Order flows

An order flow is a set of order states, which can be used internally to control how an order should be processed.

In most cases, it makes sense to have a default order state called ‘New’, and an order state called ‘Completed’ – but you may have several other steps in your order work flow. In that case, you can create and use custom order states.

To create a new order flow:

  • Go to Settings > Ecommerce > Orders > Order flows
  • Click New order flow in the toolbar
  • Name the order flow – and optionally provide a description for it
    • If you want to use it by default, check the default checkbox
  • Save the order flow

This creates a new (but empty) order flow. To make it useful, you must add order states to it.

Order states are the individual steps in an order flow.

To create an order state click New order state in the order flow toolbar to open the edit order state view (Figure 2.1):

Figure 2.1 Creating a new order state

From here, you must:

  • Name the order flow, and optionally provide a description for it.
  • Check the default checkbox, if you want this state to be the default state. New orders will be created with this state set.
  • Decide if you want to include or exclude the order state from the Ecommerce statistics.

In the Notification area you can set up automatically sending an email to your customer (or others) when an order enters the order state. 

To set up email notifications:

  • Specify a subject, a sender name and sender email. Use {OrderID} in the subject to include the order ID.
  • Check the send to customer checkbox to send the email notification to the customer who placed the order (provided you have an email address to send to) – or add other emails to the send to others area manually.
  • Select (or create/modify) an email template to use for your notification emails – you can use different templates for customers and other recipients.

Once you are happy with your settings, save your order state – and repeat as necessary until your order flow contains the states you need.


These are the database tables relevant for order flows & order states:


Contains order flow setup from Settings -> Ecom -> Orders -> Order flows.

Field name Data type Length
OrderFlowId int 4
OrderFlowIsDefault bit 1
OrderFlowName nvarchar 255
OrderFlowDescription nvarchar Max
OrderFlowOrderType int 4


Contains definitions of individual order states in an order flow (OrderFlowId).

Field name Data type Length
OrderStateId nvarchar 50
OrderStateName nvarchar 255
OrderStateDescription nvarchar Max
OrderStateIsDefault bit 1
OrderStateDontUseInstatistics bit 1
OrderStateIsDeleted bit 1
OrderStateMailTemplate nvarchar 255
OrderFlowId int 4
OrderStateMailSender nvarchar 255
OrderStateMailSenderName nvarchar 255
OrderStateMailSubject nvarchar 255
OrderStateAutoId int 4
OrderStateSendToCustomer bit 1
OrderStateOthersMailTemplate nvarchar 255
OrderStateOthersRecipients nvarchar Max
OrderStateSortOrder int 4
OrderStateOrderType int 4
OrderStateAllowOrder bit 1
OrderStateAllowEdit bit 1


Defines flow between order states (OrderStateRuleFromState -> OrderStateRuleToState).

Field name Data type Length
OrderStateRuleId int 4
OrderStateRuleFromState nvarchar 50
OrderStateRuleToState nvarchar 50