---
title: "HubSpot: How to Process an Order Update"
description: Used when a client asks to change something on a design that's already been proofed, such as swapping a logo on a product. Follow this guide to locate the proof in ZiFlow, create a new version of the Off-Menu Sheet with the updated logo, post an order update on the HubSpot task, and route it to the queue so production can pick it up.
---

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# HubSpot: How to Process an Order Update

## Used when a client asks to change something on a design that's already been proofed, such as swapping a logo on a product

Follow this guide to locate the proof in ZiFlow, create a new version of the Off-Menu Sheet with the updated logo, post an order update on the HubSpot task, and route it to the queue so production can pick it up.

**Watch the tutorial:** [How to Process an Order Update](https://www.loom.com/share/93c3b67290b8488097992de1f57d3984)

#### **What You'll Need Before You Start**

**1. The client's request.** Know exactly which product and which logo/placement the client wants changed (e.g., swap the upper left chest logo on the Under Armour shirt to the Generals logo with three stars).

**2. The Program Name and Program ID.** You'll use these to find the proof in ZiFlow and the logo files in Google Drive.

**3. Access to ZiFlow, HubSpot, and Google Drive.**

**4. The program's Off-Menu Sheet** (used in place of the SKU sheet for these products).

**Heads up:** Before you start, confirm the logo the client is asking for is one you already have **vectorized**. If it isn't, it will need to go through art before it can be placed.

#### **Step 1: Look Up the Program**

1. **Find the program.** Look up the program name from the client's email.
2. **Copy the Program ID.** You'll use it in ZiFlow and Google Drive.

---

#### **Step 2: Open the Proof in ZiFlow**

1. **Search ZiFlow** for the program and open the design proof the client is referencing (e.g., the Under Armour shirts proof).
2. **Confirm the requested logo.** Open the proof that contains the logo the client wants, so you know exactly which artwork they mean and that it's already vectorized.
3. **Open the HubSpot task.** On the proof being changed, go to **Details \> Properties**. This links you directly to the HubSpot task where the order was created. Open it in a new window.

---

#### **Step 3: Create V2 of the Off-Menu Sheet**

1. **Open the Off-Menu Sheet** for the program.
2. **Duplicate the current version** and name it **V2**. Any adjustment to a logo gets a new version so production can see what changed.
3. **Find the product row** being changed. Opening the current logo link will show you the logo that's being replaced.

---

#### **Step 4: Get the Link to the New Logo**

1. **Open Google Drive** and search the **Program ID** (e.g., *1376*). This brings up the program's files.
2. **Open the logos folder** and find the requested logo.
3. **Click Share \> Copy link**, then click **Done**. Leave the tab open in case you need it again.

---

#### **Step 5: Update the Off-Menu Sheet**

1. **Replace the logo link** in V2 with the new link you just copied.
2. **Click the link to test it.** Make sure it opens the correct logo.
3. **Highlight the change** in a color that will definitely stand out, and bring that row/cell forward so it's easy to spot.

**Tip:** Always click the new link before moving on. Everyone is moving a million miles a minute, and a quick check catches a wrong file before it reaches production.

---

#### **Step 6: Post the Order Update on the HubSpot Task**

Go back to the HubSpot task you opened from ZiFlow and leave a comment using this format:

| Field | What to Enter | Example |
| --- | --- | --- |
| **Order Update** | Header for the comment | ORDER UPDATE |
| **Product** | The exact product name, copied from the Off-Menu Sheet | Under Armour Youth Team Tech Long Sleeve T-Shirt |
| **Design** | What changed and where to find it | Updated logo can be seen highlighted in V2 of Off-Menu Sheet |
| **Off-Menu Sheet** | Paste the link to the sheet | \[link\] |
| **Client Review** | Whether the client needs to be kept in review | Client does not need to be kept in review |

Close with "Thank you," clean up the formatting (underline the key labels), and **post** the comment.

**Be specific:** Go back to the Off-Menu Sheet and copy the product name exactly as listed, rather than typing it from memory.

---

#### **Step 7: Route the Task to the Queue**

1. **Assign the task to yourself.** You can't change the queue unless the task is assigned to you.
2. **Check the status.** Make sure the task is **not** marked complete.
3. **Set the due date** to end of day today. This doesn't mean the change will be completed today; it gets the order update to Alex.
4. **Assign to Alex.** Alex will find the right person to complete the update.

---

#### **Best Practices**

- Confirm the requested logo is vectorized before making any changes.
- Always create a new version (V2, V3, etc.) of the Off-Menu Sheet for any logo adjustment rather than editing the existing version.
- Test every new link before saving.
- Highlight changes in a color production can't miss.
- Copy product names directly from the Off-Menu Sheet so the order update is as specific as possible.
- Always state whether the client needs to be kept in review.

#### **LINKS**

- [Tutorial Video: How to Process an Order Update](https://www.loom.com/share/93c3b67290b8488097992de1f57d3984)

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