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The lifecycle of an order in Pod Ops

Last updated on Invalid Date

Below is a general example of an order inside PodOps. Note that PodOps can be customized to your business needs, meaning some of the steps and user roles below may not be relevant to your situation.

Additionally, sometimes orders require back-and-forth with customers, artists and other team members. The below is an example of an order that did not require and back-and-forth.

Lifecycle of an Order in PodOps

Date: March 3, 2022

Author: Adam Reed

Source: Tango


1. Order is assigned to an Image Processor

Image Processor users see only thumbnails of attachments assigned to them. They can either approve or reject the attachment based on their own judgement and protocols.

2. Image Processor Selects and Approves the Order/Image

3. The Order is sent to the next available Artist

Orders are sent to artists who have space in their workload. When artists log in, they see all orders assigned to them, as shown below. Orders are separated in to tabs: New Work, Rejected by Customer, Rejected by Art Manager.

4. Artist can View the Order Details

5. Artist Clicks the Image Link to Download the Attachment

6. Artist Clicks Upload Artwork

Artistst can also batch upload if they wish.

7. Artist Attaches the Finished Artfile

Note that the File name must match the file name properties of the photo originally attached to the product/order. This is how PodOps knows which order and product an upload is related to.

For example:

PodOps would accept an artwork file whose file name is '1023 - Yellow Portrait - 1, LivingRoom,Full - Uploaded Images', as its properties match the file name of the photo that artwork is based on.

But PodOps would not accept an artwork file with the file name '1023 artwork', because it does not match the file name of the photo it was based on.

8. Artist Clicks Update

9. Order Is Updated and Sent to Next Phase

The green banner message shows a successful upload. A red banner indicates an error that needs to be addressed.

When an order has been fully updated, it is automatically moved to the next step in your order production workflow, based on your order flow settings. The next step will be either Artfile Quality Control, Customer Approval, or sent to Fulfilment Queue ready for printing.

10. Artfile Quality Controller Logs In and Reviews the Artwork

The artfile quality controller approves the artwork if they are happy with it. Once approved, it is moved to the next step - either Customer Approval or Fulfilment Queue.

11. The customer receives an email notification to tell them their design is ready to review.

You can customize the content and the timing of all automatic emails in your Email Templates area.

12. The Customer Logs in and Reviews the Artwork

The customer opens their email and follows a link to their customer dashboard, where they will see their artwork.

13. If the customer is happy, they approve the artfile

14. The customer dashboard is updated

15. The Order is Automatically Moved from Customer Approval to Fulfilment Queue

The order is automatically assigned to a Fulfiller User inside PodOps

16. Fulfiller Downloads Artfile and Sends to Printer!

The Fulfiller can see all order shipping details, and can download the finished artfile from the link outlined in the image below. The fulfiller then send this to your print on demand partner!


This workflow was created with Tango.

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