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Manage order statuses

Goal​

To set up and manage order statuses in the Propeller backoffice, controlling the flow of orders from quotation requests to order fulfillment and archival. Customizing these statuses ensures alignment with your business processes and workflow requirements.

Understanding Order Statuses​

Order statuses define the different stages an order can be in throughout its lifecycle. The system includes:

  • System statuses: Pre-defined statuses that cannot be deleted (e.g., NEW, REQUEST, QUOTATION)
  • Custom statuses: User-created statuses tailored to specific business needs
  • Status sets: Groups of related statuses that organize workflow stages

Step 1: Navigate to Order Statuses​

  1. From the backoffice menu, select Shops & Channels and then Order Statuses.
  2. You'll see two tabs:
    • Order Status: Lists all individual order statuses
    • Order Status Set: Shows grouped status collections

Step 2: Create a New Order Status​

  1. Click the New Order Status button in the top right corner.
  2. A popup window titled New Order Status will appear.

Step 3: Fill in Order Status Details​

Complete the required fields in the popup:

Basic Information​

  • Code: Enter a unique identifier for the status (e.g., QUOTATION, DRAFT_ORDER). This is mandatory and cannot be changed after creation.
  • Name: Enter the display name for the status (e.g., Quotation, Draft Order).
  • Description: Provide a description to clarify the status purpose (optional).

Configuration​

  • Order Type: Select the type of order this status applies to:
    • Order: Regular customer orders
    • Quotation: Price quotes and proposals
    • Request: Initial inquiries or requests
  • Transition Next: Define the next possible status(es) in the workflow. You can select multiple statuses that this status can transition to.
  • Status Set: Assign this status to a status set to group related statuses (optional).

Status Properties​

Configure the following toggle options:

  • Default: Marks this as the initial status for its order type (currently acts as a marker)
  • Public: Orders with this status are visible to customers in the webshop/portal
  • Editable: Orders in this status can be modified
  • Deletable: Orders in this status can be deleted (useful for drafts)

Note: The following properties are available but may not be implemented in all systems:

  • Exportable: Orders can be picked up by integrations (deprecated)
  • Confirmable: Orders can be confirmed (deprecated)
  • Archivable: Orders can be archived (deprecated)

Step 4: Save the Order Status​

  1. Click Save to create the new order status.
  2. A confirmation message will appear.
  3. The new status will appear in the order status list.

Managing Order Status Sets​

Order Status Sets group related statuses together for better organization.

Create a New Status Set​

  1. Click New Order Status Set button.
  2. Enter:
    • Name: Descriptive name for the set
    • Description: Purpose of this status set
    • Order Statuses: Select which statuses belong to this set
  3. Click Save.

Edit a Status Set​

  1. Click on an existing status set from the list.
  2. Update the name, description, or assigned statuses.
  3. Selected statuses appear as tags that can be removed with the X button.
  4. Click Save to apply changes.

Status Workflow Example​

A typical order workflow might include:

  1. REQUEST → Customer submits initial inquiry
  2. QUOTATION → Sales team prepares price quote
  3. DRAFT_ORDER → Quote accepted, order being finalized
  4. NEW → Order confirmed and placed
  5. PROCESSING → Order being prepared
  6. SHIPPED → Order dispatched
  7. DELIVERED → Order received by customer

Best Practices​

  • Logical Flow: Design status transitions that match your actual business processes
  • Clear Naming: Use descriptive codes and names that staff will understand
  • Visibility Control: Use the Public toggle to hide orders in that status from customers
  • Edit Restrictions: Disable editing on finalized statuses to prevent accidental changes
  • Status Sets: Group related statuses (e.g., "Shipping Statuses", "Payment Statuses")
  • Documentation: Use descriptions to explain when each status should be used

System vs Custom Statuses​

System Statuses​

  • Cannot be deleted
  • Core functionality depends on these
  • Examples: NEW, REQUEST, QUOTATION, UNFINISHED
  • Properties can be modified but code cannot change

Custom Statuses​

  • Created by users for specific needs
  • Fully customizable
  • Can be deleted when no longer needed
  • Useful for industry-specific workflows

Transition Management​

When setting up transitions:

  • Map out your complete workflow first
  • Ensure every status has at least one valid next status
  • Consider creating backwards transitions for corrections
  • Test the complete flow before going live

Tips for Complex Workflows​

  • Create separate status sets for different departments (Sales, Warehouse, Finance)
  • Use status codes that indicate the department or stage (e.g., SALES_REVIEW, WAREHOUSE_PICK)
  • Document your workflow diagram and share with team members
  • Regular review which statuses are actually being used