Rules Reference: Events, Conditions and Actions

IN THIS GUIDE

Overview
Events Reference
Conditions Reference
Change Order Actions Reference
Change Order Item Actions Reference

Overview

This guide references all available events, conditions and actions that can be found and used in the Rule Builder.

For information on how to create, execute and test rules, please refer to the How to Work with Rules guide.

Events Reference

Order is Imported

When the order is imported either from a shopping cart or from an import template.

This event only happens one time. If you set up rules on this event after orders have already imported, it will not work on those existing orders, but will work on orders as they import, moving forward. You can execute this event on orders or a folder if you need to apply it to old orders.

Order is Created Manually

When the order is manually added to Order Desk from the Add New Order page.

Folder is Changed

When an order moves from one folder into another.

If using this event, for the rule to work, make sure to add a condition that specifies the ID for the folder that orders should have moved into, otherwise it will run on every order every time it moves into any folder.

Order Confirmed

When the order is confirmed from the dropship email.

If you are sending any dropship emails using the default template, there is a button in the email that the recipient can click to confirm they received the email and order details. When this button is clicked, the Order Confirmed event is triggered.

Order is Duplicated

When an order is copied by clicking on the Duplicate Order button:

Order is Split

When an order is split into two or more orders.

This can be done manually by clicking the Split Order button or with split rules.

Order Details Changed

When any details are changed by clicking the Edit Order Details button:

This specifically refers to the information found by clicking on the Edit Order Details button, not anything changing anywhere in the order.

Order Address Changed

When any details about either the shipping or customer/billing address are changed on the order.

Order Item Changed

When an item in the order is edited.

Order Note Added

When an internal note is added to the order:

Order Moved From Another Store

When an order is moved from one store into another store with a rule. This rule must be set up on the receiving store.

Order Copied From Another Store

When an order is copied from one store into another store with a rule. This rule must be set up on the receiving store.

PDF Created From Order

When a PDF is created on an order with a rule.

Receipt Printed

When the receipt print button is clicked on an order to build the receipt:

We recommend using this event sparingly and with caution; It is easy to click the print button without realizing, and there may be other actions tied to it from a rule.

Shipment is Added

When a tracking number is added to an order.

Shipment is Deleted

When a tracking number is deleted from an order.

Before Order Imported From CSV

Right before a file is imported, take action.

After Order JSON Has Been Posted

When order JSON has successfully posted to the endpoint specified in another rule.

Export Orders

When orders have been exported, either manually or from an appointment.

Export Orders and Export Orders & Products are default exports on every Order Desk store:

If you have any custom export templates that you have built, these will show up as events in the rule builder as:

Export Orders: export name

Custom Buttons

When a custom button is clicked. If you have any custom buttons, this will show up as:

Custom Button: button name

Integration Specific Events

Some integrations come with integration specific events such as:

After Order Submitted to Amazon FBA
Order Canceled at ShipStation
Shopify Authorization is Captured

These events will be unique to the integrations and will not show up unless the integration is enabled.

Conditions Reference

Conditions are how you tell a rule to apply to very specific orders. The three pieces that make up a condition are the field, the operator and the value:

Fields

Available fields are:

  • Folder Name
  • Shipping First Name
  • Shipping Last Name
  • Shipping Full Name
  • Shipping Company
  • Shipping Address 1
  • Shipping Address 2
  • Shipping Address 3
  • Shipping Address 4
  • Shipping City
  • Shipping State
  • Shipping Postal Code
  • Shipping Country
  • Shipping Phone
  • Customer First Name
  • Customer Last Name
  • Customer Full Name
  • Customer Company
  • Customer Address 1
  • Customer Address 2
  • Customer City
  • Customer State
  • Customer Postal Code
  • Customer Country
  • Customer Phone
  • Return Address Title
  • Email
  • Customer Order Count
  • Shipping Method
  • Number of Shipments
  • Customer IP Address
  • Tag Color
  • Product Total
  • Item Quantity Total
  • Weight Total
  • Shipping Total
  • Tax Total
  • Discount Total
  • Order Total
  • Credit Card Number (last 4)
  • Credit Card Expiration Date
  • Processor Response
  • Processor Balance
  • Payment Type
  • Payment Status
  • Discount Name
  • Discount Code
  • Order Source
  • Order Source ID
  • Order Fulfillment Service
  • Order Fulfillment ID
  • Order Date Created
  • Order Date Updated
  • Order Notes
  • Checkout Data Field
  • Order Metadata Field
  • Item Name
  • Item Price
  • Item Quantity
  • Item Weight
  • Item Code
  • Item Variation
  • Item Metadata
  • Item Delivery Type
  • Item Category Code
  • Current Hour (Supports whole numbers up to 24 in local store time)
  • Current Minute
  • Current Day Name
  • Current Month Name

Operators

Operators tell the rule how to compare and check the value with the field.

Equals Must be an exact match. Case, space and punctuation sensitive.
Not Equal To Is not a match.
Greater Than
Is greater than.
Less Than
Is less than.
Greater Than or Equal
Is greater than or equal to.
Less Than or Equal
Is less than or equal to.
In List Is somewhere in this list of items. Eg. If Shipping State in AK,CO,KS,NC,ID,CA,NJ
Not in List Is not in this list of items.
Contains Contains this value (case insensitive). Similar to equals but allows for minor differences.
Does Not Contain
Does not contain this value (case insensitive).
Starts With Starts with these characters.
Does Not Start With Does not start with these characters.
Ends With Ends with these characters.
Does Not End With Does not end with these characters.
Before Time If the current time is earlier than the target time being looked at.
After Time If the current time is later than the target time being looked at.

Value

The value will vary depending on the field and operator being used.

When using checkout data or metadata, use name|value.

Change Order Actions Reference

When creating a new rule, you will have to select whether you want the rule to run on the order or on an item in the order.

If you select Change Order, these are the actions that will be available in the rule. They will affect the entire order if the conditions apply.

Change Folder

Move the order into a different folder.

Set Shipping Method

Set a new or different shipping method on the order.

Filter Shipping Method

If the shipping method is X, change it to Y. You can enter multiple filters, one on each line.

Example:

A simpler method is to simply use the Set Shipping Method action which lets you change the method directly.

Filter Shipping State

If the shipping state is X, change it to Y. You can enter multiple filters, one on each line.

Example:

Filter Shipping Country

If the shipping country is X, change it to Y. You can enter multiple filters, one on each line.

Example:

Tag Order

Tag the order a specific color.

Split Order

Split the order into two or more orders.

Duplicate Order With Future Date

Create a copy of the order with a date in the future. The format requires a date or phrase to be added, one per line, and a copy of the order will be made with each order date. Example:

This example would create four copies of the order on these dates relative to the original.

Move to Store

Move the order into a separate store on the same account. This will remove the order from its current store and place it into another one.

Copy to Store

Copy the order into a separate store on the same account. This will leave the order in its current store and create an additional version in another one.

Send Email to Customer

Send an email to the customer on the order. This is also used to send an email to a vendor or other party if their email address is added to the template Email Delivery Override.

Queue Shipment Email to Customer

Queue one email to be sent to customer eight hours after the first tracking number has been added. This allows time to add multiple tracking numbers to an order in the eight hour window to reduce the number of emails the customer might get.

Send Email to Admin

Send an email to the admin of the Order Desk account. The admin email is set in the Store Settings.

Post Order JSON

Enter the URL of your custom endpoint and a JSON representation of the order will be sent to this location. If your server responds with anything other than a status code of 200 or 201, Order Desk will keep trying.

Deduct Inventory From Stock

Reduce the stock quantity of the order items from your Order Desk inventory.

Put Inventory Back In Stock

Add quantity from order items to Order Desk inventory.

Wait a Few Seconds and Refresh Order

Tell Order Desk to wait either 5, 10 or 30 seconds before refreshing an order and continuing to run rules on it. This is helpful for dealing with asynchronous data calls, to ensure all previous rules have already run and the order has been updated with any new changes before the next rule takes action.

Set Return Address

Choose a preset return address to be applied to the order.

Post Inventory Items to Website

Enter the URL of your custom endpoint and a JSON file of your inventory items will be sent to this location.

Set Order Metadata Local Timestamp

Add a timestamp to the order in the store's local time.

Set Order Metadata UTC Timestamp

Add a timestamp to the order in the UTC time.

Set Order Metadata Value

Add custom order metadata to the order. Must be formatted name|value.

To remove a single metadata field, replacing "name" with the actual field name:

name|[REMOVE]

To remove all metadata fields (not recommended):

[REMOVEALL]

To set a date:

[DATE+5days] or [DATE-1week]

To set a short-format date:

[SHORTDATE+5days] or [SHORTDATE-1week]

To add or subtract from the current number

++ or --

Set Checkout Data Value

Add custom checkout data to the order. Must be formatted name|value.

The same examples from checkout data will also apply with metadata.

Set Checkout Data Receipt URL

Add the URL from a PDF to the checkout data of an order.

Set Shipping Phone Number

Add a shipping phone number to the order. This can be used with the condition

If Shipping Phone =

to add a number to orders without one.

Sync Order Items With Inventory Details

Sync inventory details saved in Order Desk into the same items in the order.

Adjust Order Prices

Convert prices to account for different currencies and conversion rates.

Example, if converting from USD in one store to AUD in another store, where the conversation rate is 1.28, set up a rule in the AUD store that says:

When Order Copied From Another Store
Adjust Order Prices|128%

The percentage must be manually changed on occasion to reflect current rates.

Convert Item Quantities to Separate Items

Split multiple quantities of the same item into separate line items in a single order.

Merge Items With Same SKU

If any items in an order have the same SKU but are on separate lines, use this action to combine them back into a single item with multiple quantities.

Add Order Prefix

Add a prefix to order number.

Add Order Suffix

Add a suffix to order number.

Change Order ID

Change the order number.

There are two important details to keep in mind if using this rule:

  1. Duplicate order numbers cannot exist in Order Desk, so consider using Twig in this rule to create unique order numbers for each order.
  2. Most shopping cart integrations will re-import orders that have already been imported into Order Desk when the order number changes on the assumption that the order isn't in Order Desk. At worst, this can create a loop where orders are continuously imported and reimported. At best, you may unintentionally fulfill the same orders multiple times because they have different order numbers in each instance.

Please use this rule action carefully.

Add an Order Item

Add a new item to the order.

See this guide for instructions.

Add a Shipment

Add a tracking number and other shipment details to an order. Because this is a static field, this is best used for adding n/a to orders that won't have a tracking number but need the Shipment is Added event to be triggered.

Create PDF

Create a PDF out of a receipt template.

See this guide for instructions.

Capitalize Order Fields

Add any order desk field names, separated by a comma, that should be capitalized in the order.

List of field names can be found here.

Change Payment Status

Change the Payment Status on the order.

Remove US Postal Code +4

Remove the last 4 digits of the 9 digit US postal code, leaving only the 5 digit zip code.

Abbreviate State or Region

Changes the full state or region name to the 2 letter abbreviation. This only works for states and regions in US, CA, AU and NZ.

Set Fulfillment Name

Set the name of the company the order is being sent to for fulfillment. This information is found from Edit Order Details in the External Fulfillment field:

When submitting orders to an official Order Desk integration for fulfillment, the integration name will automatically be added here, so a rule is not necessary for these orders.

Set Email Address

Add or update the email address to the order details:

This is the email address for the customer, which can be used to communicate with them from Order Desk.

Set Tax Total

Add the amount to be added as the tax total on the order.

Set Shipping Total

Add the amount to be added as the shipping total on the order.

Remove Discounts

Remove the discounts from the order totals.

Change Shipping Address

Change the shipping address on the order. Instructions for what lines to put information on can be found in the rule:

Change Customer Address

Change the customer/billing address on the order. Instructions for what lines to put information on are in the rule:

Set Sequential Number

Adds a sequential number on every order when the rule runs, This will be added as checkout data and needs to be named in the rule, such as ID:

Process Shipments Manually

Available for the Easypost and Artsadd integrations. Use this action to delay when the shipment added event runs on shipped orders. For more details see the Artsadd integration guide or the Easypost integration guide.

We recommend setting up a custom button with this action. For details, see the How to Use Custom Buttons guide.

Delete Order Item Variations

This action will delete all variations from the items in the order.

Cancel This Event

Cancel the event that is supposed to run for any orders the rule you set up would otherwise apply to.

Send Email With Template

Every email template you create will show up in the rule builder after this action:

To send the email template to a specific email address, choose the Send Email With Template action for the corresponding template. Set the email address you want the email to be sent to right in the rule:

Separate multiple email addresses with commas.

The alternate option to this is to use the Send Email to Customer rule action and set the email address in the Email Delivery Override field. Details here.

Integration Specific Actions

Some integrations come with integration specific actions such as:

Submit Order to FBA
Cancel Order at ShipStation
Capture Authorized Charge With Shopify

These actions will be unique to the integrations and will not show up unless the integration is enabled.

Change Order Item Actions Reference

When creating a new rule, you will have to select whether you want the rule to run on the order or on an item in the order.

If you select Change Order Item, these are the actions that will be available in the rule. They will only affect the item in the order that the conditions target, or, if no conditions are used, they will affect every item in the order.

Change Order Item Name

Change the name of the item to the name written into this rule.

Change Order Item Code

Enter a new SKU (code) for the item in the order.

Set Order Item Metadata

Add metadata to the item.

Please note that this is not the same as Order Metadata. Item metadata is stored directly on the item and can be seen by clicking the arrow under the item name:

Item metadata cannot easily be edited or removed once it is on an item. If you need to be able to edit what you add, use Set Order Item Variation instead.

Item metadata can also be added directly to inventory items in Order Desk and synced into the orders on import. Details here.

Set Order Item Variation

Add a variation to the item. Variations function exactly the same as item metadata, however they are easier to access and edit directly on the items in the order:

Set Inventory Location

Add or update the location of the item. The location is a specific item metadata field.

More information on inventory details, including the location, can be found here.

Change Quantity

Change the quantity of the item in the order.

Change Price

Change the price of the item in the order.

Change Weight

Change the weight of the item in the order.

Set Order Checkout Data

Add custom checkout data to the order.

If you are unfamiliar with checkout data, learn more here.

Set Order Metadata

Add custom metadata to the order.

Please note that this is not the same as item metadata. Order metadata is found at the bottom of the order details page:

Delete Order Item

Remove the item from the order.

Still need help? Contact Us Contact Us