---
title: "HubSpot: How to Process an Order Update (Part II)"
description: "Used when a program director asks to add (or reduce) products on a design that's already been proofed. Instead of starting a new request, you process the change as an order update on the existing proof: post a detailed comment on the HubSpot task, update the sidebar so it matches, and route the task to the queue."
---

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# HubSpot: How to Process an Order Update (Part II)

## Used when a program director asks to add (or reduce) products on a design that's already been proofed.

Instead of starting a new request, you process the change as an order update on the existing proof: post a detailed comment on the HubSpot task, update the sidebar so it matches, and route the task to the queue.

**Watch the tutorial:** [How to Process an Order Update (Adding Products)](https://www.loom.com/share/71692b040f42467d8e9f5365c9f3c6cc)

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

1. **The client's request.** Know exactly which products are being added or removed, and how many styles (e.g., three sleeveless jerseys for the men's volleyball program).
2. **The existing design proof in ZiFlow** for the program.
3. **Style numbers** for the products being added. Check the existing proof so materials match what's already approved.
4. **A reference image** of the design to attach to your comment, if you have one.
5. **Access to ZiFlow and HubSpot.**

**Rule of thumb:** Any time a product is added to or removed from an existing proof, process it as an order update on that proof. Don't start a new request.

### **Step 1: Open the Proof and Its HubSpot Task**

1. **Open the design proof** in ZiFlow that the client is referencing.
2. **Go to Properties.** This takes you straight to the HubSpot task tied to the proof. Open it.
3. **Scroll to the comments.** This is where the order update is written. You may see earlier back-and-forth on the designs here; that's normal.

### **Step 2: Match the Materials**

1. **Check the existing proof** for the products already approved (e.g., the women's jerseys).
2. **Note the fabric and style numbers** already in use so the new products match. In the example, the women's jerseys use poly spandex, so the men's sleeveless option chosen is the **Pro Sleeveless Flatback Mesh, style 4103**.

**Tip:** When adding a men's version of a women's product (or vice versa), keep the materials consistent across both so the program's look matches.

---

### **Step 3: Write the Order Update Comment**

In the HubSpot task comments, write the order update using this format:

| Section | What to Enter | Example |
| --- | --- | --- |
| **ORDER UPDATE** | Header for the comment | ORDER UPDATE |
| **Product** | Style number in **bold**, followed by the quantity of styles being added | Add **4103** x3 |
| **Keep other products** | Confirm everything else on the proof stays | Keep all other products within design proof |
| **Design** | Point to the reference image and note where the logos are | Reference image below. Logos are already vectorized within the ticket. |
| **Sponsorships** | Note any logos to leave off | Do not include any sponsorship logos |
| **Client review** | Whether the client should stay in review | Keep client in review |
| **Sign-off** | Thank you, and tag who it's going to | Thank you, CC Alex |

1. **Upload the reference image** below the Design line.
2. **Underline the key instructions** (e.g., logos already vectorized, no sponsorship logos) so the design team doesn't miss them.
3. **Post** the comment.

**Good to know:** If the logos are already vectorized and in the ticket, say so. The design team can pull them directly instead of waiting on new art.

### **Step 4: Update the Sidebar to Match**

1. **Add the new section** to the sidebar information (e.g., a men's section).
2. **Enter the new style number** (e.g., 4103) and mark the items as **sold separates** if applicable.

**Important:** The task information (your comment) and the sidebar information must match. If they don't, production may work from the wrong details.

### **Step 5: Route the Task to the Queue**

1. **Assign the task to yourself first.** You can't change the task queue unless it's assigned to you.
2. **Update the task** to **Order Update**.
3. **Set the due date** to today at 5:00 PM.
4. **Assign it to Alex.**

#### **Best Practices**

- Always process product adds and reductions as an order update on the existing proof.
- Bold style numbers and include the quantity (e.g., **4103** x3).
- Match materials to what's already approved on the proof.
- Always state "Keep all other products within design proof" so nothing gets dropped.
- Call out vectorized logos and any logos to leave off (like sponsorships).
- Always state whether the client should be kept in review.
- Make sure the sidebar matches the task comment before routing.

#### **LINKS**

- [Tutorial Video: How to Process an Order Update (Adding Products)](https://www.loom.com/share/71692b040f42467d8e9f5365c9f3c6cc)

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