Documentation Index
Fetch the complete documentation index at: https://docs.runsubstrate.com/llms.txt
Use this file to discover all available pages before exploring further.
Design & Proof
The Design section tracks artwork from the moment a quote is approved through to the customer signing off on a proof.The Design Kanban
Navigate to Design in the top nav. The Kanban board has three columns:| Column | Meaning |
|---|---|
| Design | Artwork is being created |
| Proof | Design is complete and sent to the customer for approval |
| Approved | Customer has approved — job is ready for production |
Starting Design on an Approved Quote
When a customer approves a quote (marked Won in the Sent tab), the job appears in the Pending tab of the Design page.- Click Design in the top nav, then open the Pending tab.
- Find the job in the table and click Start Design.
- The job moves to the Design column of the Kanban board.
Uploading Design Files
Open a work order in the Design stage:- Click Upload Design inside the work order.
- Drag and drop your files into the upload zone, or click to browse.
- Files upload automatically — a progress bar shows status.
- You can upload up to 10 files per work order (640 MB total).
Design Comments
Every work order has a Comments thread on the design page. Use this to communicate internally about the artwork — notes from the designer, feedback from sales, etc. Click Add Comment, type your message, and submit. All comments are timestamped and attributed to the user who wrote them.Moving to Proof
When the design is ready for customer review:- Open the work order.
- Drag its card from the Design column to the Proof column on the Kanban board, or change the stage inside the work order.
- Send the customer their approval link (see below).
Customer Proof Approval
Substrate generates a unique, shareable approval page for every work order — no customer login required. This is the primary way customers review and sign off on their proof.Sending the Link to Your Customer
- Open the work order.
- Click Copy Design Link — the link is copied to your clipboard.
- Paste it into an email, text message, or however you communicate with that customer.
What the Customer Sees
When the customer opens the link they land on a clean, public-facing page showing:- All uploaded design files for the job (full preview)
- Each line item with its own Approve button
- A comments thread where they can leave feedback or revision requests
- Version history — if you’ve uploaded revised artwork, previous versions are shown so the customer can see what changed
How Customers Approve
The customer clicks Approve on each item individually. This lets them sign off on items one at a time if a job has multiple pieces — for example, approving the banner while requesting a revision on the decal. Once the customer approves an item, the approval is recorded in Substrate immediately.Revision Requests
If the customer leaves a comment requesting changes:- You’ll see their comment in the Comments thread on the work order (visible on the staff side too).
- Upload the revised artwork using Upload Design — the previous version is saved automatically as a version history entry.
- Send the same link to the customer — the page always shows the latest files.
Item Approval (Staff Side)
You can also approve items directly from inside Substrate without involving the customer — useful when approval happens over the phone or in person.- Open the work order detail page.
- For each item, click Approve.
- When all items are approved, the job automatically moves to the Approved column.
Moving to Production
Once a job reaches the Approved column:- Click Move to Production on the card (or inside the work order).
- The job advances to a Work Order and appears in the Production Kanban.