Order separation – automatic action examples

One of the basic uses of automatic actions is order splitting. This involves automatically changing the order status based on selected conditions.

Thanks to the ability to display orders with a specific status, this type of automation will streamline many processes. For example, you can divide orders into those ready for processing, requiring attention, and those whose processing should be temporarily suspended.

But this is certainly not the only possibility. You can automate the division of your orders in any way, depending on the specifics of your business and needs.

 

Below, we present an example configuration of automatic actions for order splitting.

 

Based on delivery method

In this scenario, the main goal is to separate correctly paid orders and cash-on-delivery orders from incorrect orders: with incomplete payment, wrong transfer, or collected with an error.

1. In the Orders → Automatic actions section, select the +Add automatic action button.
2. In the left column, choose the Event – what will initiate the automatic action. If the event does not occur, the automation will not be triggered. To perform an action for orders that have already been paid, select the The order has been paid event.
   You can also select another event, such as Order fetched. However, remember that for orders from e.g. Allegro, the shipping method is only retrieved when the delivery option form is downloaded. So at the time of order fetch the action conditions may not yet be met. Remember that for the The order has been paid event, the action will not be initiated for cash-on-delivery orders.

3. To divide orders by delivery method, choose Shipping method as the condition.
   From the dropdown list, select how the value specified in the automation should be compared with the value in the order field:

   • Contains the phrase;
   • Doesn’t contain a phrase;
   • Equals;
   • Doesn’t equals;
   • Starts with;
   • Ends with;
   • Empty value;
   • Non-empty value.
4. Select Equal to provide the exact delivery name occurring in orders. You can choose the shipping method from the list (for marketplace orders) or enter it manually. For manually entered values (e.g., for shop orders), to enable confirmation, enter a space (e.g., “courier “).
5. After adding all shipping methods for which the automation should be launched, select the actions to be performed (in the right column). In this case, it will be Change status: Courier.
6. When your action is ready, click Save on the right side of the automatic action creation window.

 

Cash-on-delivery orders

If you want to automate the process for cash-on-delivery orders from Allegro/eBay and from shops/other marketplaces, you need to create two separate automatic actions.

1. Select the main event:

   • The delivery option form has been downloaded (Allegro/eBay) – for Allegro/eBay orders;
   • Order fetched – for shop and/or other marketplace orders.
2. Add the Shipping method condition and select the expected values for this field. Pay special attention to methods containing cash on delivery in the name.
3. Add a second condition Cash on delivery: Yes to ensure the automatic action is performed only for cash-on-delivery orders.
4. In the right column, select the Change status action and choose the desired status, e.g., To be paid (Courier).

 

 

 

Based on order source

Another frequently used method is dividing orders depending on the order source.

1. Select the Order fetched event.
2. Choose Order source as the condition. In this example, it will be Any Allegro account.
3. As an action set the status that all collected Allegro orders should receive (Change status: e.g., New – Allegro).

 

 

Thanks to this automation, all Allegro orders will be moved to the New – Allegro status. If you have several accounts on a given marketplace, you can also divide orders by specific account.

Based on products in the order

Often, when separating orders, the ordered product is important. For example, when selling a product that does not fit in a standard carton and is shipped in a special package. The goal of the automatic action will be to mark orders containing such a product.

In this situation, the delivery method and order source are irrelevant. Add another automatic action.

1. Select an event like Order fetched or The order has been paid for.
2. Choose a condition that checks whether a specific product is in the order. You can use the Product with name/ID/SKU/EAN/tag condition. Other conditions are available to check products in the order, but these mentioned are easiest for verifying the purchase of a specific product.
3. Select actions to be performed for orders with the selected product. In this case, we’ll mark such orders with a star (Modify order – Star).

 

 

Based on weight

Weight is an important aspect of creating shipments that affects their cost.

Using an automatic action, you can check the total weight of products in an order.

 

In this scenario, you’ll transfer orders where the total product weight exceeds 100 kg to the Pallet status.

1. Select an event like Order fetched.
2. Choose Products weight as the condition and enter values, e.g., from 100 to 500 kg.
3. The action will be changing the status to Pallet (Change status – Target Status: Pallet).

 

 

Based on buyer’s country

You can also separate orders based on shipping country. In this example, you’ll create automatic actions that will move domestic orders to the Poland status, while orders from other countries to the Abroad status.

1. Select the main event that will initiate automation condition checking. This could be Order fetched.
2. The condition will be Delivery country: Poland.
3. Choose Change status: Poland as the action.
4. Save the automation.
5. Add a second automation with the same main event and Delivery country condition. Select countries from which you receive orders or to be moved to a specific status.
6. Action: Change status: Abroad.

 

Returning customer

Within automatic order separation actions, you can immediately check whether the customer who placed the order is a returning customer – i.e., placed another order recently. It often happens that customers order products in a short time interval. Then you can combine 2 orders and send them in one package.

 

In this example, we’ll add a relevant note to the customer’s order who has other orders.

1. Select the Status has been set event. In this scenario, we’ll consider all previously correctly separated orders.
2. Add the Customer has other orders condition and choose the time period to be considered retrospectively.
3. Using the Modify order action, select the field where you want to add information (e.g., Seller comments) and enter a note.