How to set automatic actions? Practical examples

When running a business based on sales, you must repeatedly perform order fulfillment-related tasks. With Base, you can automate most repetitive processes, allowing you to save time and eliminate errors.

Basic information about the operation and configuration of automatic actions can be found in the Automation article.

Below, we present examples of automatic actions divided into categories, depending on what actions they can perform. See how to set up individual automations step by step.

You don’t have to strictly follow the presented scenario – each automatic action can and should be adapted to the needs and specifics of your business.

Order separation

One of the first activities worth automating is distributing new orders. The basis on which you will separation orders depends on you. Choose a method based on how the order fulfillment process looks in your company.

Step-by-step instructions are available in the Order separation – automatic action examples article.

Shipping packages

Generating shipping labels is one of the most popular activities for which automatic actions are used in Base. You can, for example, set up shipment creation for orders in a selected status or for those with a specific shipping method. Within each automation, you’ll choose the integration through which the label will be generated and establish package parameters.

Step-by-step instructions are available in the Shipping packages – automatic action examples article.

Sending e-mails

Using automatic actions, you’ll also improve communication with the client and enhance service quality. Through Base, you can send e-mail or SMS messages.

In this article, we’ll focus on e-mails: the most popular communication tool in e-commerce. Their content depends on you – you can create any number of templates with specific content. Whether you want to send messages thanking for a purchase, providing the shipping number and tracking link, or a sales document – you can automate it all!

Step-by-step instructions are available in the Sending e-mails – automatic action examples article.

Shipment tracking

If you create shipments in Base using a courier integration connected via API, for most integrations, the system receives information about the shipment status from the carrier. Depending on the delivery stage of the package you’ve sent, automatic actions can perform further tasks for you, such as sending a message to the client or changing the order status. It is also possible to mark orders that have encountered problems in the delivery process.

Step-by-step instructions are available in the Shipment tracking – automatic action examples article.

Document issuance

In the Base panel, you can also generate various sales documents, including receipts and invoices. With actions, you can issue them automatically.

Even if you issue documents outside of Base, e.g., in an ERP system, you can streamline the process of delivering them to clients.

Step-by-step instructions are available in the Document issuance – automatic action examples article.

Personal events

Automatic actions are divided into system events (triggered at a specific moment) and personal events (triggered by pressing a created button, keyboard shortcut, or scanning a barcode). Using personal events, you can perform any automation. Among the most popular actions invoked by personal events are modifying orders or issuing invoice corrections.

Step-by-step instructions are available in the Personal events – automatic action examples article.

Returns

Thanks to the extensive returns module available in Base, you can handle all returns in one place. You can create an automatic action that changes the status of an order for which a return has been reported and issues an invoice correction. For returns from Allegro orders, automatic payment return and commission refund request are also possible.

Step-by-step instructions are available in the Returns – automatic action examples article.

Other selected actions

Base enables automation of many processes performed in a company. We’ve selected several popular automatic actions that did not fit into any category of their basic division. Among the examples, you’ll find: adding a product to an order, displaying a message for the user, executing automation with a delay, and transferring orders to wholesalers.

Step-by-step instructions are available in the Other selected actions – automatic action examples article.

Pick&Pack Assistant

Picking and Packing Assistant simplifies the process of preparing a package for shipment. It allows the use of a barcode scanner and is available on any device with a web browser. Through automation, you can check who packed the order, create a label after packing the order, or for example, send an email to the client about an order delay if packaging is interrupted (e.g., due to a product being out of stock).

Step-by-step instructions are available in the Pick&Pack Assistant – automatic action examples article.

Additional tips

Before starting to create automations, create appropriate groups and assign individual automatic actions to them. This will make managing them much simpler – especially if you plan to create many actions in the near future.
The placement of automation on the list matters.
Before you start adding a new automation, plan the process and prepare. Create appropriate statuses or message templates that will be used by the automatic action.
Add descriptions to automations that will help you/your employees quickly understand how the automation works.
For some options, there is a Stop after failure option. It’s worth using it, especially if you’re creating complex actions performing multiple tasks.