Workflow Overview



Workflow is the process with which CoreBridge tracks the lifetime of a product, from initial conception all the way to the finished product being placed in the customer's hands. We highly recommend creating a test order in your system and process it through each stage while watching it in the customer portal to really get a feel for it. From your customer's point of view, it should feel natural, as long as you have your workflow figured out and your customer communications dialed in.


Many of these statuses have interactions with the customer portal. For an overview of the functionalities of the customer portal, please reference this guide: Customer Portal Overview. Some of these entries reference payments through the customer portal, a feature that is only available if CMS Integration is active.


Statuses Overview



Workflow in CoreBridge is tracked through Order and Product Statuses. These statuses can be viewed and edited by going to Management > Global Settings > Product Status.


Each Status is different and has its own particular function or use. Most of the time transition through product statuses is manual, but there are situations in which these changes will happen automatically. The Sales, Design, and Production queues all have access to products based on what Status they currently are in. In order to get a better idea of when a product will be accessible to which queue, please reference this article:  Queues & Product Statuses


We're going to go through each of the statuses in order to identify the purpose and functionality of each. Use the table of contents below to jump to various sections if you are looking for specific information.


Table of Contents:



Estimate

Estimates are often the first step of orders in CoreBridge. This represents the initial phase before many resources have been put towards a product. For an idea of how a product moves through the estimate workflow, please reference these flowcharts: Estimate Workflow - Sales & Estimate Workflow - Design


Estimate : Estimate

  • Automatically placed here when the Estimate is created.
  • Viewable in Sales > Estimates queue.
  • Used for initial concept.
  • Not viewable in the customer portal.


Estimate : Design Needed

  • Viewable in Sales > Estimate In Design and Design > Design Estimate queues.
  • Used for designers to determine what design is necessary and to create proofs if needed. 


Estimate : Sales Review

  • Automatically placed here when a customer selects + Add Change Request while no proof is attached from Estimate : Awaiting Customer Approval.
  • Viewable in Sales > Sales Review queue. 
  • Used by salespeople to gather and record additional information and make changes as necessary if requested by the customer or the rest of the team.


Estimate : Awaiting Customer Approval

  • Viewable in Sales > Customer Action Needed queue. 
  • Used as a diverging point for workflow based on customer actions.
  • Related to New Estimate manual communication. 
  • Related to Proof Available manual communication if a proof is attached. 
  • Related to Estimate Approval Terms disclaimer.
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the estimate.
  • Customer can either select Approve Product or + Add Change Request.
  • Automatically moves to Estimate : Sales Review if customer selected + Add Change Request when no proof is attached.
  • Automatically moves to Estimate : Revision if customer selected + Add Change Request when there was an attached proof.
  • Automatically moves to Estimate : Approved if customer selected Approve Product.


Estimate : Revision

  • Automatically placed here when customer selects + Add Change Request while there was an attached proof from Estimate : Awaiting Customer Approval.
  • Viewable in Sales > Estimates In Design and Design > Design Estimate queues.
  • Used for designers to work on a product with the notes that the customer provided.


Estimate : Approved

  • Automatically placed here when a customer selects Approve Product from Estimate : Awaiting Customer Approval.
  • Viewable in Sales > Estimates queue.
  • Once all products from the order end up here, the entire estimate is converted to an order and placed in the WIP : Order Review status.


Cancelled

  • Automatically placed here whenever a product or order is set to Cancelled. 
  • Not viewable from any queues, and requires a special filter to be set to show up on estimate searches.
  • Used as a sort of trash bin for things that aren't going to make it into the actual order.
  • Once all products from the estimate end up here, the entire estimate is converted to Cancelled.



WIP - Design

Whenever an order moves past the Estimate stage, it hits the Order stage. This is where design hammers out the details to bring the concept to life. This stage often has the most back-and-forth involved with both the customer and other team members. Many manual changes in status tend to occur. For an idea of how a product moves through the Order workflow, please reference these flowcharts: Order Workflow - Sales & Order Workflow - Design


WIP : Order Review

  • Automatically placed here when all products in an estimate are set to Estimate : Approved.
  • Automatically placed here when an Order is created. 
  • Viewable in Sales > Sales Review and Design > Upcoming queues.
  • Used as a hub for a salesperson to assign products to their next statuses manually.
  • Related to New Order automatic communication.
  • Related to Payment Due automatic communication when set to Cash Customer.
  • Although visible from the Design module, can only be accessed and edited from the Sales module.


WIP : In Design

  • Viewable in Sales > WIP and Design > Design WIP queues.
  • Used by designers to produce any proofs or files necessary for the product to continue.


WIP : Awaiting Customer Action

  • Viewable in Sales > Customer Action Needed and Design > Upcoming queues.
  • Used when a designer needs further clarification from a customer. Typically monitored by that designer or salesperson who can manually change the status whenever the action has been completed.
  • Related to the Action Needed automatic communication.
  • Related to the Order Approval Terms disclaimer. 
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the order.


WIP : Awaiting Proof Approval

  • Viewable in Sales > Customer Action Needed and Design > Awaiting Approval queues.
  • Used by designers to get a customer to provide feedback on their proofs.  
  • Related to the Proof Available manual communication. 
  • Related to the Proof Image disclaimer.
  • Related to the Proof Approval Terms disclaimer. 
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the order.
  • Customer can either select Approve Product or + Add Change Request.
  • Automatically moves to WIP : In Design Revision if customer selected + Add Change Request.
  • Automatically moves to WIP : Proof Approved if customer selected Approve Product.


WIP : In Design Revision

  • Automatically placed here when customer selects + Add Change Request from WIP : Awaiting Proof Approval.
  • Viewable in Sales > WIP and Design > Design WIP queues.
  • Used by designers to make any necessary changes to a product before manually sending it back up to WIP : Awaiting Proof Approval or WIP : Sales Review as needed.


WIP : Proof Approved

  • Automatically placed here when customer selects Approve Product from WIP : Awaiting Proof Approval. 
  • Viewable in Sales > WIP and Design > Design WIP queues.
  • Used by a designer to move the product on to WIP : Vended Product or WIP : In Production as needed.



WIP - Production

After most of the back-and-forth of design is finished, the product then moves on to Production. This is the part where the product takes on physical shape, and is presented for it's final inspections. For an idea of how a product moves through the Production workflow, please reference these flowcharts: Order Workflow - Production & Order Workflow - Vended


WIP : In Production

  • Viewable in Sales > WIP and Production > WIP queues. 
  • Used by the production staff as a hub for the next step in production, whether that be WIP : Sales/Design Review for additional information, or WIP : Quality Control for when production is finished.


WIP : Vended Product

  • Viewable in Sales > Vended and Production > Vended queues.
  • Used for products to await vending.


WIP : Quality Control

  • Viewable in Sales > WIP and Production > Quality Control queues.
  • Used for the production staff and salespeople to review a product and ensure that it's up to specifications. If it is, it can be progressed to the Built status. If not, it's generally sent back up to WIP : In Production.


WIP : Design Review

  • Viewable in Sales > WIP and Design > Design Review queues.
  • Used for design to followup and provide production with any additional files or information that the product is lacking.


WIP : Sales Review

  • Viewable in Sales > Sales Review and Design > Upcoming queues.
  • Used for sales to followup and provide production with any additional notes or specifications that the product is lacking.



Built

Whenever a product is put together and passes quality control, it is manually placed in the Built status. This status signifies the time in between whenever a product is physically produced, and when the customer has it in their hands. Whenever all products on an order are placed into built statuses, the order itself will be set to Built, and it will trigger the Order Built automatic customer communication.


Built : Awaiting Customer Pickup

  • Viewable in Sales > Built and Production > Awaiting Pickup queues.
  • Used to signify that a product is put together and awaiting the customer to retrieve it.
  • Related to Order Built automatic communication.
  • Must be changed manually to Completed : Picked Up afterwards.


Built : Awaiting Installation

  • Viewable in Sales > Built and Production > Installation queues.
  • Used to signify that a product is put together and awaiting installation.
  • Related to Order Built automatic communication.
  • Must be changed manually to Completed : Installed afterwards.


Built : Awaiting Shipping

  • Viewable in Sales > Built and Production > Shipping queues.
  • Used to signify that a product is put together and awaiting shipping.
  • Related to Order Built automatic communication.
  • Must be changed manually to Completed : Shipped afterwards.


Built : Awaiting Delivery

  • Viewable in Sales > Built and Production > Delivery queues.
  • Used to signify that a product is put together and awaiting delivery.
  • Related to Order Built automatic communication.
  • Must be changed manually to Completed : Delivered afterwards.



Completed

The Completed status indicates that the customer has taken possession but has not completed payment. Once all products have been marked as Completed, the order itself will enter the Completed status. This can trigger a number of automatic communications including Order Completed, Payment Due, and Monthly Statements. For an idea of how an order moves through the completed workflow, please reference this flowchart: Order Workflow - Completed


Completed : Picked Up

  • Used to signify that a product has been picked up, but not yet paid for.
  • Related to Order Completed automatic communication.
  • Related to Monthly Statements automatic communication.
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the order.
  • Customer can select Make Payment option to progress the order to Closed : Paid In Full status.
  • Automatically moves to Closed : Paid In Full upon full payment of the order.


Completed : Installed

  • Used to signify that a product has been installed, but not yet paid for.
  • Related to Order Completed automatic communication.
  • Related to Monthly Statements automatic communication.
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the order.
  • Customer can select Make Payment option to progress the order to Closed : Paid In Full status.
  • Automatically moves to Closed : Paid In Full upon full payment of the order.


Completed : Shipped

  • Used to signify that a product has been shipped, but not yet paid for.
  • Related to Order Completed automatic communication.
  • Related to Monthly Statements automatic communication.
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the order.
  • Customer can select Make Payment option to progress the order to Closed : Paid In Full status.
  • Automatically moves to Closed : Paid In Full upon full payment of the order.


Completed : Delivered

  • Used to signify that a product has been delivered, but not yet paid for.
  • Related to Order Completed automatic communication.
  • Related to Monthly Statements automatic communication.
  • Will cause a red Action Required notifier to be populated in the customer portal regarding the order.
  • Customer can select Make Payment option to progress the order to Closed : Paid In Full status.
  • Automatically moves to Closed : Paid In Full upon full payment of the order.


Completed : On Account

  • Viewable in Sales > On Account queue.
  • This is an Order status, not a Product status.
  • Applied automatically to completed orders when a customer has an account with payment terms that have not yet run out.
  • Related to Monthly Statements automatic communication.
  • Automatically moves to Completed : Past Due after terms and grace period are up.
  • Automatically moves to Closed : Paid In Full upon full payment of the order.


Completed : Past Due

  • Viewable in Sales > Past Due queue.
  • This is an Order status, not a Product status.
  • Applied automatically to completed orders for cash customers or credit customers who's payment terms and grace period have run out.
  • Related to Monthly Statements automatic communication.
  • Related to Payment Due automatic communication.
  • Automatically moves to Closed : Paid In Full upon full payment of the order. 


Closed : Paid In Full

  • Automatically placed here when a final payment is made on a Completed order.
  • The final stage of workflow.
  • Customers can review orders in this status from the customer portal under Order History. 
  • Customers can reorder closed orders, cloning them and placing them in WIP : Order Review.


Voided : Voided

  • Automatically placed here whenever a product or order is set to Voided. 
  • Not viewable from any queues, and requires a special filter to be set to show up on order searches.
  • Used as a sort of trash bin for things that aren't going to make it into the final order.
  • Once all products from the order end up here, the entire order is converted to Voided.