Ordered Product Review & Approval

This method allows for assigning a review per product by designated individuals. This is the more common method for order reviews allowing more flexibility in what gets reviewed, and ability for multi-layered reviews.

The review process will:

Send email notifications when the order is placed to the users assigned to the product as an approver and to the user who placed the order when the review is complete.
Allow the assigned Reviewer to reject the order of the item and provide comments.
Allow any assigned Reviewer the ability to make edits to a customized product and update the order with those changes.
Send a reminder email every two days for incomplete reviews to the Reviewers and Buyer.
Not allow changes to the quantity of items ordered.

Reviewer Assignment Options

Any Brand Portal user account can be assigned as Reviewer of a product. Review of a product can be performed by one or more users. Reviewers can be assigned in layers and multiple users can be assigned per layer. There is no limit to the number of users that can be assigned as a reviewer at each layer or the number of layers.

When using layers of reviewers, the review flows thru each layer until all required users of the layers have completed the review. If a product is rejected in one of the layers, subsequent layers are ignored.

Reviewer Assignment Options Per Layer

Single individual – one user has sole responsibility to review the product
Proxy – multiple users are assigned, any one of which can perform the review
Peer – multiple users are assigned, all of which must perform the review in no particular order

Review Layers and Scenarios

Any one layer can have the assignment options shown above. Each sequential layer review does not start until the previous layer review is complete. If a product is rejected any subsequent layers are ignored in the review flow. Email notifications for a review is sent at each layer once the previous layers review is complete.

The scenarios below show how the mix of reviewer assignment types can be applied to multiple layers. This does not show the full breadth to all scenarios but should provide some direction on how it can be used.

Scenario 1 - Single layer review with one approver

One user is assigned to approve a product when it is ordered. This is the most common scenario.

Scenario 2 - Single layer review with multiple approvers assigned

Two options, proxy review of peer review
Proxy review : user 1 OR user 2 (either user can perform the review)
Peer review : user 1 AND user 2 (both users must perform the review, users can review in any order)

Scenario 3 - Two layers of review

Layer 1 - Proxy Review : user 1 OR user 2 (either user can perform the review, whoever performs it first)
Layer 2 - Individual Review : user 3 (user does not review until one of the users of layer 1 has approved)

Scenario 4 - Three layers of review

Layer 1 - Individual Review : user 1 (one user reviews)
Layer 2 - Peer Review : user 2 AND user 3 (both users must perform the review, neither is required to do it prior or after the other user.)
Layer 3 - Proxy Review : user 4 OR user 5 OR user 6 (any one of the three users can perform the review, whoever performs it first)

Order Process Flow

Once a user places an order that includes products that require a review the process of the order is as follows.

Order is placed
Order confirmation email is sent to user that placed the order.
1. The email notes which products require a review and the accounts assigned the review.
Order goes to a status of ‘Pending Approval’
Assigned approvers of the first layer of the review process receive an email notification alerting them they have products to review.
1. The email includes who placed the order and the products that require a review.
For the Reviewers of the current review layer the section My Approvals appears under My Account of the Brand Portal
Reviewing user logs into Brand Portal, goes to My Approvals to review, correct, approve, reject and optionally comment on the product requiring their review.
Step 5 repeats for any additional required Approvers for each layer of the review.
Once all products are reviewed the order moves to the ‘Processing’ state and Suttle-Straus begins production or fulfillment of the products of the order.
1. If all products of the order were rejected, the order is Cancelled.
Email notification is sent to the user that placed the order that the reviews are complete, signifying that the order has moved forward or rejected & cancelled.

EMAIL NOTIFICATIONS

Order Notification to Buyer

Similar in format and content to the typical order confirmation emails with the addition of the approval flow for each product in the order that requires a review. This paragraph appears at the top of the order confirmation email.

Notification of a Pending Review to Assigned Reviewers

When a product of an order requires a review the individual assigned as the Reviewer receives an email notifying them of the pending review. Shown below the content of the email provides the buyer account email and the product(s) of the order that is waiting for review.

Review Completion Notification

Once all reviews are complete for an order the buyer will receive an email stating the order is moving into production/fulfillment. As shown below, this email contains a summary of the reviews including comments made if a product is rejected.

Overdue Reviews

An email will be sent to the buyer as well as the assigned Reviewer every two days while it is waiting to be reviewed.

Viewing the Review Information on Brand Portal

Buyer

Can see the review status by going to My Account > My Orders
The grid of orders contains a column titled Review Status displaying the review state. The orders Status column also reflects Pending Aproval while any reviews are pending.
Selecting View Order will open the order details page. The details page shows the review status as well as the individual reviewers assigned to the product.
- Hover over Approval Flow to view the assigned Reviewers.

My Orders review status information

Order details review status information.

Reviewer

Can see orders that require a review by navigating to My Account>My Approvals
- The My Approvals page link appears in the left side navigation menu when an accounts first review is received.
The grid of orders contains the column Review Status. Orders with a status of Review in Progress need to be acted upon. The orders Status column will state Pending Approval.

To Review:

Select the View link of the Action column of the order to start the review. A detailed view of the order will open. Each product the Reviewer is assigned to take action on will have a dropdown in the Approval column to the right of the product.
For customized products user can select to generate and view a proof by selecting the Preview Proof link. Static documents will not have a Preview Proof link.
If changes are needed and the reviewer wants to make the corrections, select the Edit Document link. Changes made while editing will be saved back to the order.
For each product of the order that requires review, make a selection in the dropdown of the Approval column. Select Approve or Reject. Perform this for each product that requires your review.
1. Products that require a review by another reviewer will show the dropdown but you will not be able to take action on it.
2. If you choose to Reject a product, you can add a Comment. This comment will be included in the email sent to the individual that placed the order.
Once your review is complete, select the Submit Approval button.

My Approvals list of pending reviews informtion

My Approvals order details showing pending review status information and actions needed to complete review

Limitations / Exclusions

Bundle products are not supported by this review process
A downloadable product that requires a review will need to go thru the cart/checkout process. Once approved it will be available in the users account under My Account > My Downloadable Products.