Order Fulfillment Workflow

What does this workflow record at each stage of an order?

Each order record captures the stock availability result, any purchasing resolution and expected date, the confirmed delivery address and quality check outcome, dispatch details such as carrier and tracking number, and the eventual delivery date. Every status change, from Released through to Delivered, is added to the order's timeline, along with a log of workspace activity. This gives a running history of what happened and when, which staff can refer back to at any point.

Who is involved in fulfilling an order through this workflow?

Warehouse staff handle stock allocation, picking and packing, and quality check fixes; purchasing staff resolve stock shortages; and the dispatch team confirms dispatch and later records the delivery date. Each of these steps is a task assigned to a workspace member, and the workflow waits for the relevant person to complete it before moving on. Customers are not assigned tasks — they receive email updates on progress instead.

What happens if stock is not available for an order?

If the warehouse allocation task shows that not everything is in stock, the workflow routes the order to a purchasing task to resolve the shortage. Purchasing records how the issue was resolved and an expected resolution date, and the workflow then restarts the allocation task so stock availability can be checked again. This loop can repeat until stock is confirmed available before the order moves on to picking.

What happens if an order fails its quality check?

When the pick and pack task records a quality check result of Fail, the workflow routes the order to a warehouse task to fix the issue. Warehouse staff record what was fixed, and the workflow then restarts the pick and pack task so the order can be re-checked. Only once the quality check passes does the order proceed to dispatch.

How do we change this workflow to suit our own process?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, for example to add extra checks or change task deadlines. Earlier versions of the workflow are kept, so changes can be reviewed over time. This makes it possible to adapt the process as fulfilment needs change without a development project.

How does the customer stay informed during fulfilment?

Customers receive an email when their order is set to Released, letting them know their order is being prepared and including the order number. A second email is sent once the order is dispatched, providing the tracking number. Both emails are sent automatically as part of the workflow, using the workspace's built-in email or its own connected AWS SES account.

Can this workflow be used with an online payment step?

A workspace can connect a Stripe account for online payments, though connecting Stripe on its own does not change this workflow. To take payment as part of order fulfilment, a payment step would need to be added to the workflow using the workflow editor or by describing the change in plain English.

How is order status tracked and reported on?

Every order record carries a current status — such as Released, Picking, Shipped or Delivered — that updates automatically as the workflow progresses through allocation, packing, dispatch and delivery. Table views and dashboards display records grouped by status, giving a live picture of where every order stands. This supports oversight across the fulfilment process without needing to open each individual record.

Does this workflow help with compliance or audit requirements?

The workflow records statuses, task entries such as quality check results and dispatch details, and a timeline of activity for each order, which can support internal record-keeping. Each business should confirm its own compliance and audit obligations, as this workflow does not itself determine or guarantee compliance. The information captured on the record can be reviewed as part of that assessment.