5
STATES
3
PAGES
Two shipping paths
Decided at 19 → 20 by the shipping method
• Carrier (parcel): 19 → 20 → 21 Shipped (client gets the shipping email) → 22 Delivered (client gets the delivery check-in) → 23. Ruben enters the tracking code + URL on the panel.
• Personal / in person: 19 → 20 → 22 Delivered directly (skips 21 — no shipping email and no delivery check-in, because Ruben handed it over himself) → 23. Just the button on the panel.
• Personal / in person: 19 → 20 → 22 Delivered directly (skips 21 — no shipping email and no delivery check-in, because Ruben handed it over himself) → 23. Just the button on the panel.
The flow
19
In production
RUBEN
The client approved in Phase D (state 18) and the order moves automatically to 19. Ruben prints and frames the artwork physically. When the piece is ready to leave, Ruben fills the form on the fulfillment panel: if Carrier, he enters the tracking code, the tracking URL and an optional label; if Personal delivery, he just clicks the button. The form also has a Trustpilot hold checkbox to pause the +7d review request. Submitting the form creates state 20.
Page (Ruben)
pages.runoff.studio/internal/fulfillment/[orderId]
requires internal login
AUTO · Order moves 18 → 19
PAGE · Fulfillment panel (form)
DECISION · Carrier or Personal · Trustpilot hold
▼
20
Ready to ship
RUBEN · AIRTABLE
The artwork is packed and waiting to go out. From here on, Ruben moves the order forward by editing the State directly in Airtable (not on a web page). When the parcel leaves, he sets the State to 21 (Carrier). For a personal delivery he can jump straight from 20 to 22 once he hands it over. An Airtable Automation calls the system, which sends the right email.
Interface · Airtable
Orders Pipeline · edit the State field
20 → 21 (carrier) · 20 → 22 (personal)
MANUAL · Ruben edits State in Airtable
AUTO · Airtable Automation → system
▼
21
Shipped
CLIENT · AIRTABLE
The parcel is on its way. When Ruben sets State to 21 in Airtable, the Automation sends the client the shipping email (shipping_confirmation). Carrier orders only — a personal delivery skips 21.
MANUAL · Ruben sets State 21 in Airtable
EMAIL TO CLIENT · shipping_confirmation
▼
22
Delivered
CLIENT · AIRTABLE
The artwork arrived. Ruben sets State to 22 in Airtable. The Automation sends the delivery check-in email (delivery_checkin) — but only for Carrier orders. On a personal delivery no check-in is sent, because Ruben already handed the piece over in person. The moment the order reaches 22 with the Trustpilot hold off, the system schedules the review request for +7 days.
MANUAL · Ruben sets State 22 in Airtable
EMAIL TO CLIENT · delivery_checkin (Carrier only)
AUTO · Trustpilot review request scheduled +7d
▼
23
Completed
CLIENT · RUBEN
The order is closed. Trustpilot runs in two steps. At +7d the client gets a consent email (Email 3 · no link) asking if they'd be willing to review. If they say yes, Ruben ticks the Trustpilot invitation requested checkbox in Airtable, which sends the invitation email with the Trustpilot link (Email 4), moves the order to 23, and cancels any pending consent email. If the client says no, Ruben clicks Mark completed (no review) on the panel — the order goes to 23 with no further email.
Interface · Airtable + Panel
Trustpilot invitation requested (checkbox) · Mark completed (no review) button
yes → Airtable checkbox · no → fulfillment panel button
AUTO · Trustpilot consent email at +7d (no link)
MANUAL · Ruben ticks "Trustpilot invitation requested" in Airtable
EMAIL TO CLIENT · Trustpilot invitation (with link)
DECISION · Mark completed (no review) on the panel
Pages you use
PAGE · INTERNAL
Fulfillment panel
Ruben · internal login
pages.runoff.studio/internal/fulfillment/[orderId]
- Ship form (Carrier: tracking code + URL + label · Personal: button)
- Trustpilot hold checkbox to pause the +7d request
- Mark completed (no review) button at state 22
INTERFACE · AIRTABLE
Orders Pipeline
Ruben · Airtable
Orders Pipeline · State field + Trustpilot checkboxes
- Move the order: 20 → 21 → 22 (or 20 → 22 personal)
- Trustpilot hold · pauses the +7d review request
- Trustpilot invitation requested · sends Email 4 + state 23
PAGE · CLIENT (PUBLIC)
Hanging guide
Client · NL / EN · no login
pages.runoff.studio/care/hang
- Public guide on how to hang the framed artwork
- Linked from the shipping email sent to the client
GOOD TO KNOW
• The panel only covers 19 → 20. Every move after that (20 → 21 → 22, or 20 → 22 for personal) is done by editing the State in Airtable. The Airtable Automation sends the email.
• Personal delivery skips the check-in. The delivery email is only sent when the shipping method is Carrier — for an in-person handover Ruben already delivered it.
• Trustpilot is two-step and consent-first. +7d the client gets a question with no link; only after they say yes does Ruben tick the Airtable checkbox to send the actual review link.
• The Trustpilot flags live on the Pipeline event (not the Order). The panel toggle and the Airtable checkboxes are two ways to set the same flags.
• Personal delivery skips the check-in. The delivery email is only sent when the shipping method is Carrier — for an in-person handover Ruben already delivered it.
• Trustpilot is two-step and consent-first. +7d the client gets a question with no link; only after they say yes does Ruben tick the Airtable checkbox to send the actual review link.
• The Trustpilot flags live on the Pipeline event (not the Order). The panel toggle and the Airtable checkboxes are two ways to set the same flags.