Workflow Automations & Rules Engine

Workflow Automations in Print Life Software eliminates repetitive manual administration by autonomously routing jobs across your Kanban pipeline, sending customer update emails, and notifying shop staff when predefined shop milestones occur.

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1. Feature Scope & UI Navigation

How to Access the Automation Command Center

Automations are managed directly from your shop's main production board:

• Location: Navigate to Dashboard (/dashboard) in the left navigation sidebar.
• Header Button: Look at the top-right header action bar (between Shop Workflow Guide and Manage Dashboards).
• Button Name: Automations (Outline button with a Lightning icon).
  • Empty State Neon Highlight: When no automation rules are configured in your shop, the Automations button illuminates with an animated neon border to encourage workflow setup.
• Mobile / Tablet: On mobile devices, the Automations button is located in the bottom action bar.
• Trigger: Clicking Automations opens the fullscreen Automation Command Center modal.

[!NOTE] Managed from the Dashboard: Automations are configured directly from the Dashboard (/dashboard) header, not from /settings. This ensures your automation triggers remain immediately accessible while reviewing live production pipelines.

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2. Capabilities & Operational Boundaries

                             ┌───────────────────────────────────┐
                             │    Automation Command Center      │
                             └─────────────────┬─────────────────┘
                                               │
         ┌─────────────────────────────────────┼─────────────────────────────────────┐
         │                                     │                                     │
         ▼                                     ▼                                     ▼
┌───────────────────┐               ┌────────────────────┐               ┌────────────────────┐
│ Stage 1–5 Events  │               │ Custom 1-Click SOP │               │ Multi-Action Exec  │
│ (System & Client) │               │ Workflow Buttons   │               │ (Simultaneous)     │
├───────────────────┤               ├────────────────────┤               ├────────────────────┤
│ • Quotes & Est.   │               │ • Header Shortcuts │               │ 1. Then Move Job   │
│ • Proof Approvals │               │ • Source-Status    │               │ 2. And Send Email  │
│ • Payments        │               │   Gated Visibility │               │ 3. And Notify Shop │
│ • PO & Production │               │ • e.g. "Send to    │               │ 4. Audit Log Entry │
│ • Store Batches   │               │   Screen Room"     │               │    (Auto-Saved)    │
└───────────────────┘               └────────────────────┘               └────────────────────┘

Supported Capabilities

• 5 Structured Lifecycle Stages: Rules are organized into five stage sections matching your shop workflow:
  • Stage 1: Quotes & Estimates (Triggers for quote creation, customer delivery, approvals, and declines)
  • Stage 2: Artwork & Proof Approvals (Triggers for proof delivery, customer revision requests, and art sign-offs)
  • Stage 3: Invoicing & Payments (Triggers when initial deposits or subsequent invoice payments are recorded)
  • Stage 4: Purchasing, Inventory & Production (Triggers for blank garment procurement, check-in, and final order completion)
  • Stage 5: Stores & Web Submissions (Triggers from online Design Lab inquiries, retail Merch Store production batches, and gang sheets)
• Simultaneous Multi-Action Execution: A single trigger event can execute up to three coordinated actions at once:
  1. THEN MOVE JOB TO: Moves the job card into a specific Kanban column or sub-status.
  2. AND SEND EMAIL: Dispatches a personalized, branded email template to the client.
  3. AND NOTIFY SHOP: Sends an internal alert email template to your shop's contact email address.
• Custom Workflow Buttons: Create custom 1-click action buttons that appear in the Quote Builder header exclusively when a job is in a designated status (e.g., "Send to Screen Room" or "Order Blanks").
• Instant Auto-Save: Toggling Rule Active or selecting a target status or email template saves automatically in the background.
• Permanent Activity Audit Trail: Every automated card move and email dispatch is timestamped and recorded in the job's vertical activity log (/quotes-invoices/[id]).
• Bidirectional Trigger Support: Automations respond to both internal staff actions (sending a quote, checking in blanks, batching store orders) and external customer actions (digital quote signatures, proof change requests, online card payments).

Operational Boundaries

• Connected Email Required: Automated customer and shop notification emails require an active email integration (Gmail, Outlook, or Custom SMTP) configured under Settings $\rightarrow$ Connections.
• Merch Store Orders Fire When Batched (Store Production Batch Created): Individual customer checkouts on an online Merch Store (/stores) collect inside the store's Orders / Fulfillment tab first so hundreds of individual retail checkouts do not flood your Kanban board with separate single-item cards. When your team batches/aggregates those store orders into a production run, the Store Production Batch Created trigger under Stage 5: Stores & Web Submissions fires automatically to move that master batch job into your chosen column or status.
• Draft Mockup Uploads Do Not Auto-Email: Uploading artwork or mockup images to a quote does not prematurely email the client. Proof emails are dispatched when staff triggers proof delivery or clicks a dedicated workflow button.
• Terminal Status Protections: Completed and declined jobs are protected from accidental automated status regressions.

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3. Complete Trigger Inventory (Stages 1–5)

Print Life Software provides 18 dedicated event triggers across 5 operational stages (plus unlimited Custom Workflow Buttons):

Stage & Section Title	Exact Trigger Label	Trigger Actor	Condition & Description
Stage 1: Quotes & Estimates	New Quote Created	Shop Staff Action	When a draft quote is saved for the first time by shop staff.
Stage 1: Quotes & Estimates	Quote Emailed to Customer	Shop Staff Action	When quote details are emailed to the customer for review.
Stage 1: Quotes & Estimates	Quote Re-emailed to Customer	Shop Staff Action	When updated quote details are emailed again to the customer.
Stage 1: Quotes & Estimates	Quote Approved by Customer	Customer Action	When the customer clicks "Approve Quote" on the public quote page.
Stage 1: Quotes & Estimates	Quote Declined by Customer	Customer Action	When the customer clicks "Decline Quote" on the public quote page.
Stage 2: Artwork & Proof Approvals	Proofs Emailed to Customer	Shop Staff Action	When mockup proofs are emailed to the customer for approval.
Stage 2: Artwork & Proof Approvals	Revised Proofs Re-emailed	Shop Staff Action	When updated proofs are emailed again to the customer after revisions.
Stage 2: Artwork & Proof Approvals	Revisions Requested by Customer	Customer Action	When the customer requests art changes with notes on the proof page.
Stage 2: Artwork & Proof Approvals	All Proofs Approved (Awaiting Payment)	Customer Action	When the customer approves all proofs before a payment or deposit has been recorded.
Stage 2: Artwork & Proof Approvals	All Proofs Approved (Payment Received)	Customer Action	When all proofs are approved and an order payment or deposit is already recorded.
Stage 3: Invoicing & Payments	First Payment / Deposit Recorded	System Event	When the initial deposit or first payment is recorded.
Stage 3: Invoicing & Payments	Subsequent Payment Recorded	System Event	When subsequent payments or final balance payments are recorded.
Stage 4: Purchasing, Inventory & Production	100% Garments Ordered / Sourced	System Event	Fires automatically once all garment needs are linked to a Purchase Order or pulled from Shop Inventory.
Stage 4: Purchasing, Inventory & Production	100% Garments Checked In	System Event	Fires automatically once all garments are marked as Received via PO or Sourced from Inventory.
Stage 4: Purchasing, Inventory & Production	Order Marked Complete	Shop Staff Action	When a job is completed and moved to the Complete status.
Stage 5: Stores & Web Submissions	Online Design Lab Submission	Customer Action	When a customer submits a new custom project inquiry from the online Design Lab.
Stage 5: Stores & Web Submissions	Store Production Batch Created	Shop Staff Action	When pending retail store orders are aggregated into a master shop production batch.
Stage 5: Stores & Web Submissions	Gang Sheet Sent to Production	Shop Staff Action	When a gang sheet order is approved and sent to production.
Custom Actions	Custom Workflow Buttons	Shop Staff Action	Fires when staff clicks a custom 1-click SOP button in the Quote Builder header.

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4. Shop Operating Models: Choosing Your Flow

Print shops typically operate under one of two core sales models. The Automation Command Center supports both seamlessly:

Model A: "Deposit / Estimate First" (Financial Protection Model)

• Philosophy: Protect graphic designer hours by requiring price sign-off and a financial deposit before artwork mockups are created.
• Recommended Automation Setup:
  1. Stage 1 (Quotes & Estimates): Set Quote Approved by Customer to move jobs to "Deposit Pending".
  2. In Settings $\rightarrow$ Features, enable Auto-Convert to Invoice on Approval.
  3. Stage 3 (Invoicing & Payments): Set First Payment / Deposit Recorded to move jobs to "Art In Progress / Needs Proofs".
  4. Stage 2 (Artwork & Proof Approvals): Set Proofs Emailed to Customer to move jobs to "Proofs Sent".
  5. Stage 2 (Artwork & Proof Approvals): Set All Proofs Approved (Payment Received) to move jobs directly to "Needs Blanks / Purchasing".

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Model B: "Proofs Upfront" (Visual Closer Model)

• Philosophy: Win deals quickly by delivering impressive visual mockups alongside the initial quote.
• Recommended Automation Setup:
  1. Staff creates the quote, adds garments, and attaches mockup artwork upfront.
  2. Stage 2 (Artwork & Proof Approvals): Set Proofs Emailed to Customer to move jobs to "Proofs Sent".
  3. Customer approves proofs on the portal and pays their deposit online.
  4. Stage 2 (Artwork & Proof Approvals): Set All Proofs Approved (Payment Received) to advance the order directly into Stage 4 (Purchasing, Inventory & Production).

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5. Step-by-Step SOP Workflows

Workflow 1: Creating an Automated Status & Email Rule

1. Navigate to Dashboard (/dashboard) $\rightarrow$ click the Automations button in the top-right header action bar.
2. Scroll to your target stage across Stages 1–5 (for example, First Payment / Deposit Recorded under Stage 3: Invoicing & Payments, or Store Production Batch Created under Stage 5: Stores & Web Submissions).
3. Toggle the rule switch on the right side of the card to Rule Active.
4. Configure your actions across the three columns that appear:
   • THEN MOVE JOB TO: Click Select target status and choose your destination Kanban column or sub-status.
   • AND SEND EMAIL: Click Select email template and pick a customer email template (or leave unset if you only want the card to move).
   • AND NOTIFY SHOP: Click Select notification template to send an internal alert to your shop contact email.
5. Your rule saves automatically. Click Exit Command Center at the bottom right to return to the Dashboard.

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Workflow 2: Creating a Custom 1-Click Workflow Button

1. Open the Automation Command Center by clicking Automations on /dashboard.
2. At the top of the modal under Custom Workflow Buttons, click + Add Button.
3. Configure the button card:
   • Button Label: Enter the button title (e.g., "Send to Screen Room" or "Order Blanks").
   • Show when status is:: Click Select Source... and pick the column or sub-status where this button should appear (e.g., Art Approved).
   • Then Move Job To:: Select the destination column or sub-status the job moves to when clicked.
   • And Send Email:: Select an optional customer email template to dispatch upon click.
   • And Notify Shop:: Select an optional internal shop notification template.
4. Ensure the switch says Rule Active, then click Exit Command Center.
5. When staff opens any quote currently in that source status, the custom button appears in the Quote Builder header action bar.

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6. Troubleshooting & Diagnostic Matrix

Symptom / Question	Root Cause	Exact Remediation Step
I cannot find where to configure automations	Looking in Settings instead of Dashboard.	Go to Dashboard (/dashboard) and click the Automations button in the top-right header action bar.
I don't see a trigger for "new web entries" or "e-commerce orders" under Stage 5	Merch Store orders are batched into production runs rather than creating individual Kanban cards per retail checkout.	Scroll to Stage 5: Stores & Web Submissions and enable Store Production Batch Created. When you batch/aggregate your store orders into a production run, it will automatically move the batch job to the column or status you set under THEN MOVE JOB TO.
Job moves columns but no customer email is sent	Trigger rule has "No Template Set" selected.	Open Dashboard $\rightarrow$ Automations, locate the active trigger rule, click Select email template under AND SEND EMAIL, and choose a valid template.
Automated emails fail to send completely	Email account is not connected.	Go to Settings $\rightarrow$ Connections and verify that Gmail, Outlook, or Custom SMTP has a green Connected badge.
Custom workflow button is missing from quote header	Quote is not in the required source status.	Check the button's Show when status is: setting in the Automation Command Center and verify the quote's current column/status.
Uploading a mockup did not email the client	Mockup uploading is an internal drafting action.	To email proofs, click More Actions $\rightarrow$ Send Email on the quote (selecting your proof template) or click a configured custom workflow button.
Customer approved proof but job did not move to Purchasing	Customer has not paid required deposit.	Check if the job triggered All Proofs Approved (Awaiting Payment) instead of All Proofs Approved (Payment Received). Once payment is recorded, the job advances.

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7. Frequently Asked Questions & Action Prompts

Where do I configure shop automations?

1. Click Dashboard (/dashboard) in the left navigation sidebar.
2. In the top-right header action bar (between Shop Workflow Guide and Manage Dashboards), click the Automations button.
3. The Automation Command Center modal opens, allowing you to configure all 18 triggers across Stages 1–5 and Custom Workflow Buttons!

[Show me the Dashboard](chat:Show me the Dashboard) • [What triggers are available in automations?](chat:What triggers can I set up in automations?)

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How do I automate orders from my online Merch Store / storefront?

1. Individual customer checkouts on a Merch Store (/stores) collect inside the store's Orders / Fulfillment tab first so individual shirt orders don't clutter your main Kanban board.
2. Open Dashboard (/dashboard) $\rightarrow$ click Automations in the top-right header.
3. Scroll down to Stage 5: Stores & Web Submissions and locate Store Production Batch Created.
4. Toggle the switch to Rule Active, then click Select target status under THEN MOVE JOB TO to pick the column or status where batched store jobs should land.
5. Whenever you batch orders from your store into a production run, the job automatically moves to that column or status!

[How do I batch orders in a Merch Store?](chat:How do I create a production batch from my Merch Store orders?) • [What other triggers are in Stage 5?](chat:What triggers are in Stage 5 of Automations?)

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How do I make jobs move columns automatically when a deposit is paid?

1. Open Dashboard $\rightarrow$ click Automations in the header.
2. Scroll to Stage 3: Invoicing & Payments.
3. On the First Payment / Deposit Recorded card, toggle the switch to Rule Active.
4. Under THEN MOVE JOB TO, click Select target status and choose your destination column (e.g., Art In Progress or Needs Blanks).
5. (Optional) Under AND SEND EMAIL, select a payment confirmation email template.
6. Your changes auto-save immediately — click Exit Command Center when finished.

[How do I create custom workflow buttons?](chat:How do I create custom workflow buttons in the quote header?)

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How do custom 1-click workflow buttons work?

Custom Workflow Buttons let you add fast 1-click action buttons (e.g., "Send to Screen Room", "Order Blanks") to the Quote Builder header:

1. Open Dashboard $\rightarrow$ Automations.
2. At the top of the modal under Custom Workflow Buttons, click + Add Button.
3. Enter a Button Label and choose Show when status is: (e.g., only when a job is in Art Approved).
4. Under Then Move Job To:, select the target status the job should move to when an operator clicks the button.
5. Toggle Rule Active on and click Exit Command Center. When staff works on quotes in that status, the button appears right at the top of their screen!

[Show me the Dashboard](chat:Show me the Dashboard)