---
title: "Account Management: Ziflow Error Log and Tagging"
description: Ziflow Error Log SOP article. How Ops logs errors on Ziflow proofs (tag, date found, description, and teammate) for 7-day scorecard tracking.
---

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# Account Management: Ziflow Error Log and Tagging

## How the Operations team logs errors on a Ziflow proof so every mistake from the last 7 days lands on the scorecard.

*Last updated: October 9, 2026*

---

### **✓ WHAT IS IT?**

The **Error Log** is a set of fields on every Ziflow proof that records what went wrong, when it was found, and who was involved. Each entry feeds the weekly scorecard, so the data is only as good as what the team logs.

Anyone on the Ops team who finds an error on a proof logs it — **eCom, Design, Account Management, and Production**. You do not need to be the person who made the error, and you do not need permission to log it.

The Error Log has four fields:

| Field | What to enter | Required? |
| --- | --- | --- |
| **Error Tags \| KPIs** | The department(s) where the error happened. Check all that apply. | Yes |
| **Error Date** | The date the error was **found**. | Yes |
| **Brief Description** | One or two sentences on what happened. | Yes |
| **Teammate(s)** | The stakeholder responsible, if it can be determined. | If known |

---

### **✓ THE 7-DAY RULE**

The scorecard tracks errors found in the **last 7 days**. That is the only window that matters, so speed beats perfection: log the error the same day you find it.

**If the Error Log on a proof already has an older entry, overwrite it.** Do not try to add to it, append to the description, or leave it for someone else. Replace every field with the new error:

- Uncheck any old Error Tags that do not apply to the new error, then check the new ones.
- Replace the Error Date with the date the new error was found.
- Delete the old Brief Description and write the new one.
- Replace the Teammate(s) with whoever is responsible for the new error (or clear it if unknown).

***The most important thing is that every error from the last 7 days is captured.*** *An old entry left in place will either be missed by the scorecard or be counted as the wrong error.* 

---

### **✓ FIX AND LOG**

Logging an error records what went wrong. It does not fix the file. If the error requires **Design or eCom revisions**, mark the proof **Needs Changes** before you log the error so the file gets corrected.

| Step | What it does |
| --- | --- |
| **Mark Needs Changes** | Sends the proof back to Design or eCom to be corrected. |
| **Log the error** | Records what went wrong for the scorecard. |

***Both steps are required.*** *An error that is logged but never marked Needs Changes can ship uncorrected. An error that is fixed but never logged never reaches the scorecard.*

**Example:** The client-approved artwork shows a backpack with red straps, but the graded files show it all blue. Mark the proof **Needs Changes** so Design corrects the graded files, then log the error under **ERR-4: Design**.

---

### **✓ How to Use It**

1. Open the proof in Ziflow.
2. If the error requires Design or eCom revisions, mark the proof **Needs Changes** (see **Fix and Log** above).
3. Click the **Properties** tab (between **Brief** and **Settings**).
4. Scroll past **General Proof Info** to the **Error Log** section.
5. Check whether an entry already exists. If it does, you will overwrite it (see **The 7-Day Rule** above).
6. Click the **Error Tags | KPIs** dropdown and check every department where the error happened.
7. Enter the **Error Date**, which is the date the error was found, not the date it was made.
8. Write a **Brief Description** of what happened (see **Writing a Good Entry** below).
9. Enter the **Teammate(s)** responsible, if it can be determined. If it can't, leave it blank.
10. Save the proof.

The error log stays attached to the proof and carries forward when a new version is uploaded. After the revised version is up, open **Properties** again to confirm the entry is still there.

The entry is picked up for scorecard tracking once saved.

---

### **✓ ERROR TAGS | KPIs**

Tag the department where the error **happened**, not the department that caught it. If more than one department contributed, check all that apply.

| Error Tag | Use when the error came from… |
| --- | --- |
| **ERR-0: Software Related Issues** | A system or tool problem — Ziflow, HubSpot, Shopify, Google Sheets, or an internal tool — rather than a person. |
| **ERR-1: Sales** | Information captured at the sale before it got to the Account Manager: wrong program details, missed requests, and incorrect order scope. |
| **ERR-2: Account Manager** | SKU sheets, incorrect ticket details submitted, or wrong order update notes handled by the Account Manager. |
| **ERR-3: Ticket Management** | HubSpot ticket and Ziflow setups do not match or missed ticket/task never produced. |
| **ERR-4: Design** | Artwork and proofs: wrong logo, colors, names/numbers, art IDs, SKUs, or layout. |
| **ERR-5: eCom** | Team store builds: wrong products, pricing, sizing, SKUs, or store settings. |
| **ERR-6: Production** | Post approval product issues or missed Needs Changes tagging. |

---

### **✓ WRITING A GOOD ENTRY**

A good Brief Description answers **what was wrong** and **where it was caught** in one or two sentences. Someone reading the scorecard should understand the error without opening the proof.

| Weak | Strong |
| --- | --- |
| Wrong logo | Proof used last season's primary logo on the home jersey; caught by eCom during store build. |
| SKU issue | Art ID 300 used for a Number Only Customization item (should be 2xx); caught at production handoff. |
| Ticket wrong | HubSpot ticket submitted with incorrect program code; caught during ticket setup. |

**Teammate(s):** enter the name of the stakeholder responsible only when it can be determined. If you're unsure, leave it blank rather than guess.

---

### **✓ TIPS**

- Log the error the same day you find it. A late entry can fall outside the 7-day scorecard window.
- Always fill in the Error Tag and Error Date first — those two fields drive the scorecard.
- When overwriting, double-check that no old tags are still checked from the previous error.
- The Error Date is when the error was **found**, even if the mistake was made weeks earlier.
- Tag the department where the error happened, even if it's your own. Honest data makes the scorecard useful.

Not sure which tag fits? Pick the closest one and note the detail in the Brief Description.

---

### **✓ Links**

 Loom Walkthrough: [How to Add an Error Log in ZiFlow](https://www.loom.com/share/5f19b71b00024f63bd716478383adcfe)

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