Order Status

Create and manage the order and production status labels used to track orders through your fulfillment workflow.

The Order Status page lets you define the status labels that appear throughout the order management workflow. Each status has a type (Order Status or Production Status), an optional email template trigger, and special tracking flags for approval workflows, artwork collection, and proof review. Statuses are used in the admin order list, the customer-facing My Orders and My Approvals pages, and in notification emails.

PrintNow uses two types of statuses: Order Status tracks the overall order lifecycle (e.g., New Order, Shipped, Completed), while Production Status tracks individual line item progress (e.g., In Production, Ready to Ship). You can create as many custom statuses as needed and reorder them by dragging rows in the list.

View Order Statuses

From your admin, go to Settings > Order Status.
The list displays all configured statuses in a grid sorted by display order.
To search, use the search panel in the header.
To add a new status, click the Add Order Status button.
To reorder statuses, drag any row by the handle in the first column and drop it at the desired position. The new order is saved automatically.
To edit or delete a status, use the Action menu on any row.

Order Status List Columns

Column	Description
Order Status Title	The display name of the status. This label appears in the admin order list, order detail dropdowns, customer-facing order pages, and notification emails. Rows can be dragged by this column to reorder.
Status Type	Either "Order Status" (applies to the entire order) or "Production Status" (applies to individual line items within an order).
Tracking Options	Shows which special tracking flags are enabled for this status (e.g., Awaiting Approval, Approved, Declined).
Email Template	The email template that is triggered when an order or item transitions to this status. Shows "None" if no template is assigned.
Display Order	Numeric position controlling the sort order in the list and in status dropdowns throughout the admin.
Action	Menu with Edit and Delete options. Deleting a status removes it from all dropdowns but does not change orders already assigned to that status.

Add/Edit Order Status

From the Order Status list, click Add Order Status to create a new status, or click Edit in the Action menu of an existing status.
Fill in the fields and select any applicable tracking flags.
Click Save to save the status and return to the list. Click Cancel to discard changes.

Field	Description
Status Name	The label displayed for this status throughout the platform. Required.
Status Type	Radio button to select the status type: - Order Status: Applies to the overall order. Used in the order list, order detail header, and customer My Orders page. - Production Status: Applies to individual line items. Used in the Products tab of order details and per-item status dropdowns.
Email Templates	Dropdown to select the email template sent when an order or item transitions to this status. Select "None" to skip email notification for this status. Templates are configured in Email Notifications. Required.
Display Order	Numeric value controlling where this status appears in ordered lists and dropdowns. Lower numbers appear first. Must be a whole number. Required.

Tracking Flags

Tracking flags mark a status as serving a special role in the order workflow. Only one status can hold each tracking flag at a time -- enabling a flag on one status automatically disables it on any other status that had it. Flags may be disabled (greyed out) if another status already holds that role.

Flag	Description
Awaiting Approval	Marks this status as the "awaiting customer approval" state. Orders assigned to this status appear on the customer's My Approvals page, where they can approve or decline individual items.
Approved	Marks this status as the "customer approved" state. When a customer approves an order item on the My Approvals page, the item transitions to this status.
Declined	Marks this status as the "customer declined" state. When a customer declines an order item on the My Approvals page, the item transitions to this status.
Awaiting Proof Approval	Marks this status as the "awaiting proof review" state. Used when PDF proof approval is enabled in checkout settings -- orders enter this status until the customer reviews and approves the proof.
Awaiting Artwork	Marks this status as the "waiting for customer artwork" state. When a customer uses "Upload Later" at checkout, the order item enters this status. Once the customer uploads their file, the item automatically advances to the next status in sequence.

Associations

Print Store

Area	Effect
My Orders page	Order statuses appear as labels on the customer's My Orders page showing the current state of each order. Customers see the status name you configure here.
My Approvals page	Orders in the "Awaiting Approval" status appear on the customer's My Approvals page. The customer can approve or decline individual items, which transitions them to the "Approved" or "Declined" status respectively.
Checkout	New orders are assigned the initial status (lowest display order) automatically during checkout. The storefront queries the first status in sequence as the starting state for new orders.
Upload Later	When a customer uploads artwork after checkout, the storefront checks if the item is in the "Awaiting Artwork" status and automatically advances it to the next status in display order sequence.
Email notifications	When an order transitions to a status that has an email template assigned, the configured email is sent to the customer and/or vendor. This is triggered both from admin status changes and customer actions (approvals, artwork uploads).

Orders — manage orders that transition through these status labels
Email Notifications — configure email templates triggered by status transitions
General Settings — enable approval workflows and checkout options that use statuses