Workflow in CoreBridge represents the full journey of a Product - from the initial concept to the final delivery to your Customer. This article provides a breakdown of each Status along the way, explaining its purpose and functionality within the Workflow.
Many of these Statuses have interactions with the Customer Portal. For an overview of the functionalities of the Customer Portal, please see Customer Portal Overview.
Note: Some of these entries reference Payments through the Customer Portal, a feature that is only available if CMS Integration is active.
Table of Contents
Understanding Statuses
Workflow in CoreBridge is tracked through Order and Product Statuses. These Statuses can be viewed and edited by navigating to Management / Global Settings / Product Status.
Each Status serves a specific purpose within the Workflow. While Products typically move between Statuses through manual updates, certain transitions can occur automatically. Access to Products within the Sales, Design, and Production Queues is determined by the Status they are currently assigned. For more information on when a Product will appear in each Queue, please see Queues & Product Statuses Overview.
Best Practice
To better understand how Workflow functions, we recommend creating a test Order in your system and processing it through each stage while monitoring it in the Customer Portal. This will give you a clear perspective on how the process appears to your Customers. When your Workflow is well defined and your Customer communications are set up properly, the experience will feel seamless and natural for them.
Estimate
An Estimate is often the first step in the Order process within CoreBridge. It reflects the planning stage, prior to dedicating substantial resources to producing the Product.
Estimate : Estimate
- Accessible through Sales / Estimates Queue.
- Estimate automatically set to this Status upon creation.
- Used for initial concept.
- Not available in the Customer Portal.
Estimate : Design Needed
- Accessible through Sales / Estimate In Design and Design > Design Estimate Queues.
This Status allows Designers to assess what design work is required and generate Proofs if necessary.
Estimate : Sales Review
- Accessible through Sales / Sales Review Queue.
- Products are automatically placed in this Status when a Customer selects +Add Change Request and no Proof has been attached from the Estimate: Awaiting Customer Approval Status.
- Used by Salespeople to collect and record additional information, and to make changes when requested by the Customer or other team members.
Estimate : Awaiting Customer Approval
- Accessible through Sales / Customer Action Needed Queue.
- 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.
- Causes Action Required alert in the Customer Portal on this Estimate.
- Customer can either select Approve Product or + Add Change Request.
- Automatically moves to Estimate : Sales Review when + Add Change Request is selected and no proof is attached.
- Automatically moves to Estimate : Revision when+ Add Change Request is selected and a proof is attached.
- Automatically moves to Estimate : Approved when Approve Product is selected.
Estimate : Revision
- Accessible through Sales / Estimates In Design and Design / Design Estimate Queues.
- Automatically placed here when + Add Change Request is selected and there is an attached proof from Estimate : Awaiting Customer Approval.
- Used by Designers to work on a Product utilizing Customer provided Notes.
Estimate : Approved
- Accessible through Sales / Estimates Queue.
- Automatically placed here when Approve Product is selected from Estimate : Awaiting Customer Approval.
- Once every Product in the Estimate is in this Status, the system automatically converts the Estimate into an Order and places it in the WIP: Order Review Status.
Cancelled
- Not available through any Queues.
- Requires a specific filter to show up on Estimate searches.
- This Status is applied automatically whenever a Product or Order is changed to Cancelled.
- Once every Product in the Estimate is in this Status, the entire Estimate is updated to Cancelled.
WIP - Design
When an Order progresses beyond the Estimate stage, it enters the Order stage. At this point, the Design team finalizes the details needed to bring the concept to life. This stage typically involves significant collaboration with both the Customer and other team members, and it often requires multiple manual Status changes as the process moves forward.
WIP : Order Review
Accessible through Sales / Sales Review and Design / Upcoming Queues.
- Automatically updated to this Status when all Products in an Estimate are set to Estimate : Approved.
- Orders are automatically placed here upon creation.
- Related to New Order automatic communication.
- Related to Payment Due automatic communication when set to Cash Customer.
- Although this Status is visible in the Design Module, it can only be accessed and edited within the Sales Module.
WIP : In Design
- Accessible through Sales / WIP and Design / Design WIP Queues.
- Used by Designers to create any Proofs or Files required for the Product to move forward.
WIP : Awaiting Customer Action
- Accessible through Sales / Customer Action Needed and Design / Upcoming Queues.
- Indicates that a Designer needs additional details from the Customer. This Status is monitored and updated manually by the Designer or Salesperson.
- Related to the Action Needed automatic communication.
- Related to the Order Approval Terms disclaimer.
- Causes Action Required alert in the Customer Portal.
WIP : Awaiting Proof Approval
Accessible through Sales / Customer Action Needed and Design >/Awaiting Approval Queues.
- Used by Designers to request Customer feedback on Proofs.
- Related to the Proof Available manual communication.
- Related to the Proof Image disclaimer.
- Related to the Proof Approval Terms disclaimer.
- Causes Action Required alert in the Customer Portal.
- 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
- Available through Sales / WIP and Design / Design WIP Queues.
- Automatically placed in this Status when a Customer selects +Add Change Request from WIP: Awaiting Proof Approval.
- Used by Designers while making any necessary changes to a Product before manually sending it back to WIP : Awaiting Proof Approval or WIP : Sales Review as needed.
WIP : Proof Approved
Accessible through Sales / WIP and Design / Design WIP Queues.
- Automatically placed here when customer selects Approve Product from WIP : Awaiting Proof Approval.
- Used by a Designer to advance the product to WIP : Vended Product or WIP : In Production as needed.
WIP - Production
Once most design revisions are finished, the Product advances to Production. During this stage, the Product is physically created and readied for Final Inspection.
WIP : In Production
Accessible through Sales / WIP and Production / WIP Queues.
- Used by Production staff as a central point for directing the next step - either back to WIP: Sales/Design Review for additional information or forward to WIP: Quality Control once Production is complete.
WIP : Vended Product
Available through Sales / Vended and Production / Vended Queues.
- Used while Products await Vending.
WIP : Quality Control
Available through Sales / WIP and Production / Quality Control Queues.
- Used by Production staff and Salespeople to review a Product and confirm it meets specifications. If approved, the Product moves to Built; if not, it is typically returned to WIP: In Production.
WIP : Design Review
- Accessible through Sales / WIP and Design / Design Review Queues.
- Used by Design to follow up and supply Production with any additional files or information the Product requires.
WIP : Sales Review
Accessible through Sales / Sales Review and Design / Upcoming Queues.
- Used by Sales to follow up and provide Production with any additional notes or specifications the Product requires.
Built
When a Product is completed and passes Quality Control, it is manually moved into the Built Status. This Status represents the stage between physical Production and final delivery to the Customer. Once all Products within an Order are placed in the Built Status, the Order itself is updated to Built and the Order Built automatic Customer communication is triggered.
Built : Awaiting Customer Pickup
- Accessible through Sales / Built and Production / Awaiting Pickup Queues.
- Used to indicate that a Product has been assembled and is awaiting Customer pickup.
- Related to Order Built automatic communication.
- Must be changed manually to Completed : Picked Up afterwards.
Built : Awaiting Installation
- Accessible through Sales / Built and Production / Installation Queues.
- Used to indicate that a Product has been assembled and is awaiting Installation.
- Related to Order Built automatic communication.
- Must be changed manually to Completed : Installed afterwards.
Built : Awaiting Shipping
- Accessible through Sales / Built and Production / Shipping Queues.
- Used to indicate that a Product has been assembled and is awaiting shipping.
- Related to Order Built automatic communication.
- Must be changed manually to Completed : Shipped afterwards.
Built : Awaiting Delivery
Accessible through Sales / Built and Production / Delivery Queues.
- Used to indicate that a Product has been assembled and is awaiting delivery.
- Related to Order Built automatic communication.
- Must be changed manually to Completed : Delivered afterwards.
Completed
The Completed Status is used when the Customer has received the Product but payment is still outstanding. Once all Products within an Order are marked as Completed, the Order itself moves into the Completed Status. This action can trigger automatic communications such as Order Completed, Payment Due, and Monthly Statements.
Completed : Picked Up
- Used to indicate that a Product has been picked up, but not yet paid for.
- Related to Order Completed automatic communication.
- Related to Monthly Statements automatic communication.
- Causes Action Required alert in the Customer Portal.
- 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 indicate that a Product has been installed, but not yet paid for.
- Related to Order Completed automatic communication.
- Related to Monthly Statements automatic communication.
- Causes Action Required alert in the Customer Portal.
- 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 indicate that a Product has been shipped, but not yet paid for.
- Related to Order Completed automatic communication.
- Related to Monthly Statements automatic communication.
- Causes Action Required alert in the Customer Portal.
- 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 indicate that a Product has been delivered, but not yet paid for.
- Related to Order Completed automatic communication.
- Related to Monthly Statements automatic communication.
- Causes Action Required alert in the Customer Portal.
- 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
Accessible through Sales / On Account Queue.
- This is an Order Status, not a Product Status.
- Automatically applied to Completed Orders when the Customer has payment terms that are still active.
- 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
Accessible through Sales / Past Due Queue.
- This is an Order Status, not a Product Status.
- Automatically applied to Completed Orders for cash Customers or for credit Customers whose payment terms and grace period have expired.
- 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.
- Requires a specific filter to be set to show up on Order searches.
- Once all Products from an Order reach this Status, the entire Order is converted to Voided.