Documentation

Item statuses

Every item has a status. The status of the order follows from its items.

Rules

Rules apply to a product, variant, collection, product type or tag. When they overlap, variant beats product beats collection beats product type beats tag. Within the same kind, the higher priority wins.

• Field types: single-line text, multi-line text, fixed choice, file
• Per field: required, minimum and maximum length, allowed file types and number of files
• For several units: the same personalization for all or one entry per unit
• Order attributes from other apps can be mapped to a field; technical attributes with “_” only explicitly
• Each order keeps its rule version. You only re-evaluate open orders on purpose

Requests and reminders

With automation on, requests go out on their own. You can also send them per order. By default, reminders go out after two and five business days, at most twice per unchanged request.

• You set business days, business hours and reminder days in Settings
• Before each send, Zuarbito checks the current state of the request
• Reminders stop on a reply, cancellation, revoked link, uninstall, paused sending or a new proof version
• Templates are available in English and German. A custom template applies to all languages
• Allowed placeholders: {customerName}, {order}, {shop}, {link}, {expires}, {version} and {replyTo}
• Emails go through Zuarbito’s address with your sender name, replies go to your reply-to address
• Undeliverable addresses and complaints are suppressed and shown in the delivery log

Customer portal

The portal needs no customer account. The link only applies to one order and only shows its open tasks.

• Validity: seven days by default, adjustable between one and seven days; you can renew and revoke links
• Simply opening a link changes nothing and confirms nothing
• Later additions are versioned. Relevant changes reset the required reviews
• You style portal and emails under Branding with logo, colors, font and corners

Files

Every file stays in quarantine until its type, size and malware scan have passed. If the scan is unavailable, the file stays locked and the approval stays open.

Proofs and approvals

You create proofs as versions and send them for approval. An approval applies to exactly the version shown with its details and files.

• If something relevant changes, the old approval is out of date
• Double clicks and parallel changes are handled safely
• A timeout never leads to an approval
• The history is a technical trail, not legal proof

Production documents

The data is ready in three forms on each order. Larger packages are created in the background.

• CSV with all details, one column per field
• Printable PDF worksheet
• ZIP package with the assigned approved files and an overview
• Exports are deleted after 24 hours and can be created again
• Zuarbito does not change existing order attributes. The working version is kept in the order, in the exports and in the app’s own order metafields

Fulfillment holds

Holds are optional. They keep supported merchant-managed fulfillment orders on hold until the item is ready for production.

• Zuarbito only releases its own holds; holds from other apps stay in place
• Production started elsewhere is not stopped
• Items already fulfilled are not put on hold afterwards
• After uninstalling, active holds stay in place; you release them on the order in the Shopify admin

Extensions

The extension names appear in English in Shopify.

Plans and limits

• An order with at least one item that matches a rule counts once per month in your shop’s time zone
• Regular stock items don’t count
• At 80 percent, Zuarbito warns you; once the limit is reached, new orders are not captured automatically. There are no extra charges
• Changing plans does not reset the counter. With yearly billing, you get twelve monthly limits
• When storage is full, new uploads are rejected. Nothing is deleted automatically

Retention and deletion

Privacy requests run through the Shopify webhooks and are logged separately.

Uninstalling

• Shopify ends your subscription automatically
• Customer links, scheduled messages and open tasks end immediately
• Active fulfillment holds stay in place in Shopify
• If you install Zuarbito again, your orders are kept. Automation and holds stay off until you turn them back on; old customer links don’t become valid again
• If the app stays uninstalled, Zuarbito deletes your shop’s data as soon as Shopify requests it

What the app does not do

• No invoices, taxes, payments, contracts or refunds
• No professional checks of print files and no promise of print readiness
• No copyright checks
• No promised shipping dates and no automatic approval after a timeout
• No POS and no product configurator
• Orders older than 60 days can’t be fetched without additional access and are marked accordingly