How to manage Etsy proof approvals without losing track of orders

Proofing on Etsy often happens in Messages: a JPEG in a thread, a “looks good!”, a second file, a forgotten order number. That works until two people are in the inbox and the file that got approved is not the file on the machine.

The operational problem

You need four facts on the same job:

• Which order this artwork belongs to
• Which file is current
• Whether the customer approved, asked for changes, or has not answered
• What production stage that implies

Email and Etsy Messages can carry the conversation. They are a poor system of record.

After the order is in Shopify

Once a connector has created a Shopify order, you can run proofing against that order: upload a file, send a review link, collect approve or request-changes, send a revision. The customer uses your storefront lookup page when that page is saved. If it is not set up yet, the review link opens on Orderflow. Orderflow emails the address on the Shopify customer profile.

Orderflow does not send Etsy Messages. If the customer did not get the proof email — or the connector did not copy a working email — use Copy reply on the current proof. That copies a short message and the review link for Etsy Messages or a text. Save Without Sending still creates that link. The customer opens that link and reviews the same proof.

Using Orderflow

Proof Review is a Status Action on an Orderflow status such as Proof Sent. From Update Order, send or revise the proof. Older files stay in version history. Team-only comments belong on Internal Note.

That is the same proofing workflow as website orders. The Etsy part is only how the Shopify order got there.

Existing users: Proof Review.

Related: How to send proofs to customers for Shopify orders, How to manage proof revisions without long email threads.