The Order View is a central command station for managing orders. The page provides order administrators with a single access point for every order in the system. Designed to enhance productivity and streamline order management operations, the Order View enables administrators to create personalized views to suit every workflow. Sophisticated search, sort, and filtering capabilities help administrators zero in on just the orders they need to process and perform bulk order management tasks in a single operation.
The Order View was completely redesigned for v. 11.0 and provides order administrators with:
● a single access point for every order in the system
● powerful search, sort, and filtering tools to zero in on a subset of orders for targeted users and uses
● tools to save those sort and filter settings for later use and create as many custom filters and personalized views as needed for various order workflows
● bulk processing tools to perform common tasks on all selected orders at once
● in-line editing tools to adjust due date and order status and add order comments
Order administrators can
● update order due dates
● change order status
● mark an order as shipped or complete
● re-submit an order to an MIS
● access the Quote Editor to adjust pricing for an order or send the new quote to the customer for approval
Note: To view a customer's order history, see Customer Order History.
1. To open the Operator View, go to Administration > Operator View.
2. The Operator View opens to your system's default print shop. To change the target print shop, click the print shop link and select the print shop from the list.
● The image below shows the Order View (completely redesigned for v. 11.0) with call-outs describing various elements.
Introduction
to the Order ViewThe table below is a guide to the data columns and filtering
options for jobs shown in the Order View orders table.
|
|
Column or Control |
Description |
|
Refreshes and updates all data shown on the page. |
|
Toggle between the Operator View (Line Item View) and the Order View. |
KPI Display Bar |
The KPI display bar lets you toggle quickly between seeing all orders and orders only in the selected KPI (key performance indicator) statuses. |
Notes on Filtering the Data in the Jobs Table Using Data Columns Adding Filters ● For fixed category data columns such as Product Type and Order Status, you can filter on any of the available options: ● Click the down arrow. ● Select one or more check boxes. ● For data columns with user-defined values such as Job Name, Product Name, Buyer Special Instructions, and Document, you can filter using partial or complete matches using like search terms entered directly in the field. ● Numerical value data columns (e.g., ID, Order Qty, Total Pages, etc.) can be filtered using operators. Any column with a filter can take value operators:
● For example, >450 will show all Product ID values greater than 450.
● Alphabetical value data columns (e.g., Job Name, Product Name, Document, etc.) can be filtered with like searches and will automatically begin filtering with every entered character. For example, a search for fold will return all order names that include the characters fold (i.e., fold, folders, folding, foldy, etc.). Removing Filters ● To
remove the filter from a single data column, click the
blue x: ● To
remove all filters from all data columns, click the un-filter
icon: |
|
Data Column |
Description & Filtering Information |
|
The lock indicates that the job is in one of the following statuses: ● Completed ● Canceled ● Deleted |
|
● The green light indicates
that the MIS Communication
completed without any issues or that the shipment can
be processed by selecting Process
Shipment
option from the quick access menu ● The red light Indicates a problem with MIS communication or a problem with processing shipment information (for sites with the licensed ShipExpress module). Hovering over the icon will provide error information. |
|
Item selection box. Selecting the box in column header selects all records on the current page of the table. Selecting the box on a row selects that record or line item.
|
|
Opens the quick access menu that lets you perform the following order management tasks for each order in the orders table: ● Complete ● Order History ● Process Shipment (or Open Shipment to view details of a shipment that has already been processed) ● Open Shipment |
Order # |
Order number. To
filter on this attribute: In the column header
field, enter a number or range of numbers. Click
|
Order Date |
Date the order was placed. To filter on this attribute: In the column header field, use the calendar tool to limit results to a specific date or enter two dates to define a specified date range between the first and last dates. |
Due
Date |
Date the order is due. To filter on this attribute: In the column header field, use the calendar tool to limit results to a specific date or enter two dates to define a specified date range between the first and last dates. Note: You can edit this attribute for each line item by clicking the pencil icon in the field and selecting a date from the calendar tool.
|
Delivery Method |
Delivery method for the order. To filter on this attribute: In the column header field, select an option from the pull-down list. |
Company |
Company associated with the order. To filter on this attribute: In the column header field, select an option from the pull-down list. |
Order
Status |
Status of the order. To filter on this attribute: In the column header field, select an option from the pull-down list. Note: You can edit this attribute for each line item by clicking the pencil icon and selecting an option from the pull-down list.
|
Order Value |
Value of the order. Click on the amount to open the Quote Editor and adjust pricing as needed. For more information on the Quote Editor, see Adjusting Prices with Quote Editor. To filter on this attribute:
In the column header field, enter a number or range of
numbers. Click |
Item(s) |
Number of items in the order. To filter on this attribute:
In the column header field, enter a number or range of
numbers. Click |
Comments |
Comments on the order. To filter on this attribute: In the column header field, enter a term or sequence of letters. Note: You can add or edit any comment for each line item by clicking the pencil icon and typing the comments in the text entry box.
|
Price Sheet |
Price sheet associated with the order. To filter on this attribute: In the column header field, select an option from the pull-down list. |
Ordered By |
User who placed the order. To filter on this attribute: In the column header field, select an option from the pull-down list. |
To search data
You can search for data using the filter search capabilities in the heading row of any column.
● Numerical value data columns (e.g., ID, Order Qty, Total Pages, etc.) can be searched / filtered using operators. Any column with a filter can take value operators:
● For example, >450 will show all Order # values greater than 500.
● Alphabetical value data columns (e.g., Job Name, Product Name, Document, etc.) can be searched with like searches and will automatically begin filtering with every entered character. For example, a search for fold will return all product names that include the characters fold (i.e., fold, folders, folding, foldy, etc.).
Note: You can type any character and press Enter to filter the data without having to select an option from the drop-down list.
To sort data
You can select a sort order for data in each column. The sort options will vary based on the type of data in the column, but the sort order control will be in the top right-hand corner of each column header. Each data column can be sorted either in ascending or descending order.
● For alphabetical data columns, the sort control will reverse the sort order (from A-Z and from Z-A).
● For numerical data columns such as ID, Size, Available Quantity, the sort control will reverse the sort order (from 0-largest number and from largest number-0).
● For fixed category data columns such as Product Type and Order Status, the sort control will reverse the sort order (from Lowest-Highest and from Highest-Lowest; and Yes-No and No-Yes).
Note:
To remove a filter from a column, click the x in the column
header field: 
Use
data filters to show only a subset of products
The system's filtering feature enables sophisticated filtering operations to drill down and isolate only those items that are relevant for a particular user or use. You can use the built-in global filters and create custom filters tailored to your job management workflow(s).
Note: You can also perform bulk operations on filtered items; see Bulk Operations in this help topic.
The system ships with built-in global filters that narrow the records in the jobs table. The filters include:
● On Time
● Warning
● Late
To filter data using a built-in filter
1. Go to Administration > Operator View.
2. Open the Choose Filter pull-down list.
3. Select a global filter to narrow the selection of products shown in the products table:
● On Time
● Warning
● Late
Note:
The jobs table will display on those jobs with the
filtered criteria.
You can filter on the data columns as needed to further narrow
your focus.
You can create as many custom filters as you need to suite your job management workflows and access them from the filters list as needed.
Note: Custom filters are created at the user level. Thus, the filters you create will be available only to you when you are logged in with your user credentials.
A sample use case: Let's say your jobs table routinely contains 12,000 products. On a regular basis, you need to manage only orders that are late, and your first task on Monday morning is to monitor orders with the Delivery Method Customer Pickup that are in the Late status. You could configure the filters manually every Monday morning and every other time you need to perform the tasks in this workflow, but the better option is to create a custom filter that you can access as needed. In this case, you could select the built-in Late filter to show only products with a Late status in the orders table and then filter the Delivery Method data column for the Customer Pickup type that you want to manage.
1. Go to Administration > Order View.
2. Open the Choose Filter pull-down list.
3. Select the global filter (in our use-case Late).
4. Filter on the data columns as needed to further narrow your focus (in our use-case the Delivery Method Customer Pickup).
5. When you have applied all filters needed to limit the data, save the filter with a descriptive name:
● Go to the global filters area and open the filter menu.
● Select Save Filter As.
Note: If you make changes to any existing filter, click Save Filter to update the filter and save your changes.
● In the Save Filter Option window, specify a Filter Name.
● Click Save.
Note:
The new filter will be listed in the Choose Filter
pull-down list in the custom filter section (below the dashed
line).
To limit the filters shown in the Choose Filter pull-down list
1. Open the save and manage filters pull-down menu and select Manage Filters.
2. Deselect
all filters you want to exclude from the Choose Filter list
using the eye icon 
.
Note:
You can include 
or exclude
any filter in the
list as often as needed.
3. Click Close.
To delete a custom filter
1. Open the save and manage filters pull-down menu and select Manage Filters.
2. Click
the trash can icon
to remove a custom filter.
Note: You cannot delete a built-in filter.
3. In the Confirm window, click Yes.
4. Click Close.
To clear all selected filters
● Go to the Views section and click the un-filter icon.
Note: All records and data columns will be shown in the jobs table.
Create
a personalized view to suit your workflow needs and preferences
You can customize the Order View with your preferences for what order data is shown and how that data is sorted, filtered, and arranged. You can create any number of personalized views, such as a different view for each workflow. For example, an operator who manages only orders for a specific Company or with a specific Delivery Method shipping workflow can define a custom view filtered for the Company and Delivery Method and then make the personalized view the default for his or her login (i.e., the view in effect whenever s/he logs in to the Order View). Any other view will be accessible via single click from the view pull-down list (and the system default view is always available in the list to show all data in the orders table).
The objective is to ensure that order data is presented in a way that best suits each order administrator's workflow.
Example: You are the designated administrator for all orders in your system in a particular customer company.
The problem: You don't want to have to set the page up with your preferences every time you start a workflow.
The solution: Set up the Order View so that only your customer company's orders are shown in the orders table. You can further filter those special interest order records, rearrange the order of the data columns, and specify the sort order of data in each column. In Customize List window, deselect any irrelevant data columns and then save the view with a descriptive name. Then toggle between / among views as needed (you can always summon the default view, which displays all data columns).
To create a personalized view
1. From the Administration home page, click Order View.
2. To exclude any data columns you do not need to see in the view for this workflow:
● Go
to the views area 
and click 
.
● In the Customize List window, which lists all available data columns:
● 
Deselect
(uncheck) the columns to exclude from the jobs table.
● 
Use
the top, up, down, and bottom buttons to move the selected
column left or right in the table.
Note: The higher the column is in the list, the farther left it will be in the products table: higher = left, lower = right.
● 
In
the KPI Display section, select the job statuses to tally
on the Order View. The image below shows all statuses tallied
(the number of jobs in the selected filter in each of the
5 status conditions).
You can open any of the status tabs to show only jobs in that status condition.
Note: Click the All button to show all jobs in the selected filter(s).
● 
In
the Orders section, specify the colors to use to indicate
that an order is On Time,
Warning (about to enter the Late status), and Late.
● You can either type the HEX color value in the text entry box or click the current-color box to open the color picker tool and use slider and mouse-drag to pinpoint the desired color.
● For the Warning Color, enter a value (in hours before the due date/time) when the job will enter the Warning period.
Example: If a job is due May 7 at 12:00 p.m., the status will switch to Warning on May 6 at 12:00 p.m.
● 
Click
Apply.
3. Next, choose the filter settings you want to include in the view.
● Select a built-in or custom global filter if an existing filter suits this view.
Note: For information on creating a custom global filter, see To create a custom global filter in this help topic
● Open the Choose Filter list and select the sort filter (either built-in or custom).
● If none of the existing filters suits this view, you can filter the data that you want included in the custom view.
● Go to the header of the column whose data you want to filter.
● Click in the text entry field or pull-down list and select an option(s).
● Filter any additional columns as needed and set the sort order of any data columns.
Note
on Searching and Sorting Data
The search and sort options will vary for the different data
types, but the sort reverse control will be in the top right-hand
corner of the column header.
For more information on searching and sorting data, see Search
and sort data below.
Note:
To remove a filter from a column, click the x in the column
header field:
4. Rearrange the columns in the jobs table as needed.
● Simply drag a column and drop it in a new location as shown in the clip below.
5. Resize the width of any of the columns as needed.
6. From
any view, you can click the un-filter icon
to show all records and data columns in the table.
7. Save your view with a descriptive name.
● Click
in
the View area and select Save
View As.
● In the Name The View window View Name field, specify a descriptive name for the view (e.g., PrintProd).
● Click Save.
Note:
Your new View is in the list.
Note: The built-in
system views are above the dashed line, and your personalized
views are listed below the dashed line.
To make a view the default view
Note: The default view you save will be applied automatically every time you log in (i.e., it is user-level).
1. Open the Manage Views page.
2. On
the Manage Views page, click a view's white star
to make it the default
view. The current default view is marked with a black star
.
Note:
Use the eye icon to show or hide
any view in the View pull-down list. Use the trash can icon
to delete any personalized view you created. Note that you
cannot delete the built-in system views (Orders View Default
and MDSF Administration).
3. Click Close.
Get
order history, mark jobs complete, and process shipments via the
Quick Access Menu
Quick Access Menu 
The quick access menu lets you perform the following order management tasks for each order in the orders table:
● Complete
● Order History
● Process Shipment
● Open Shipment
To open the quick access menu
1. Go to Administration > Order View.
2. In
the Order View, locate the target order in the orders table
and click the vertical ellipsis icon
to open the menu.
3. Select an option.
● Complete: Select this option to change the job's status “Completed.”
● Order History: Opens the Order History, which shows the entire life cycle of the order from when the order was placed and any order status changes, in a separate browser window.
Note: For more information on customer order history, see the help topic Customer Order History.
● Process Shipment / Open Shipment: These options are for sites integrated with the optional licensed shipping module EFI ShipExpress and opens the ShipExpress application.
Perform
order management tasks (individually and in bulk)
You can perform the following order management tasks on any number of orders (from 1 to all).
● Update Due Date: Change the due date for the selected order(s).
● Change Status: Change the status of the selected order(s).
● Mark as Ship: Mark the selected job(s) to Shipped.
● Complete: Change the status of the selected order(s) to Complete.
● Re-Submit to MIS: Sends the selected order(s) to the specified MIS.
Manage orders
1. On the Order View, choose your print shop from the print shop pull-down list.
2. Select the order or orders.
● To
select one or more orders, check the line item order selection
box(es) 
.
v
● To select all orders in a global filter, select the filter from the Choose Filter pull-down list.
● Then select the Select all filtered records option.
Note:
Selecting
all matching records selects all records, even those beyond
the current page. Always confirm the number of records you
intend to update by verifying the total records count shown
in the UI.
The maximum number of records supported in bulk operations
for Order View and Operator view is 250 (contact EFI customer
support if you wish to have this number increased). The Select
all filtered records option will be disabled if the number
of records exceeds the configured value.
● To
select all products in the jobs table (either with filters
or un-filtered 
), select the job selection
box in the table header row.
3. After you select the job(s), the job management task bar will open.
Note: The system will indicate the number of selected jobs on which you will perform the job management tasks.
4. Perform the desired task(s).
● Update Due Date:
● Specify an updated due date and time for the order.
● Click Update.
● Change Status:
● Select a status from the pull-down list.
● Mark as Ship:
● Create a shipping ticket for the order.
Note: For detailed information on shipment order tracking, see the topic Shipment Tracking.
● Click Save.
● Complete:
● Change the status of the order to "Completed."
● Click Done.
● Re-Submit to MIS:
● Click to re-submit the order to the MIS.
5. When you are finished, click the clear icon to close the job management task bar.
Edit
single job line items with in-line editing due date, order status,
and comments
In-line editing enables you to edit certain order line item variables without leaving the Order View. In-line editing is available for the following order attributes:
● Due Date
● Order Status
● Comments
1. Locate the order line item you want to edit in the jobs table.
2. Go
the column with the attribute you want to edit and click the
edit icon 
.
3. Make desired changes to the attribute:
● Due Date: Revise the due date and time using the calendar tool.
● Order Status: Select a new order status from the pull-down list.
● Comments: Type any comments on the order in the text entry field.
Shipment
TrackingTo set online tracking for shipped orders
You can enter shipment tracking numbers that can be used to send tracking information for a shipment to an order recipient. You can enter multiple tracking numbers per shipment in cases where multiple packages are being shipped with separate tracking numbers assigned.
If your
site is connected to an MIS:
The MIS can send the tracking number(s) with the OrderStatusUpdate
message.
1. After the order has been completed and shipped, login to the carrier‘s web site and key in the tracking number.
● Select and copy the URL for the order page to your Windows clipboard.
2. Go to Administration > Order View.
3. In the Order View, select the job to track (1) and then click Mark as Ship (2).
4. In the Mark as Ship window:
● In the Message field, enter a note informing the buyer of any shipping status change or update.
Note: This note will be communicated to buyers on the Order Confirmation page that buyers can access from their Order History page and in an email notification if you select the Alert Purchaser via email option.
● In the Tracking field, type or paste the carrier-provided tracking number for the shipment.
5. Check the box Alert Purchaser via E-mail to send an email notification to the buyer with the shipment tracking number.
Note: The email the buyer receives is titled "Print Order Tracking Notification." The template associated with this notification has a system variable named [ShippingStatus] that will transmit the information entered in the Update Shipping Status field.
6. Click Save.
● Configure Order View
v
for a list of
search operators you can use.