Role-Based Order Reviews

This review & approval method allows for assigning an individual user as the reviewer of orders placed by a specific group of individuals. Rules can be set to require reviews for all orders placed by an individual or by specific order criteria, for instance when an order exceeds a specified total cost.
 
The review process will:

• Send an email notification when the order is placed to the users assigned the role to review the order.
• Allow the assigned approver to reject the order or specific products of the order.
• Allow any assigned approver the ability to make edits to a customized product and update the order with those changes.
• Send the order confirmation email to the buyer once the order has completed the review process.
• Not allow changes to the quantity of items ordered.

Order Process Flow

1. Buyer completes the check-out process.
2. A purchase order is created with a status of ‘Approval Required’; an order is not created until the review process is completed.
3. Assigned reviewer of the buyer receives an email notification alerting them they have an order to review.
4. Reviewer logs into Brand Portal to take action on the order.
5. Once reviewed and approved, the purchase order status becomes ‘Approved’ and the order is created.
6. Order confirmation email is sent to the buyer.

Reviewing an Order

After an assigned Reviewer receives the email notification of an new order that requires a review

1. Log into the brand portal and navigate to My Account > My Purchase Orders > Requires My Approval tab. All orders that that require an approval will be displayed.
2. To the right of the order select the View button to open the details view of the order.
3. If the order contains customized products, a Preview Proof link and Edit Document link will be available to review the content of the ordered product.
   1. Select the Preview Proof link to review a watermarked PDF of the ordered product.
   2. If changes are needed, and the Reviewer wants to make the changes, select the Edit Document link to open the template in Media Builder. Make edits and select Save and Return button. This will save the changes back to the order. A new watermarked PDF can be reviewed to confirm he changes by selecting the Preview Proof link.
4. For each product of the order, select either Approve or Reject from the dropdown on the right side of the details.
   1. If you select Reject, a pop-up window will appear allowing you to input the reason for the rejection. This text will be included in the email sent to the buyer.
5. Once all products are reviewed, select the Submit Review button.
   1. If any part of the order was Approved, the buyer will receive the order confirmation email.
   2. If Reject was selected for any product of the order, the buyer will receive an email notifying them.
6. Approved orders, partial or full, are moved forward to our production team for completion.

Locate the purchase order and view the details for review

Take action on each product of the order (Approve or Reject) and Submit Review when ready

Email Notification Content

Order notification email sent to Reviewer(s) will include information about the outstanding review as shown here. The subject of the email will state <site name> order <purchase order #> contains items that require your approval.

Order notification email sent to Buyer will include information about the outstanding approval as shown here