Easy Production Sync

Table of contents

• Overview
• Functionality
• Using the program
• Advanced settings
• Updating processed orders in GotPhoto
• Debugging and help
• FAQs
• The takeaway

Overview

Easy Production Sync is a GotPhoto desktop app that streamlines self-fulfillment by downloading orders to your local drive and sending status updates back to GotPhoto. This article explains what the app does and how to use it.

Before using Easy Production Sync, please contact Customer Care so we can enable the correct account settings.

Functionality

Easy Production Sync helps you automate two key steps in your production workflow.

• Download new orders (order files, photos, and invoices) from GotPhoto to your local hard drive.
• Send status updates and tracking details back to GotPhoto for processed orders.

Using the program

Follow these steps to install and start downloading orders.

1. Download the app for Windows or macOS from the Easy Production Sync download page.
2. Open the app and log in with the same email and password you use for your GotPhoto account.
   [Requirement] You must have a lab added (the Production tab visible) in your GotPhoto account. See create your own products for self-fulfillment.
3. Review the main screen layout:
   

Main screen areas

1. Order download: toggle to enable/disable automatic order downloads.
2. Status sync: toggle to enable/disable sending status updates back to GotPhoto.
3. Debug messages: live log of downloads, syncs, and any errors.

Choose where orders are saved

1. Select the settings icon (upper right).
2. Under Order download, set:
   • Check every…: how often the app checks for new orders.
   • Download files: the folder where order files, photos, and delivery notes are saved.
3. 
4. Return to the main screen and toggle Order download on. New orders will download to your chosen folder automatically.

Advanced settings

[Advanced] Use advanced options when you need different save locations for order files, photos, and delivery notes, or when you want custom folder/file naming.

1. In Settings → Order download, toggle Show advanced settings.
   
2. Configure separate destinations for direct shipping and batch shipping orders (order files, photos, delivery notes).
   

You can also use placeholders in your paths to auto-name folders/files.

Return to the main screen and toggle Order download on. New orders will be saved using your advanced paths.

Updating processed orders in GotPhoto

Configure Status Sync so the app can send order status and tracking info back to GotPhoto.

1. In Settings → Status sync, choose your Status update folder (where the app should look for status files).
   
2. Choose what to do with processed files:
   • Append .done to the filename, or
   • Delete the files.
3. Back on the main screen, toggle Status sync on. The app parses .json and .xml files in the folder every few seconds (independent of the download interval).

Status file formats

• JSON format (array named orders, each with id and status):

{
  "orders": [
    {
      "id": "CICA1009",
      "status": "production",
      "date": "2019-07-22",
      "time": "14:43:42"
    },
    {
      "id": "CICA1006",
      "status": "production",
      "date": "2019-07-22",
      "time": "14:43:42"
    }
  ]
}

• XML format (root <orders> with <order> children):

<?xml version="1.0" encoding="utf-8"?>
<orders>
  <order>
    <id>CICA1009</id>
    <status>production</status>
    <date>2019-07-22</date>
    <time>14:43:42</time>
  </order>
  <order>
    <id>CICA1006</id>
    <status>production</status>
    <date>2019-07-22</date>
    <time>14:43:42</time>
    <trackingservice>DHL</trackingservice>
    <trackingnumber>123456789</trackingnumber>
    <trackingurl></trackingurl>
  </order>
</orders>

Note: Order IDs may include a lab prefix (e.g., CICA1009) or not (1009); both are valid.

Debugging and help

Enable more detailed logging by toggling Verbose logging in the upper right of the main screen. Errors are highlighted in red.

Each entry in Debug messages includes a direct link to the order in your GotPhoto account. Logs are also saved locally:

• macOS: ~/Library/Logs/easyproduction/
• Windows: %USERPROFILE%\AppData\Roaming\easyproduction\logs\

Need help? Contact Customer Care any time.

FAQs

Why can’t I log in to the app?

You must have a lab added in your GotPhoto account (Production tab visible). If you don’t see it, contact Customer Care to enable the correct settings.

What’s the difference between direct shipping and batch shipping paths?

Advanced settings let you set separate save locations for direct (ship-to-home) and batch (bulk) orders, so each workflow lands in the right production folders.

The takeaway

Easy Production Sync automates downloading orders and sending status updates, with flexible folder mapping and logs for troubleshooting—making self-fulfilled production faster and more reliable.