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Order Workflow Manager Documentation

Introduction

Welcome to the Order Workflow Manager documentation.

This guide helps you install, configure, and use Order Workflow Manager to create internal WooCommerce order workflows, assign team responsibilities, and organize your daily order operations.

With Order Workflow Manager, you can move beyond the default WooCommerce order flow by creating custom internal statuses, managing team assignments, and tracking order activity in one focused workflow system.

Getting Started

Requirements

Before installing Order Workflow Manager, make sure your store meets these requirements:

  • WordPress 6.0 or newer
  • WooCommerce 8.0 or newer

Order Workflow Manager works with modern WooCommerce installations and supports WooCommerce High-Performance Order Storage (HPOS).

Installation

After purchasing Order Workflow Manager, you will receive the plugin ZIP file through Gumroad.

To install the plugin:

  1. – Download the plugin ZIP archive from your Gumroad purchase page.
  2. – Open your WordPress Dashboard.
  3. – Go to Plugins → Add New.
  4. – Click Upload Plugin.
  5. – Select the Order Workflow Manager ZIP file.
  6. – Install and activate the plugin.

After activation, the plugin is ready to configure.

Initial Setup

After installing Order Workflow Manager, the recommended setup process is:

  1. – Create your internal order statuses.
  2. – Add your team members.
  3. – Configure notification settings.
  4. – Start managing orders from the Order Workflow page.

The plugin automatically creates a default internal status during installation. This status is applied to existing orders that are not completed and can be renamed to match your workflow

Creating Internal Order Workflows

Manage Your Workflow Settings

Order Workflow Manager settings are available from:

WooCommerce → Settings → Order Workflow

From this section you can manage:

  • – Internal statuses
  • – Status colors
  • – Default workflow status
  • – Staff members
  • – Auto-Notify settings

Creating Custom Internal Statuses

Create statuses that match the way your business handles orders.

Examples:

  • – Quality Check
  • – Ready For Shipping
  • – Marketing

Each status can have:

  • – Custom name
  • – Custom color
  • – Notification settings

These internal statuses work separately from WooCommerce default order statuses.

Managing Team Members

Add Staff Members

From the Order Workflow settings, you can create team members who are responsible for handling orders.

Each member can include:

  • – Name
  • – Email address
  • – Optional role or department

Once added, team members can be assigned to orders and receive notifications when required.

Managing Orders

Order Workflow Page

The dedicated Order Workflow page is where your team manages daily order operations.

From this page you can:

  • – View active WooCommerce orders (Processing, Pending, On-Hold)
  • – Filter orders by internal status
  • – Filter orders by assigned staff member
  • – Search by customer name, email, or order ID
  • – Update order workflow status
  • – Assign team members
  • – Add internal notes

Each order appears as a workflow card showing important information, including:

  • – Order details
  • – Customer information
  • – Assigned staff member
  • – Current internal status
  • – WooCommerce order status
  • – Last event

Notifications & Internal Communication

Auto-Notify

When a workflow status has Auto-Notify enabled, assigned team members receive an email notification when an order reaches that stage.

This helps keep everyone informed when responsibility changes during the order process.

Internal Notes

Team members can add internal notes to orders and choose which staff members should receive them.

Notes help teams communicate order-specific information without relying on external tools or messages.

Tracking Order Activity

Events History

Order Workflow Manager records important workflow actions, including:

  • – Status changes
  • – Staff assignments
  • – Internal notes

The latest activity appears as the Last Event on the order card, giving your team quick context about what happened most recently.

Compatibility & Technical Information

WooCommerce Order Statuses

Order Workflow Manager does not replace or modify WooCommerce default order statuses.

Instead, it adds an internal workflow layer that works alongside your existing WooCommerce order system.

WooCommerce HPOS Compatibility

Order Workflow Manager is compatible with WooCommerce High-Performance Order Storage (HPOS).

The plugin is designed to work efficiently with modern WooCommerce stores.

Data Storage

Order Workflow Manager stores its own workflow data separately from WooCommerce core data.

This keeps internal workflow information organized and independent from the main WooCommerce order system.

License, Updates & Support

Yearly License

Order Workflow Manager is available with a yearly license.

Your purchase includes:

  • – Plugin access
  • – Updates during your active license period
  • – Support for installation and usage questions

When your license period expires, you can continue using the version you already have. Renewing keeps your plugin updated and gives you continued access to support.

Need Help?

If you have questions about installation, configuration, or using Order Workflow Manager, contact me.