Flow Automation: Updating Order Notes via Action

You can use the Update order note action in Flow Automation to automatically add information to the Other details field of an order's notes, such as handling instructions, source labels, or special requests. Your staff can see this information as soon as they open the order, so they no longer need to search through chat history or add notes manually.

This guide explains the field descriptions for this action, the applicable workflows, and how to test and apply it in real-world scenarios.

When to Use the Update Order Note Action

Use the Update order note action when:

• You want to record handling requirements directly on specific orders, such as "Gift wrapping required" or "Priority shipping."
• You want to generate notes automatically from order information, such as products, order amount, or shipping region, to reduce manual input.
• You want your warehouse or customer service team to see reminders while processing orders, without extra communication.

Field Descriptions

The Update order note action allows you to define which order to update and what information to add to its notes:

Applicable Workflows

The Update order note action is primarily used in workflows initiated by the following trigger:

• Order Created

Testing the Workflow

To test whether the workflow successfully adds information to the order notes, follow these steps:

1. In Flow Automation, set up a workflow using the Order Created trigger and the Update order note action, then click Publish.
2. From your SHOPLINE admin panel, go to Orders > Create order to create a test order.
3. Fill in the order details and submit the order to trigger the workflow.
4. After the order is created, go to Flow Automation to check the execution results.

5. Open the test order from Orders and verify that the name and content you configured appear in the Other details field of the order notes.

Example Use Case

Here is a practical example of using the Update order note action to remind your warehouse team to handle special orders.

Scenario: When a customer purchases a product that requires gift wrapping, automatically add a reminder to the order so the warehouse team doesn't miss it.

• Trigger: Order Created
• Condition: The order contains a specific product (e.g., "Gift Wrapping Service").
• Action: Update order note
  • Name: Handling instructions
  • Content: This order requires gift wrapping. Please wrap the items and include a greeting card before shipping.
• Outcome: Handling instructions are automatically added to the notes of every matching order when it is created. Your warehouse team sees the reminder as soon as they open the order, which reduces missed gift wrapping and rework.