Customize Status Workflow

Statuses track the overall progress of your core workflows, including sales orders, quotes, jobs, purchase orders, and shipments. A workflow status represents the high-level milestone of an entire record, such as whether a job is in production or completed. To track granular, step-by-step tasks within a job (such as artwork approval, screen burning, or printing), use task presets instead. Job statuses and job tasks operate independently so your shop can track overarching milestones alongside specific operational checklists. See Task Preset to manage job task stages.

Open statuses

1. In the top navigation bar, click Configuration to open its menu.

   

2. Select Settings.

   

3. Under Workflow, select Statuses.

   

The Manage Statuses page opens. The table displays three columns: Label lists the internal status name and any system badges, Preview shows how the colored status badge appears across YoPrint on orders and jobs, and Customer Portal Preview shows how the status appears to your customers.

Choose the list

Each workflow type has its own tab: Sales Order, Quote, Job, Purchase Order, and Shipment. Each tab maintains its own independent status sequence.

1. The Sales Order tab is selected by default to manage sales order statuses. Click it whenever you need to return to sales orders from another tab.

   

2. To manage job statuses instead, select the Job tab.

   

The Job list is separate from sales orders. In the Job list, the default status Waiting for Stock displays a system badge marked Pre Production.

System statuses connect directly to YoPrint's workflow logic:

• Starting automatically applies to newly created records (such as a new order or job).
• Ending marks records as finished and records their completion date. (Quotes only have a Starting status because an accepted quote converts into a sales order rather than ending as a quote.)
• Pre Production designates staging or preparation work before active production begins.

You can freely rename any system status to match your shop's terminology, such as renaming Pending to Intake or Completed to Finished. YoPrint identifies system statuses by their internal role rather than their label, so renaming them never breaks automations. However, system statuses cannot be removed.

The following sections use the Sales Order tab as an example. Select the Sales Order tab to follow along.

Add a status

1. Click + Status.

   

2. Enter your internal name in Label.

   

   This is the name your team sees inside YoPrint, such as Ready to pack.

3. Enter a Customer Portal Label.

   

   This is the name your customers see when viewing orders in the customer portal, and it appears in the Customer Portal Preview column. If a status is for internal shop steps (such as credit checks or inventory holds), enter a neutral customer-facing stage such as In Progress or Processing.

4. Choose a color.

   

   Select a color for the status badge. This color tints the badge shown in the Preview column and appears on order lists, job boards, and record headers throughout YoPrint to identify the status at a glance.

5. Click Save.

   

The new status is added to the end of the list. If Completed is currently last, the new status temporarily sits after it. This temporary placement does not affect existing orders. Use the steps in the next section to move it into position before assigning orders to it.

Move a status

List order controls the sorting of statuses in dropdown menus, board columns, and reports. YoPrint does not enforce a rigid linear progression; your team can move an order directly between any statuses as needed. System statuses can be positioned anywhere in the list without altering their core system functions, but keeping Starting at the top and Ending at the bottom reflects your shop's natural operational flow.

1. Click Rearrange.

   

2. Drag the status to the place it belongs in your workflow.

   

   In this example, drag Ready to pack directly before Completed.

3. Click Save.

   

The statuses update to your new order. Ready to pack now sits before Completed, while its customer portal label remains Packing.

Change or remove a status

Statuses with a system badge (Starting, Ending, and Pre Production) can be renamed, but they cannot be removed. Any status without a system badge can be edited or removed. This includes pre-loaded statuses and ones you create.

1. On the status row you want to edit, open More actions.

   

2. Select Edit.

   

3. Update the Label, Customer Portal Label, or color.

   

4. Click Save.

   

Remove a status

1. On the status row, open More actions.

   

2. Select Remove.

   

3. Click Remove to confirm.