coreSTORE - Fulfillment: Statuses
In this article, we will explain how to customize fulfillment statuses in coreSTORE's fulfillment module. This module allows you to track the picking, packing, and shipping stages of your orders. You can create custom fulfillment statuses to better match your specific workflow, enhancing your order management process. This guide will help you set up and tailor these statuses to suit your operational needs.
Fulfilment > Statuses
Accessing Fulfillment Statuses:
To manage fulfillment statuses and potentially create new ones, follow these steps:
Navigate to the Fulfillment Section: Locate the coreSTORE section dedicated to fulfillment. This is labeled as "Fulfillment," on the navigation bar.
Find the Statuses Sub-menu : Once you're in the fulfillment section, look for a sub-menu or option titled "Statuses". This sub-menu will house the pre-populated statuses and the functionality to add your own.
Manage Fulfilment Statuses
Manage Your Fulfillment Statuses:
After navigating to Fulfillment > Statuses, you'll see a screen displaying your existing fulfillment statuses. Here's what you can expect:
Pre-Populated Statuses: coreSTORE comes with pre-defined fulfillment statuses representing different stages in your order fulfillment workflow (e.g., "Pending," "Picked," "Packed," "Shipped").
Fulfillment Use Indicator: You might see an indication for whether each status is currently used in the fulfillment process. This helps identify active statuses within your workflow.
Edit (Optional): Edit will allow you to make changes to existing status and how they react in the current workflow.
Click on Add Status
Adding Your Custom Fulfillment Status:
On the "Manage Fulfillment Statuses" screen (accessed through Fulfillment > Statuses), you'll find options to create your own custom status:
"Add Status" Button: Look for a button labeled "Add Status" on the screen. Clicking this button will initiate the process of creating a new status tailored to your specific needs.
Name
Naming Your Custom Fulfillment Status:
Within the "Add Status" section (accessed through Fulfillment > Statuses), you'll be prompted to define your new status. Here's what to focus on:
Status Name: This is the most crucial element. Enter a clear and concise name that accurately reflects the stage your orders will be in when assigned this status. The name should be easily understood by anyone using the coreSTORE system.
Examples of Effective Status Names:
Awaiting Inventory Check
Packing in Progress
Order on Hold
Shipped with Tracking
Awaiting Carrier Pickup
Tips for Choosing a Good Status Name:
Be Specific: Avoid generic names like "Custom Status 1." Instead, use a name that describes the specific action or stage associated with the status.
Keep it Concise: Use short and clear names that are easy to read and understand at a glance.
Consider Workflow: Think about how this status fits into your overall fulfillment workflow and choose a name that reflects its position in the sequence.
By following these tips, you can create clear and informative status names that will streamline your fulfillment process and improve communication within your team.
Description
Adding an Optional Description (if applicable):
When creating a new fulfillment status through "Add Status" (Fulfillment > Statuses), you will see a section for a description. Here's what you can do:
Description Field (Optional): Enter a brief description to provide further context for your custom status. This can be helpful for clarifying the specific actions or conditions associated with the status.
Examples of Descriptive Text:
"This status indicates that the order requires a manual inventory check before proceeding."
"Orders assigned this status are currently being packaged and prepared for shipment."
Tips for Effective Descriptions:
Clarity is Key: Use clear and concise language to explain the meaning and purpose of the status.
Avoid Redundancy: Don't repeat information already conveyed by the status name. Instead, provide additional details that enhance understanding.
Focus on Action: If applicable, describe the actions typically taken when an order reaches this stage in the fulfillment workflow.
By providing a well-written description, you can ensure everyone using coreSTORE understands the purpose and implications of your custom fulfillment status.
New Order Check Box
Flagging New Orders with Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you will encounter a checkbox labeled "New Order". This option allows you to define how your new status interacts with incoming orders:
"New Order" Checkbox:
Unchecked (Default): New orders will not be automatically assigned this status upon creation.
Checked: If you select this checkbox, any new order entering the system will be automatically flagged with your custom status.
Consider These Factors:
Does it fit your workflow? Think about whether you want all new orders to be assigned this status or if it's more appropriate to assign it manually at a specific point in the fulfillment process.
Avoid bottlenecks: If your custom status represents a waiting period or requires additional actions, consider if automatically assigning it to new orders might create a backlog.
Making an Informed Decision:
By understanding how the "New Order" checkbox functions, you can determine if it's beneficial to automatically assign your custom status to new orders or if manual assignment is preferable for your specific workflow.
Completed Order Check Box
Auto-Completing Orders with Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you will see a checkbox labeled "Completed Order". This option determines how your status affects order completion:
"Completed Order" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically mark it as completed.
Checked: If you select this checkbox, whenever an order is assigned this status, it will also be automatically marked as "completed" within coreSTORE.
Cancel Order Check Box
Auto-Canceling Orders with Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you will encounter a checkbox labeled "Cancel Order". This option, if available, determines how your status affects order cancellation:
"Cancel Order" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically cancel it.
Checked: If you select this checkbox, whenever an order is assigned this status, it will also be automatically canceled within coreSTORE.
Can Be Picked?
Inventory Availability for Picking (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Can Be Picked?". This option, if available, determines how your status affects picking activities:
"Can Be Picked?" Checkbox:
Unchecked (Default): Orders assigned this status might not necessarily have all required items in stock and ready for picking.
Checked: If you select this checkbox, it indicates that orders assigned this status should be included in picking activities if all their required items are currently available in inventory.
Notify Customer Via Email
Automatic Customer Email Notifications (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Notify Customer Via Email". This option, if available, allows you to trigger automated email notifications to customers based on the status:
"Notify Customer Via Email" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically send an email notification to the customer.
Checked: If you select this checkbox, whenever an order is assigned this status, an automated email will be sent to the customer.
Tailoring Customer Communication (if applicable):
Status-Specific Updates: This functionality allows you to keep customers informed about the progress of their orders. You can create custom emails associated with specific statuses to provide relevant updates.
Content and Timing: Consider what information you want to convey in the email triggered by this status. It could be a simple notification that the order has reached a specific stage or a more detailed update depending on your workflow.
Email Content
Crafting Your Customer Email (if applicable):
coreSTORE allows for automatic email notifications based on fulfillment statuses (through the "Notify Customer Via Email" checkbox), you have the ability to customize the email content. Here's what to consider:
Clear and Concise Communication: Strive for a clear and concise email that effectively communicates the following:
Order Status Update: Inform the customer that their order has reached the stage represented by your custom status.
Next Steps (Optional): If applicable, you can provide information about what to expect next in the fulfillment process.
Contact Information: Consider including your contact details in case the customer has any questions.
Examples of Email Content (adapt based on your status):
"Your order \[order number\] is now being prepared for shipment. You will receive a notification with tracking information once your order has shipped."
"We are currently awaiting inventory for your order \[order number\]. We will notify you as soon as your order is complete and ready for shipment."
"Your order \[order number\] has been placed on hold due to \[reason for hold\]. We will reach out to you as soon as possible with further information."
Notify Customer Via SMS
SMS Notifications for Customers (Optional - Requires Twilio Integration):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Notify Customer Via SMS". However, this functionality often relies on a prior integration with Twilio, a cloud communications platform.
Twilio Integration Required: For SMS notifications to work, your coreSTORE system needs to be integrated with a Twilio account. This integration enables coreSTORE to send SMS messages through Twilio's infrastructure.
"Notify Customer Via SMS" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically send an SMS notification to the customer (even if Twilio is integrated).
Checked (With Twilio Integration): If you select this checkbox and have a Twilio integration set up, whenever an order is assigned this status, an automated SMS notification will be sent to the customer's phone number (assuming it's collected and stored within coreSTORE).
SMS Notification
Tailoring Customer Communication (if applicable):
Status-Specific Updates: Similar to email notifications, SMS can provide updates on order progress. You might be able to create SMS templates associated with your custom status to deliver relevant information.
Content and Brevity: Keep SMS content concise and informative due to character limitations. Focus on essential updates about the order status.
Color
Visually Distinguish Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll find a "Color Picker" tool (or similar option for selecting a color). This feature allows you to visually differentiate your new status from others on the fulfillment dashboard.
Color Coding for Clarity: Assigning a unique color to your custom status can improve visual clarity within the fulfillment dashboard.
Matching Your Workflow (Optional): You might consider using a color scheme that reflects your workflow stages. For example, green could represent completed orders, while yellow could indicate orders awaiting inventory.
Choosing an Effective Color:
Contrast and Readability: Select a color that contrasts well with the background of the fulfillment dashboard to ensure easy readability.
Alignment with Existing Colors: If your system already uses color coding for statuses, consider adopting a similar color scheme for consistency.
By using the color picker effectively, you can create a visually distinct status tag that enhances clarity and streamlines order management within the coreSTORE fulfillment dashboard.
Sort Order
Controlling Status Display Order (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll encounter a field labeled "Sort Order". This field allows you to determine the position of your new status within the dropdown menu on the fulfillment screen:
Dropdown Menu Order: The fulfillment screen might have a dropdown menu displaying all available fulfillment statuses. The "Sort Order" field dictates where your new status appears within this list.
Numerical Values: You'll enter a numerical value in the "Sort Order" field. Lower numbers correspond to higher positions in the dropdown menu (typically displayed from top to bottom).
Positioning Your Status Strategically:
Workflow Sequence: Consider the logical flow of your fulfillment process. You might want to position your new status in the dropdown menu according to the typical order stages. For example, a "Picking In Progress" status might follow a "Picked" status and precede a "Packing" status.
User Convenience: Think about how your team will use the dropdown menu. Placing frequently used statuses near the top can improve efficiency.
Making an Informed Choice:
By assigning an appropriate sort order value, you can ensure your new custom status appears in a logical and user-friendly position within the fulfillment screen's dropdown menu, making order management more streamlined for your team.
Use For Fulfilment
Making Your Status Actionable (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Use for Fulfillment". This option determines whether your new status is included in the active workflow on the fulfillment dashboard:
"Use for Fulfillment" Checkbox:
Unchecked (Default): This status will not be displayed or usable within the fulfillment dashboard. It might be intended for informational purposes only.
Checked: If you select this checkbox, your new status will become an active option within the fulfillment dashboard. Users can then assign this status to orders as they progress through the fulfillment workflow.
Channels
Linking Statuses to Ecommerce Integrations (Beta Feature):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you might encounter a section or option labeled "Channels". However, this feature is currently in beta, meaning it's under development and might have limited functionality.
Click on Save
Click on save to finalize your newly created status.
Fulfilment > Statuses
Accessing Fulfillment Statuses:
To manage fulfillment statuses and potentially create new ones, follow these steps:
Navigate to the Fulfillment Section: Locate the coreSTORE section dedicated to fulfillment. This is labeled as "Fulfillment," on the navigation bar.
Find the Statuses Sub-menu : Once you're in the fulfillment section, look for a sub-menu or option titled "Statuses". This sub-menu will house the pre-populated statuses and the functionality to add your own.
Manage Fulfilment Statuses
Manage Your Fulfillment Statuses:
After navigating to Fulfillment > Statuses, you'll see a screen displaying your existing fulfillment statuses. Here's what you can expect:
Pre-Populated Statuses: coreSTORE comes with pre-defined fulfillment statuses representing different stages in your order fulfillment workflow (e.g., "Pending," "Picked," "Packed," "Shipped").
Fulfillment Use Indicator: You might see an indication for whether each status is currently used in the fulfillment process. This helps identify active statuses within your workflow.
Edit (Optional): Edit will allow you to make changes to existing status and how they react in the current workflow.
Click on Add Status
Adding Your Custom Fulfillment Status:
On the "Manage Fulfillment Statuses" screen (accessed through Fulfillment > Statuses), you'll find options to create your own custom status:
"Add Status" Button: Look for a button labeled "Add Status" on the screen. Clicking this button will initiate the process of creating a new status tailored to your specific needs.
Name
Naming Your Custom Fulfillment Status:
Within the "Add Status" section (accessed through Fulfillment > Statuses), you'll be prompted to define your new status. Here's what to focus on:
Status Name: This is the most crucial element. Enter a clear and concise name that accurately reflects the stage your orders will be in when assigned this status. The name should be easily understood by anyone using the coreSTORE system.
Examples of Effective Status Names:
Awaiting Inventory Check
Packing in Progress
Order on Hold
Shipped with Tracking
Awaiting Carrier Pickup
Tips for Choosing a Good Status Name:
Be Specific: Avoid generic names like "Custom Status 1." Instead, use a name that describes the specific action or stage associated with the status.
Keep it Concise: Use short and clear names that are easy to read and understand at a glance.
Consider Workflow: Think about how this status fits into your overall fulfillment workflow and choose a name that reflects its position in the sequence.
By following these tips, you can create clear and informative status names that will streamline your fulfillment process and improve communication within your team.
Description
Adding an Optional Description (if applicable):
When creating a new fulfillment status through "Add Status" (Fulfillment > Statuses), you will see a section for a description. Here's what you can do:
Description Field (Optional): Enter a brief description to provide further context for your custom status. This can be helpful for clarifying the specific actions or conditions associated with the status.
Examples of Descriptive Text:
"This status indicates that the order requires a manual inventory check before proceeding."
"Orders assigned this status are currently being packaged and prepared for shipment."
Tips for Effective Descriptions:
Clarity is Key: Use clear and concise language to explain the meaning and purpose of the status.
Avoid Redundancy: Don't repeat information already conveyed by the status name. Instead, provide additional details that enhance understanding.
Focus on Action: If applicable, describe the actions typically taken when an order reaches this stage in the fulfillment workflow.
By providing a well-written description, you can ensure everyone using coreSTORE understands the purpose and implications of your custom fulfillment status.
New Order Check Box
Flagging New Orders with Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you will encounter a checkbox labeled "New Order". This option allows you to define how your new status interacts with incoming orders:
"New Order" Checkbox:
Unchecked (Default): New orders will not be automatically assigned this status upon creation.
Checked: If you select this checkbox, any new order entering the system will be automatically flagged with your custom status.
Consider These Factors:
Does it fit your workflow? Think about whether you want all new orders to be assigned this status or if it's more appropriate to assign it manually at a specific point in the fulfillment process.
Avoid bottlenecks: If your custom status represents a waiting period or requires additional actions, consider if automatically assigning it to new orders might create a backlog.
Making an Informed Decision:
By understanding how the "New Order" checkbox functions, you can determine if it's beneficial to automatically assign your custom status to new orders or if manual assignment is preferable for your specific workflow.
Completed Order Check Box
Auto-Completing Orders with Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you will see a checkbox labeled "Completed Order". This option determines how your status affects order completion:
"Completed Order" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically mark it as completed.
Checked: If you select this checkbox, whenever an order is assigned this status, it will also be automatically marked as "completed" within coreSTORE.
Cancel Order Check Box
Auto-Canceling Orders with Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you will encounter a checkbox labeled "Cancel Order". This option, if available, determines how your status affects order cancellation:
"Cancel Order" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically cancel it.
Checked: If you select this checkbox, whenever an order is assigned this status, it will also be automatically canceled within coreSTORE.
Can Be Picked?
Inventory Availability for Picking (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Can Be Picked?". This option, if available, determines how your status affects picking activities:
"Can Be Picked?" Checkbox:
Unchecked (Default): Orders assigned this status might not necessarily have all required items in stock and ready for picking.
Checked: If you select this checkbox, it indicates that orders assigned this status should be included in picking activities if all their required items are currently available in inventory.
Notify Customer Via Email
Automatic Customer Email Notifications (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Notify Customer Via Email". This option, if available, allows you to trigger automated email notifications to customers based on the status:
"Notify Customer Via Email" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically send an email notification to the customer.
Checked: If you select this checkbox, whenever an order is assigned this status, an automated email will be sent to the customer.
Tailoring Customer Communication (if applicable):
Status-Specific Updates: This functionality allows you to keep customers informed about the progress of their orders. You can create custom emails associated with specific statuses to provide relevant updates.
Content and Timing: Consider what information you want to convey in the email triggered by this status. It could be a simple notification that the order has reached a specific stage or a more detailed update depending on your workflow.
Email Content
Crafting Your Customer Email (if applicable):
coreSTORE allows for automatic email notifications based on fulfillment statuses (through the "Notify Customer Via Email" checkbox), you have the ability to customize the email content. Here's what to consider:
Clear and Concise Communication: Strive for a clear and concise email that effectively communicates the following:
Order Status Update: Inform the customer that their order has reached the stage represented by your custom status.
Next Steps (Optional): If applicable, you can provide information about what to expect next in the fulfillment process.
Contact Information: Consider including your contact details in case the customer has any questions.
Examples of Email Content (adapt based on your status):
"Your order \[order number\] is now being prepared for shipment. You will receive a notification with tracking information once your order has shipped."
"We are currently awaiting inventory for your order \[order number\]. We will notify you as soon as your order is complete and ready for shipment."
"Your order \[order number\] has been placed on hold due to \[reason for hold\]. We will reach out to you as soon as possible with further information."
Notify Customer Via SMS
SMS Notifications for Customers (Optional - Requires Twilio Integration):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Notify Customer Via SMS". However, this functionality often relies on a prior integration with Twilio, a cloud communications platform.
Twilio Integration Required: For SMS notifications to work, your coreSTORE system needs to be integrated with a Twilio account. This integration enables coreSTORE to send SMS messages through Twilio's infrastructure.
"Notify Customer Via SMS" Checkbox:
Unchecked (Default): Assigning this status to an order won't automatically send an SMS notification to the customer (even if Twilio is integrated).
Checked (With Twilio Integration): If you select this checkbox and have a Twilio integration set up, whenever an order is assigned this status, an automated SMS notification will be sent to the customer's phone number (assuming it's collected and stored within coreSTORE).
SMS Notification
Tailoring Customer Communication (if applicable):
Status-Specific Updates: Similar to email notifications, SMS can provide updates on order progress. You might be able to create SMS templates associated with your custom status to deliver relevant information.
Content and Brevity: Keep SMS content concise and informative due to character limitations. Focus on essential updates about the order status.
Color
Visually Distinguish Your Status (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll find a "Color Picker" tool (or similar option for selecting a color). This feature allows you to visually differentiate your new status from others on the fulfillment dashboard.
Color Coding for Clarity: Assigning a unique color to your custom status can improve visual clarity within the fulfillment dashboard.
Matching Your Workflow (Optional): You might consider using a color scheme that reflects your workflow stages. For example, green could represent completed orders, while yellow could indicate orders awaiting inventory.
Choosing an Effective Color:
Contrast and Readability: Select a color that contrasts well with the background of the fulfillment dashboard to ensure easy readability.
Alignment with Existing Colors: If your system already uses color coding for statuses, consider adopting a similar color scheme for consistency.
By using the color picker effectively, you can create a visually distinct status tag that enhances clarity and streamlines order management within the coreSTORE fulfillment dashboard.
Sort Order
Controlling Status Display Order (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll encounter a field labeled "Sort Order". This field allows you to determine the position of your new status within the dropdown menu on the fulfillment screen:
Dropdown Menu Order: The fulfillment screen might have a dropdown menu displaying all available fulfillment statuses. The "Sort Order" field dictates where your new status appears within this list.
Numerical Values: You'll enter a numerical value in the "Sort Order" field. Lower numbers correspond to higher positions in the dropdown menu (typically displayed from top to bottom).
Positioning Your Status Strategically:
Workflow Sequence: Consider the logical flow of your fulfillment process. You might want to position your new status in the dropdown menu according to the typical order stages. For example, a "Picking In Progress" status might follow a "Picked" status and precede a "Packing" status.
User Convenience: Think about how your team will use the dropdown menu. Placing frequently used statuses near the top can improve efficiency.
Making an Informed Choice:
By assigning an appropriate sort order value, you can ensure your new custom status appears in a logical and user-friendly position within the fulfillment screen's dropdown menu, making order management more streamlined for your team.
Use For Fulfilment
Making Your Status Actionable (Optional):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you'll see a checkbox labeled "Use for Fulfillment". This option determines whether your new status is included in the active workflow on the fulfillment dashboard:
"Use for Fulfillment" Checkbox:
Unchecked (Default): This status will not be displayed or usable within the fulfillment dashboard. It might be intended for informational purposes only.
Checked: If you select this checkbox, your new status will become an active option within the fulfillment dashboard. Users can then assign this status to orders as they progress through the fulfillment workflow.
Channels
Linking Statuses to Ecommerce Integrations (Beta Feature):
While creating a custom fulfillment status through "Add Status" (Fulfillment > Statuses), you might encounter a section or option labeled "Channels". However, this feature is currently in beta, meaning it's under development and might have limited functionality.
Click on Save
Click on save to finalize your newly created status.
Updated on: 06/26/2024
Thank you!