AI System for Linking Print Orders to Customer Approval

The problem

Names, text and images submitted in an order form change through later WhatsApp or email corrections.

The print coordinator searches separate messages for the latest text and the preview the customer accepted.

When another change arrives, staff manually compare the previously approved file with the production file version.

What we set out to improve

• Whether change requests match the correct customer and order line
• Whether explicit customer approval links to a specific preview version and file identifier
• Whether further changes reopen the relevant approval and the production package contains the correct version

How the system works

1. 01Link order form text, files and subsequent messages to the authorised customer record and order line. Use only the official WhatsApp Business Platform for the WhatsApp connection.
2. 02AI separates change requests into proposed text, colour, layout and quantity fields.
3. 03Flag conflicting requests and unreadable text for review. Preserve the source spelling without automatically correcting names.
4. 04Assign a version and file identifier to the preview prepared by the designer. Present a controlled approval form to the customer.
5. 05Link the explicit form selection to the order line and preview version. Review chat replies separately; a chat reply alone is not final approval.
6. 06The print coordinator verifies customer approval against the file identifier before a production handover package is prepared. A new change reopens the relevant approval.

Methods we used

• Combine forms, emails and messages through the customer record and order line.
• Extract changed fields from text. OCR converts writing in images into text, allowing embedded wording to be presented alongside its source for review.
• Keep the preview version, file identifier and controlled form selection in the same approval record.
• Check the version link between approval and the production file to prepare the handover package.

Where people stay involved

Data and security

Customer photos and personal names are accessible only to the relevant order team. No facial recognition or biometric matching is performed. Sensitive content is separated before reading; necessary fields, source files and authorised corrections remain linked. Retention and deletion rules are defined with the business. WhatsApp communication respects permissions, opt-out preferences and required templates, directing users to an authorised form instead of sharing sensitive content.

Who this suits