Description: Allows you to create custom order states and associate automatic emails with state changes, offering complete control over the order management flow.
What is it for? (Practical examples)
This tool is essential for optimizing the sales process and customer communication, especially if your workflow requires specific steps not covered by the system's predefined states.
- Workflow standardization: Create specific intermediate states (e.g., "Waiting for graphic approval," "Document verification in progress") to accurately track the progress of each order.
- Targeted communication: Automatically send an email notification to the customer as soon as an order reaches a crucial phase, ensuring transparency and reducing update requests.
- Interface cleanliness: Hide unused default order states, simplifying display and selection for your staff.
Main features
The features are divided into two areas: creating new custom states and editing the system's predefined states.
- Unlimited state creation: You can define an unlimited number of new order states, each with a unique name and graphical appearance.
- Graphic customization: Assign a specific color to each state to make it immediately recognizable in lists and order cards.
- List positioning: Decide exactly where to insert the new state within the general list, choosing to place it after any existing predefined state.
- Email override: For each custom state, you can define entirely new email content that will be sent to the customer when the order moves into that state.
- System states modification: You can rename, change the color, or hide the default order states provided by the system without recreating them.
How to configure
Configuration is managed through two main tabs in the module settings panel.
1. "General" tab (Custom States Creation)
This section allows you to create and manage your custom order states. Use the multi-row builder to add new states.
| Field | Description |
|---|---|
| State Name | The name that will appear in lists and order cards. Supports translation into different languages. |
| Label Color | The color code (hexadecimal) used for the state's label. |
| Show after | Select an existing system state. The new custom state will be inserted immediately after the selected one in the list. If left empty, it will be added at the end of the list. |
| Custom Email | A full editor allowing you to define the text, subject, and layout of the email automatically sent to the customer when the order reaches this state. |
2. "Edit predefined states" tab
This section is dedicated to customizing default order states provided by the system.
| Option | Description |
|---|---|
| State name | Enter a new name to override the default one. If left empty, the original name will be kept. |
| Label color | Enter a new color code to override the default one. |
| Hide this state | Check this box to completely remove this state from the selection list in orders. |
Note: Changes made in this section apply immediately to all existing and future orders using that state.
Automatic integrations
The module integrates seamlessly into the order management flow:
Integration in the orders area
All created custom states (identifiable by the prefix aos_ in their code, but only for your internal reference) are automatically added to the dropdown list of order states throughout all system areas (order card, lists, reports).
Automatic email sending
When an operator changes an order status and selects one of your configured custom states:
1. The system detects the status change.
2. Retrieves details of the order and customer.
3. Immediately sends out the customized email defined for that specific state, using content saved in your editor.
This ensures that customers receive accurate and specific communication for that stage of the process.
