review with their artwork, see Set artwork approval terms. Changes to these settings also apply to requests still awaiting a decision. Completed requests keep the terms saved with the response.

Start from the job menu

This option is available when the job does not have an active artwork approval.

1. On the saved quote or sales order, click the three-dot menu on the job card, beside the job status.

   

2. Choose Request Artwork Approval, then follow Send an artwork approval request.

   

What your customer sees

Your customer receives an approval email with your shop's branding and a link to review the artwork. They open the link, sign in with the email address your shop has on file, and enter the code sent to that address. The record then opens.

On the order or quote, your customer clicks Review beside Artwork approval needed, or Review beside Review artwork in Jobs to open the same request.

They can also choose Approvals from the portal menu.

On Approvals, they open the artwork request for the job.

They inspect each artwork, read its note and choose Approve artwork or Request changes.

If they choose Request changes, they must explain what to fix in Describe the changes. They then click Next artwork to continue. If they leave the description blank, YoPrint asks them to describe the changes and keeps the artwork unreviewed.

After reviewing every artwork, they click Continue to sign.

Before signing, your customer sees a one-line count of the artwork they are approving and any artwork with requested changes, such as Approving 1 artwork, requesting changes on 1. They can click Back to review to return to the artwork decisions with their choices kept. They read any terms you have added, enter their full name in Signed by and click Submit decision. Typing their name serves as their signature.

After submitting their decision, your customer sees Your decision was sent to the shop. They click Done to close the confirmation and return to the page they started from.

If another approval is pending on the same order, they can click Review next to open another job's artwork approval first, then the order approval.

The completed request leaves the customer's pending approvals list. YoPrint saves the decisions and sends your team an in-app alert and email notification. Your team can review completed requests and their signed terms from the job.

How your customer reviews artwork on a phone

Your customer can also open the request and review the artwork on a phone. After deciding on an artwork, they tap Next artwork to move to the next one. They can tap Back to artwork list to choose a different artwork. Once every artwork has a decision, they tap Continue to sign.

Check the customer's response

In the job's Mockup Files, click the artwork's approval status to open its request, whether pending or completed.

On the sales order, Create Request beside Approval Requested starts an order approval, not an artwork approval. To open an artwork request, click the artwork approval badge on the job card or use Mockup Files in the job.

You can also find requests in Production › All Approvals: it opens a list of every order, quote and job artwork approval with its status.

While a request is pending, you can also open it from Mockup Files through Manage Approval:

1. Click Manage Approval.

   

2. Choose View Artwork Approval.

   

The view shows the request message, each artwork's decision, the note sent with it and any change comment. A completed request also shows who signed and when.

Click View signed terms beside the signature to read the terms saved with that response.

The saved terms stay with the completed request even if you later change your shop's terms.

To reply to a question in the customer's change note, message them from the order: see Send Messages Through a Sales Order or Quote.

Sent means you emailed the request. Viewed means the customer opened it; the order and job badges label this Seen. Pending in Mockup Files means an artwork decision is still outstanding. Changes Requested in the approval view means the customer asked for changes. The artwork row, order and job badges label this Needs Change.

Use the recorded decisions to check that every design is approved before you collect payment or move the job into production. To collect payment, see Collect and Record Payments.

Edit or resend a pending request

You can edit or resend a request while it awaits a decision. Open the request in View Artwork Approval first.

1. Click Edit.

   

2. Update the artwork note.

   

3. To update the whole-request message, click Edit message. If there is no message yet, click Add message.

   

4. Update the text in Message to customer.

   

5. Click Save to return to the request.

   

6. Click Save, or click Save & Email Customer to save and email the changes together.

   

7. To email the saved request again, click Send to customer.

   

Record a response received outside the portal

Use this route when the customer has already given you their response, such as by phone. YoPrint stores the name you enter with that response.

1. Open the saved request and click Approve. This opens the response form without approving the artwork immediately.

   

2. For each accepted artwork, choose Approve.

   

3. If changes are needed instead, choose Request changes.

   

4. For a change request, use What needs to change? to describe the requested changes. A change request requires a comment.

   

5. After every artwork has a decision, click Continue to Review & Sign if the summary does not open automatically.

   

6. Review the decisions and any enabled approval terms, then enter your own name in Signature as the person recording the response.

   

7. Click Sign & Send Change Requests to record the requested changes. YoPrint sends the completion notification to your team.

   

   Mixed decisions

   If some artwork is approved and some needs changes, click Sign & Submit Decisions.

   

   All artwork approved

   When every artwork is approved, click Sign & Approve All.

   

Replace artwork after requested changes

Keep the requested changes beside you while preparing the revised file. To reopen them from the job card's approval badge, see Review previous requests. When the change note asks for more services, another print location or a different quantity, edit the job: see Edit a Job After Creating a Quote or Sales Order. If the price changes, ask for quote approval or sales order approval.

1. Close the approval view to return to the job's Mockup Files.

   

2. Click the old file's three-dot menu.

   

3. Choose Remove.

   

4. Check the filename and click Remove.

   

5. Click Upload.

   

6. Click Select Files to Upload and choose the revised file, or drag it into the upload area.

   

7. When the file shows Upload Success, click Upload to attach it to the job.

   

8. Click Request Artwork Approval again. YoPrint includes the new artwork automatically.

   

You can include only the new artwork or add other available artwork for confirmation. Artwork the customer already approved keeps its Approved status when you leave it out of the follow-up request. When the customer approves the revised artwork, the job's artwork approval shows Approved. Previous completed requests remain in the approval history.

Review previous requests

1. On the saved quote or sales order, click the artwork approval badge on the job card. This route also works after you remove or replace the job's mockups.

   

2. Open the request selector at the top left of the view. It shows the request number and status, such as 3 of 3 Viewed.

   

3. Select a previous request to read its decisions, notes and signature.

   

4. The current request shows Latest. Click Jump to latest in a previous request to return to it.

   

Cancel a pending request

Open the pending request.

1. Click the three-dot menu beside Approve.

   

2. Choose Cancel Approval.

   

3. In Cancel this approval?, click Cancel Approval to confirm.