Production List

The Production List page in Business Hub is your production queue. It lists all order items, grouped by the state of production they are in: Not Ready for Production, Awaiting Production, and Production Complete, and you can view every order line item on the All tab. Use it to plan your production schedule, assign jobs to your team, process items in bulk, and download the worksheets and graphics your team needs to decorate each job.

Orders flow through to production automatically once the payment conditions, artwork, and stock requirements are met. Line items are shown in a queue that you can sort by due date, status, decoration process, quantity, and many other attributes. You can also set production block-out dates so production is not scheduled during your downtimes. See Production & order pending times settings for instructions.

In This Article

• Prerequisites
• Why use this feature?
• Production List actions
• How to process production items in bulk
• How to hide shipped line items
• View a production item
• How to customize the fields displayed
• What the alert icons mean
• How to sort production items
• How to search for production items
• Best Practices
• Troubleshooting
• FAQs
• Additional Resources

Prerequisites

Why use this feature?

The Production List is where your sales, artwork, and stock work turns into scheduled production. Everything your team needs to decide what to produce next, who should produce it, and whether it has been handed off is in one queue, so jobs do not get lost between order entry and shipping.

The statuses, assignments, and dates you set here are retained by the system and drive what your production team sees. Team members only see the items allocated to them, and the downloaded-worksheet indicators help your team avoid printing the same worksheet twice.

• Plan your schedule by sorting jobs by due date, status, decoration process, or quantity
• Assign jobs to production team members and track their progress
• Process many items at once with bulk actions
• Download worksheets and graphics for single jobs or whole batches
• Find any job quickly with search filters and a customizable table

Production List actions

Go to Business Hub → Production. You can perform several actions on one or more selected production list items using the Actions menu.

• Process items: set the production status and mark items as production complete.
• Assign jobs: Administrators and Production Managers can assign jobs to production team members. When team members log in, they see only the production items allocated to them.
• Download worksheets: download worksheets for production items individually or as a combined worksheet.

Below the Actions list, a summary shows the orders that are not yet in production, listed by status, for example "awaiting PO" or "awaiting artwork".

How to process production items in bulk

Apply an action to many items at once, or select a single production item to view and process it individually. The bulk actions are mark as production complete, assign items, set production status, download worksheets, and set production date.

1. Tick the checkboxes of the production items you want to process in bulk.

   

   Tick the checkbox beside each production item you want to include.

2. Click the action you want to apply from the Actions menu at the left of the page.
   • Mark as production complete: only enabled if one or more of the selected items are ready for production.

   • Assign Selected items: displays a popup listing your team members so you can choose who to assign the items to.

     

     Choose a team member to assign the selected items to.

   • Set Production Status: displays a popup listing production statuses to select from. Only statuses that apply to all the selected items are available. You can unset the status of an item by selecting none from the status list.

     

     Choose a production status for the selected items.

   • Download selected worksheets: displays a download options popup.

     

     Choose how you want the worksheets and graphics delivered.

     • Download worksheets and graphics as individual files: downloads each graphic as an individual file and each production item as a separate PDF, all compressed into a zip file.
     • Download worksheets as one pdf: consolidates all production items into a single PDF file.

   • Set Production Date: displays a Reschedule Job popup, where you can choose today as the rescheduled date for the selected items or pick a specific date using a date picker.

     

     Reschedule the selected items to today or a specific date.

The action is applied to every item you selected, and the Production List updates to reflect the new status, assignment, or date.

How to hide shipped line items

By default, the Awaiting Production tab shows items with the Awaiting production status. This includes items that are awaiting shipping or have already shipped, but belong to orders that still have items awaiting production. You can filter the list to hide those items and show only the items that are awaiting production.

1. Go to Business Hub → Production.
2. Click the Awaiting Production tab.

3. Select Awaiting Production Only from the Status dropdown list.

   

   Select Awaiting Production Only from the Status dropdown.

4. Click Search.

The list now shows only the items that still need to be produced.

View a production item

Click the view link of a production item to open it in the main display area. You can see all the information needed to process the item, including the product details, the history of all actions performed on the job, the order details, a mockup of the decorated product, and the design specifications.

From here you can also:

• Change the status of the job item
• Download production files
• Download or print the production worksheet
• Process the job by marking it as complete or partially complete

How to customize the fields displayed

Choose which fields appear in the production items table, so your team sees the information that matters most for the way you work.

1. Click the gear icon in the last cell of the header row.

   

   The table of order fields.

2. Tick the checkboxes for the fields you want displayed, and un-tick the checkboxes for the fields you do not want displayed.

   You cannot un-tick the checkbox for the Customer field.

3. Click okay.

Fields

• Preview: the thumbnail image of the product to be produced.
• Order #: the number of the order that the production item is a part of.
• Downloaded: identifies whether the worksheet for the production item has been downloaded. With this column enabled, production team members can identify which items still need worksheets printed by selecting "no" from the column filter.
• Priority Order: identifies whether a production item is part of an order flagged as a priority order.
• Source: identifies whether the production item is part of an order that originated from Business Hub or an Internet sale.
• Item #: the identification number of the production item.
• Job Name: the title specified for the order that the production item is part of.
• Customer PO: the purchase order number provided by the customer for the order, if specified.
• Supplier PO Number: the ID number of the purchase order sent to the supplier for goods required to produce the item.
• Due Date: the date on which the production item is due for completion.
• Order Date: the date on which the production item was ordered.
• Schedule Date: the date on which production of the item is scheduled to begin.
• Produced Date: the date on which the item was marked as production complete.
• Customer: the full name of the customer.
• Company: the customer's company name, specified for billing, if it has been provided.
• Status: the stage that the production item has reached within the order processing workflow.
• Production Status: the stage that the production item has reached within the production workflow.
• Product Group: the product group that the production item belongs to.
• Qty: the quantity of the item ordered.
• Qty Produced: the quantity of the item already produced.
• Qty Shipped: the quantity of the item already shipped.
• Processes: the processes to be used to produce the item.
• Store: identifies the originating store of the order that the production item is a part of.
• Ordered Product: the details of the product item ordered, including name and size.
• Extra Options: the extra options specified for the production item, if any.
• Color: the color of the production item.
• Shipping method: the shipping method specified for the production item.
• Production Assign: the name of the production team member assigned to the production item.
• Sales Assigned: the name of the salesperson assigned to the order.

What the alert icons mean

Icons may appear beside the order number in the # column to alert you to significant details about the production item.

	Priority Order: the production item is part of an order that has been flagged as a Priority Order. You can flag an order as a priority order by ticking the Priority Order checkbox when you create or edit it. See Create Order for instructions on creating a new order.
	Rush Order: the production item is part of a Rush Order, which means a rush order service fee has been applied to the order. See Rush Order Fees for details about setting up a rush order fee.
	Notes: there are notes associated with the order that the production item is a part of. The notes can be internal notes or notes sent to or from the customer. Hover your mouse pointer over the notes icon to show the list of notes. The user who created each note and the date and time of creation are shown. The list of notes for an order.
	Worksheet downloaded: the production worksheet has been downloaded or printed. Hover your mouse pointer over the printer icon to show the list of users who downloaded or printed the worksheet. The date and time are shown for each download or print. The list of users and times for each download or print.

How to sort production items

By default, production items are sorted by order date, from the latest order date to the earliest. Change the sort by clicking any of the enabled field names (highlighted in blue) in the header row.

1. Click a field name once to sort the list by that field in descending order.
2. Click the same field name again to sort in ascending order.

The current sort field has a gray background in its header cell. A down arrow after the field name means descending order, and an up arrow means ascending order.

How to search for production items

Search for production items using any of the active fields in the table. Type or select a value in one or more of the fields in the row directly below the header row, then click the Search button at the end of the row.

To quickly reset the search fields, hold down Shift + Alt (Shift + Opt on macOS). The Search button turns into a Clear Search button. Click it while continuing to hold the keys to clear the filters and return to the unfiltered list.

Text search fields

Text fields are indicated by a blank box. Click inside the box and enter the string you want to search for.

Drop down list search fields

Dropdown list search fields have a gray button with a down arrow at the right of the field box. Click the button and select an option to search for production items with that value.

Date search fields

Date search fields also have a small black triangle in the bottom-right of the search box.

1. Click within the date field box. A popup is displayed, containing a drop-down list with time period options.

   

   The date search popup.

2. Select a specific period within which you want to search production items.

   

   The date filter options.

   Or, to specify a custom date range:

   1. Select Between:.

      

      The Between option for a custom date range.

   2. Click the calendar icon in the From field, select a date using the date picker, and click OK. Do the same for the To field.

      

      The date picker.

3. Click okay.

Best Practices

Troubleshooting

Problem: I can't access the Production List page.
Cause: Only users with Administrator, Production Manager, or Production Team roles can access it.
Solution: Ask an administrator to check your user role.

Problem: The Mark as production complete action is disabled.
Cause: The action is only enabled if one or more of the selected items are ready for production.
Solution: Check the status of the selected items and select items that are ready for production.

Problem: A production status I need isn't listed in Set Production Status.
Cause: Only statuses that apply to all the selected items are available.
Solution: Select fewer items, or items that share the same applicable statuses, and try again.

Problem: The Awaiting Production tab shows items that are already shipped.
Cause: The tab includes items that are awaiting shipping or have shipped, if they belong to orders that still have items awaiting production.
Solution: Select Awaiting Production Only from the Status dropdown and click Search.

Problem: I can't remove the Customer field from the table.
Cause: The Customer field is always displayed.
Solution: Hide other fields to simplify the table, but leave the Customer field ticked.

FAQs

How are production items grouped?

By the state of production they are in: Not Ready for Production, Awaiting Production, and Production Complete. Click the All tab to see every order line item.

When do orders appear in the Production List?

Orders flow through to production automatically when the payment conditions, artwork, and stock requirements are met.

What can production team members see?

Administrators and Production Managers can assign jobs to production team members. When team members log in, they see only the production items allocated to them.

What's the difference between the two worksheet download options?

Download worksheets and graphics as individual files downloads each graphic as an individual file and each production item as a separate PDF, all in a zip file. Download worksheets as one pdf consolidates all production items into a single PDF file.

How do I change the sort order?

Click any enabled field name in the header row. The first click sorts descending, and clicking the same field again sorts ascending.

How do I clear my search filters quickly?

Hold down Shift + Alt (Shift + Opt on macOS) so the Search button becomes Clear Search, then click it while holding the keys.

Additional Resources

• Assign production job
• Download production file
• Download production worksheet
• Mark as production complete
• Mark as partially complete
• Record waste of items
• Production & order pending times settings
• View production job history
• View order notes
• Download source and editable artwork files
• Force graphics regeneration
• Add internal note to a production job