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Flow Automation: Triggering Workflows When an Order Is Created

When a customer places an order through the online store or other sales channels—or when a staff member manually creates an order in the admin panel—you can use the Order is Created trigger in Flow Automation to automatically initiate a workflow. This article explains the available actions, testing process, real-world use case, and workflow templates to help you automate your order management tasks effectively.

 

 

Supported Actions

When the Order is Created trigger initiates a workflow, you can pair it with the following actions to automate processing for orders, customers, and tags:

  • [Order] Update Order Tag
  • [Customer] Update Customer Note
  • [General] Send Email Notification
  • [Customer] Add Customer Tag
  • [Order] Cancel Order
  • [Customer] Adjust Membership Level
  • [Customer] Extend Membership Duration
  • [Customer] Bulk Query Customers
  • [Order] Bulk Query Orders
  • [Counter] Update Counter
  • [General] Loop Operation

 

 

Testing the Workflow

To test a workflow triggered by this event, follow the steps below:

  1. From your admin panel, go to Orders > Create order to create a test order.
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  2. Fill in the order details and submit the order to trigger the configured workflow.
  3. Open the Flow Automation app to verify whether the workflow executed correctly.

 

 

Example Use Case

Here’s a real-world example of using the Order is Created trigger: tagging customers who purchased offline (available in customer templates). When the order source is POS, the system can automatically tag the customer as an offline buyer.

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  • Trigger: Order Created
  • Condition: Order source is POS
  • Action: Add customer tag

 

 

Available Templates

Below are workflow templates that include the Order Created trigger. Click any template to view its setup details:

  • Track sample order conversions: After an order is created, the system checks if any product title or tag contains the word "sample" (e.g., "Sample XX Product").
    • If yes, tag the customer as [ordered sample].
    • If the customer already has the [order sample] tag, the system will consider this a successful conversion, updating the order tag to [sample conversion order] and adding the [sample conversion customer] tag to the customer.
  • Tagging offline customers: After order creation, if the source is POS, tag the customer as an offline buyer.
  • Tag customers with their preferred currency: After order creation, if the customer has placed more than a certain number of orders, tag them with their preferred currency.
  • Tag customers by shipping country: Add a country tag based on the shipping address in the order.
  • Tag customers who purchase items containing keywords like "women" or "female": If any product title contains such keywords, tag the customer as [female].
  • Segment customers by spending amount:
    • If the order amount is around $50 to $250 → [potential customer]
    • If the order amount is around $250 to $500 → [loyal customer]
    • If the order amount is more than $500→ [VIP]
  • Tag customers as [Ordering Customer] after placing an order: Useful when the customer purchases in-store or staff manually creates an order in the backend.
  • Tag high-spending customers as [high value customer]: If the order total exceeds $500.
  • Tag repeat customers as [returning customer]: If total order count exceeds a specified threshold.
  • Auto-cancel bulk orders from the same customer: If a customer places more than 10 orders within a specific timeframe, cancel the order and tag the cancellation reason as [high risk].
  • Cancel orders from specific email addresses and mark the reason: If the order contains a blacklisted email, cancel it, label the reason, and notify internal staff via email.
  • Flag suspicious billing addresses: If the billing address falls outside the acceptable range, notify staff via email.
  • Notify staff when orders are placed using suspicious IP addresses.
  • Track discount code usage: If the order meets certain discount conditions, update the corresponding counter.
  • Tag customer’s first order: If this is the customer’s first order, update the order tag with a custom label.
  • Tag orders with special logistics providers: If the logistics name includes keywords like "XX Logistics", update the order tag to [XX logistics].
  • Tag orders that contain gift cards: Update the order tag to [gift card tag].
  • Tag orders paid with gift cards: Update the order tag to [gift card payment].
  • Track orders using special discount codes: Notify specific employees and update the order tag to [discount code used].
  • Notify staff about special-order conditions: If the order contains specific criteria, notify the relevant team via email.
  • Tag order currency: Update the order tag to [{trigger.customer.currency}].
  • Tag orders with free shipping: If all delivery lines have fees ≤ 0, update the order tag to [free shipping fee].
  • Tag sales channel: Update the order tag to [{trigger.order_source}].
  • Tag orders with specific product tags: If any product tag includes "A," update the order tag to [A order].
  • Tag orders containing specific products: If any SKU title includes "A," tag the order as [A order].
  • Notify the shipping team if items from specific suppliers are included.
  • Alert staff when the discount amount is too high.
  • Notify staff when the quantity of any product in the order exceeds a threshold.
  • Auto-cancel orders from specific countries: If the shipping country is within the restricted list, cancel the order and log the reason.
  • Track order volume by country: After each new order is created, update a counter based on the shipping country.