How to Request Artwork Approval from Your Customer

Send artwork from a job on a saved quote or sales order, then keep the customer’s response with that job. Artwork approval covers the designs; quote approval and sales order approval are separate requests.

Request artwork approval

Start with the mockups uploaded to the job. Check the order’s Email Recipients before sending. Approval emails go to those contacts.

1. On the saved quote or sales order, click the job’s Mockup button. The number shows how many mockups the job contains.

   

2. Click Request Artwork Approval in Mockup Files.

   

3. Check which artwork is included. If the piece you want is under Available artwork, click its Add button.

   

4. Add an optional Note to customer for this artwork. Use it for details such as print size, placement or colors.

   

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

   

6. Write the message. It appears above the artwork and in the approval email.

   

7. Click Save to return to the artwork request.

   

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

   

Selected artwork appears on the left, with a preview in the center and its note on the right. Already-approved artwork can also be included in a new request when you need another confirmation.

For terms the customer should agree to, see Set artwork approval terms.

Start from the job menu

1. Click the job’s three-dot menu on the quote or sales order.

   

2. Choose Request Artwork Approval, then follow the request steps above.

   

Check the customer’s response

The customer receives an email with a link to review the artwork in the customer portal. They can inspect each piece, approve it or request changes with a comment, then review the terms and sign. YoPrint records the decisions and notifies your team when the review is completed.

1. Open the job’s Mockup Files and click Manage Approval while the request is pending.

   

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.

Sent means the request has been emailed. Pending means an artwork decision is still outstanding. Changes Requested means there is feedback to address before requesting approval again.

Edit or resend a pending request

1. In View Artwork Approval, click Edit.

   

2. Update the artwork note or the request message as needed.

   

3. Click Save. Save & Email Customer saves and emails the changes together.

   

4. To send the saved request again, click Send to customer in its view.

   

Record a response received outside the portal

Use this route when you are recording a response the customer has already given. The name you enter is stored with the response.

1. Open the saved request and click Approve.

   

2. For each artwork, choose Approve if it is accepted.

   

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

   

4. Describe what needs to change. A change request requires a comment.

   

5. After each artwork has a decision, review the summary. If it has not opened automatically, click Continue to Review & Sign.

   

6. Review the decisions and any enabled approval terms, then enter your name in Signature.

   

7. Submit the response. The final button reflects the decisions: Sign & Send Change Requests for changes, or Sign & Approve All when every artwork is approved.

   

Replace artwork after requested changes

Keep the requested changes beside you while preparing the revised file. Removing a mockup from the job is permanent, so check the filename before confirming.

1. In Mockup Files, open the old file’s three-dot menu.

   

2. Choose Remove.

   

3. Check the filename and confirm Remove.

   

4. Click Upload.

   

5. Click Select Files to Upload and choose the revised file. You can also drag it into the upload area.

   

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

   

7. Click Request Artwork Approval again. Include the revised artwork, add any notes and create or email the new request as above.

   

You can include only the new artwork or add other available artwork for confirmation. Previous completed requests remain in the approval history.

Review previous requests

1. Click the artwork’s approval status in Mockup Files.

   

2. Open the Approval request selector at the top of the view.

   

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

   

The latest request is labeled Latest. The historical view also has Jump to latest to return to it.

Cancel a pending request

Cancellation takes effect immediately and removes the pending request. It does not remove the mockup file from the job.

1. In Mockup Files, click Manage Approval.

   

2. Choose Cancel Artwork Approval.