This article explains how clinic users and dentists can edit orders that have already been submitted to a lab on the Smile Genius Platform. It also clarifies when edits are allowed and when orders become locked.
Overview
Smile Genius allows clinics and dentists to edit submitted orders only until the lab approves the order. This flexibility ensures that clinics can correct or refine case details without disrupting lab workflows.
Once a lab approves an order:
The order becomes locked.
Clinics and dentists can view the case but cannot make any edits.
Understanding this timing is critical to avoid delays and miscommunication.
When Can an Order Be Edited?
An order can be edited if all of the following conditions are met:
The order has been submitted to the lab.
The lab has not yet approved the order.
The order status is in a pre-approval state (e.g., Submitted / Pending Lab Approval).
When Does an Order Become Non-Editable?
An order cannot be edited when:
The lab has approved the order.
The case has moved into production or processing.
Important: After approval, any required changes must be coordinated directly with the lab via comments and chat messages for the respective case.
Step-by-Step: How to Edit a Submitted Order
Step 1 - Locate the Order
Log in to the Smile Genius Platform.
Navigate to the Orders / Cases section.
Locate the order you want to edit:
Use search, filters, or sorting options.
Click on the order to open the Case Details page.
Step 2 - Verify Order Status
Before making changes:
Check the Order Status displayed on the case.
Confirm that the lab has not approved the order.
If the order is already approved:
Edit controls will be hidden.
The order will open in read-only mode.
Step 3 - Edit Order Details
You may revise most clinical and logistical details before lab approval, including:
Dentist on Record
The dentist's name remains auto-populated, and users may reselect a dentist from the dropdown.
Services Requested
Add or remove services provided by the selected lab.
Update service-specific selections such as:
Order Type (NHS / Private)
Denture Stage (for denture services)
Prescription Questions
Modify responses to all optional prescription questions.
Ensure mandatory fields are completed before saving.
Case Instructions
Update the free-text case instructions.
Add clarifications or additional notes for the lab.
File Uploads & Scan Files
Replace or upload additional files, including:
3D scan files (OBJ, STL, PLY, etc.)
Supporting images or documents
Update the scan delivery method if required:
Sent via Scanner
Sent via Post
Upload to Smile Genius
Not Applicable
Teeth Selection & Materials
Modify selected teeth on the teeth chart.
Update material, tooth shape, or shade selections.
Delivery Due Dates
Adjust delivery due dates for individual services in multi-service cases.
Step 4 - Submit Changes
Depending on the system behavior:
You may click the Submit Button to save and submit the changes to the lab.
Once saved:
The updated information is immediately visible to the lab.
The lab will continue reviewing the most recent version of the order.
What Happens After the Lab Approves the Order?
After approval:
All edit actions are disabled.
The case becomes read-only for clinics and dentists.
The lab proceeds with fabrication or service delivery based on the approved data.
Best Practice: Always review and finalize your order before lab approval to avoid delays or rework.
Common Scenarios & Tips
Correcting a Minor Mistake
Edit the order immediately after submission if you notice missing information.
Adding Additional Notes or Files
Use the edit option before approval to upload clarifying documents or scans.
Multiple Services in One Case
Remember that the dentist on record, case instructions, and scan files apply across all services.
Marking an Order as Received Is Important
In some situations:
The lab may deliver the appliance directly without updating the portal.
Shipment details may be shared outside Smile Genius.
The clinic receives the order, but the system still shows it as pending shipment.
By marking the order as received, the clinic ensures:
The system accurately reflects the real-world status.
Follow-up actions, such as remakes, are not blocked.
Clear documentation of order completion
Who Can Mark an Order as Received?
The following users can perform this action:
Practice Managers
Dentists
Authorized clinic users with case access
When Can an Order Be Marked as Received?
An order can be marked as received when:
The appliance has physically arrived at the practice.
The order has not already been marked as received
Important Rule:
A remake can be requested only when:
The lab has marked the order as Shipped, or
The clinic has marked the order as Received.
Accessing the Mark as Received Option
Log in to the Smile Genius Platform.
You can just navigate to the Cases tab.
Open the relevant case details page.
Locate the three-dot (⋮) menu at the top-right corner of the screen.
Select Mark as Received from the menu.
Step-by-Step: Marking an Order as Received
Step 1 - Review Case Details
Confirm that the appliance has been physically delivered to the practice.
Verify the case and service details before proceeding.
Step 2 - Mark the Order as Received
Click Mark as Received from the three-dot menu.
Review the confirmation message shown by the system.
Confirm the action.
What Happens After Marking an Order as Received?
Once confirmed:
The order status is updated to Received on the clinic side.
The case timeline reflects the received event.
The system recognizes the order as delivered.
The Remake option becomes available if required.
Note: Marking an order as received does not notify the lab or change lab-side shipment records.
Relationship Between Received Orders and Remakes
Remakes can be initiated only when the system confirms delivery.
Delivery confirmation occurs when:
The lab marks the order as Shipped, or
The clinic marks the order as Received
If neither action has occurred, the Remake option will remain unavailable.
Troubleshooting
Q: I don’t see the Edit option. Why?
The lab may have already approved the order.
Your user role may not have edit permissions.
Q: Can I undo an approval?
No. Once approved by the lab, orders cannot be edited or reverted through the platform.
Q: How do I request a change after approval?
Contact the lab directly and follow their change or remake policy.
Send a comment or a chat message to the lab from the portal for further details.
Q. Can I mark an order as received before it physically arrives?
No. This action should be taken only after delivery.
Q. Does marking as received notify the lab?
No. This is a clinic-side confirmation only. The lab can see the order status as Delivered once the order is marked as received by the clinic.
Q. Can I undo the received status?
This depends on system permissions. Contact Smile Genius Support if required.
Key Takeaways
Orders are editable only before lab approval.
Always verify case details immediately after submission.
Use edits responsibly to maintain efficient lab workflows.
Clinics and dentists can independently mark orders as received.
This is useful when labs do not update shipment status.
Marking an order as received enables remake requests.
Delivery confirmation is required for all remake workflows.
This controlled editing approach ensures accuracy while protecting labs from mid-production changes, creating a reliable collaboration experience for clinics, dentists, and labs alike.