Quick Status Updater

The Quick Order Status Updater is a very nice addition to Arpastart eCommerce (if we do say so ourselves). It allows you to very quickly update order statuses. It also adds the ability to use tracking numbers for any number of carriers and includes a custom email templates system. You can update order statuses from a single page, either in bulk or for a single order. You can change to any status you want, but by default, the system will change it to the next order status in your workflow. It adds colours to the order statuses in your order list, so you can very quickly identify where orders are in your order processing workflow. Each status order status change has the ability to store a unique message for your customer with shortcodes to get information like customer name and order number. Let's have a look at the configuration first and then we will see it in action. To get to the settings, you will need to navigate to Toolbox > Order Status Workflow


MAIN OPTIONS

On the main options tab, you can see Colour display mode. This configures how order status colours are used in the Orders list. The purpose of the colour display mode is to make it as easy as possible to see what status orders are at in your order processing workflow. 

The available options are Text Only, Cell and Row. With Text Only, your Order List could look like this:

Using Cell, your Order List could look like this: 

  
And using Row, your Order List could look like this: 

 
A change in order status is an event that triggers an email to the customer the order belongs to. That email notification can be turned off globally or on an individual basis. 

 
By default, Notify Checked is set to ON, meaning the Notify checkbox will be ticked by default, but you can always change it individually in the popup when you change your order statuses.


We do understand that some order statuses are only used to mark progressing in your workflow, and if sent to the customer, would probably confuse them or look more like SPAM than useful updates. Extra info allows you to add some additional information about the order in the update status popup. You can use shortcodes to get data from the order dynamically. This information is only for you; it is not visible to your customers. 

 
Click on the Help button to display available tags or shortcodes.


In this case, our {customer} shortcode, added the customer name next to the Order Number on the popup.   


TRACKING SYSTEM

This is where you can set up your couriers and their tracking URLs. Two very commonly used couriers are Australia Post and Toll, so let's set those up. In the Title field, we add the name of the courier or service that customers can select. Most couriers have a tracking service available, and these services have a URL. For example, Australia Post uses as the tracking URL:  http://auspost.com.au/track/track.html?id= Toll uses as their tracking URL:  https://online.toll.com.au/trackandtrace/traceConsignments.do?consignments= For each delivery, the tracking system will create a unique link by combining the Tracking URL and Tracking Number


When you process any orders now, you will be able to select either Toll or Australia Post as the courier and add a tracking number.


ORDER STATUSES

All your order statuses are displayed on the Order Statuses tab. You can drag and drop these in any order you want. It generally makes sense to have them in the order that they happen in your workflow. 

 
By clicking on an order status, you can set up the default message that is sent when the order moves to the next status, you can select the next status from a dropdown list, and you can select a colour.

You have access to some shortcodes to use in the email templates, which will get the data from each individual order dynamically. For a full list of tags, please click the Help button next to the Default Message label.


It will display all the available tags or shortcodes

 
Now when we update one of the test orders from Payment Pending to Payment Received, the popup shows us the default message. 

 
If I leave Notify selected and press Save & Close the following email is sent to the customer, so we know everything is working nicely. The link takes the customer to their account in the online store.


USING THE QUICK STATUS UPDATER

If you are only updating a single order, you can just click in the Order Status column of the order. 

 
That will open up the Update Status pop up and automatically select the next order status in your workflow. You can change the next order status manually from the dropdown list if for some reason the general next status does not apply (for example, Split Shipment). You can add a trackingnumber if that is required at this stage in the process and select which courier is used. You can deselect the Notify tick box if it is only relevant internally as a part of the processing cycle and the customer does not need to know about this update in order status. For example, when the stock has been picked and is awaiting packing. You can make changes to the default email template if required, and see the order history at the bottom of the Update Status popup. 

 
If you are updatingmultiple orders, you will need to select them from the order list using the tickbox at the start of the row. With a Bulk update, all the selected orders will be moved to the same order status and sent the same comment if you add one. The customer notification tick will apply to all the orders, but each order can have a tracking number and courier applied separately. Save and Save & close will apply the changes to all selected orders.

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