Your First Workflow
Learn how to create and configure your first order workflow with custom stages.
A workflow (also called a "Flow" or "Order Type") defines the stages an order goes through from creation to completion. Each workflow can have multiple stages that represent your fulfillment process.
Why Multiple Workflows?
Many businesses need more than one workflow because different products or order types follow different processes. Instead of forcing all orders through the same stages, you can create separate workflows tailored to each process.
Example: T-Shirt Print Shop
A print shop might have three different workflows:
| Workflow | Use Case | Why It's Different |
|---|---|---|
| Screen Print Orders | Bulk orders (50+ shirts) | Requires screen prep, longer production time |
| DTG Orders | Small orders (1-10 shirts) | No screen prep, faster turnaround |
| Embroidery Orders | Hats, polos, jackets | Different equipment, digitizing step |
Example: E-commerce with Dropshipping
| Workflow | Use Case | Why It's Different |
|---|---|---|
| In-House Fulfillment | Products you stock | You pack and ship |
| Dropship Orders | Vendor-fulfilled items | Forwarded to supplier, different tracking |
When to Use Multiple Workflows
Consider creating a separate workflow when:
- Different stages - The order goes through different steps
- Different teams - Different people handle the fulfillment
- Different timelines - Some orders take days, others take weeks
- Different customer communication - Customers need different status updates
Creating Your First Flow
- Navigate to Settings → Order Flows
- Click Add Pipeline
- Enter a name for your flow (e.g., "Standard Orders" or "Custom Products")
- Add stages to represent your process
Typical Workflow Stages
Here are some common stages for different business types:
E-commerce / Retail
| New Order | Processing | Packed | Shipped | Delivered |
|---|---|---|---|---|
| Order received | Being prepared | Ready to go | With carrier | Complete |
Manufacturing / Custom Products
| New Order | Design Review | Production | Quality Check | Ready to Ship | Shipped |
|---|---|---|---|---|---|
| Received | Specs verified | Manufacturing | Final inspection | Passed QC | With carrier |
Print Shop
| New Order | Art Prep | Screen Prep | Printing | Finishing | Ready |
|---|---|---|---|---|---|
| Received | Artwork ready | Screens made | On press | Cut/fold/bind | Pickup/ship |
Stage Settings
Each stage can be configured with:
- Color - Visual indicator on the Kanban board
- Customer Visibility - Whether customers see this stage on tracking page
- Email Notification - Automatically email customers when order enters this stage
- Webhook Trigger - Send data to external systems when orders reach this stage
Next Steps
Once you've created your workflow, you may want to control which stages your customers can see. Learn more in Substages & Customer Visibility.