Set up an order approval process

How to manage orders that need review before they're completed

How do I set up an approval rule?

It's important to know that setting up an approval rule requires three things to be successful:

  1. You must have an "order submitted" rule.
  2. You must have an "order approved" rule.
  3. You must have an "order approved" rule that ends with finalizing the order.

For a simple order approval process, you should only need to create 2 rules ensuring that all things are present.

Step 1

First, navigate to Ecommerce --> Rules and click the Add Rule button.

For the Event , you'll want to select the "Order submitted" option. Provide a name for your rule in the Rule Description area. This is for internal use only; it's something to help you easily recognize what this is for (e.g. "Stationary Submitted Rule").

For the IF… options, you'll want to select how you want to trigger this rule to occur. Is it for any order? Orders only by a certain customer? Orders with products in a certain category? Order cost? For this example, let's say all stationery items (i.e., envelopes, letterheads, etc.) require approval. We'll want to select the "Oder contains an item in a category" option. Once you select that option, you'll need to enter the name of the category.

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Tip!

If you have multiple products from multiple categories that require approval from the same administrator, you can create an unpublished category to assign those items to, in addition to the categories they already exist in.

For the THEN… option, you'll need to decide if there is one administrative user or a group of users who will be approving orders. In this example, we'll say there is one user. We'll want to leave the "Send approval to user" button checked and select the user from the drop-down list. If you're selecting from a group of users to approve, please review the article on how to set up an order approval role.

Click the Save & Create button and proceed to the next step.

Example of step 1 setupExample of step 1 setup

Example of step 1 setup

Step 2

Begin by clicking the Add Rule button again.

For the Event, you'll want to select the "Order approved" option. Provide a name for your rule in the Rule Description area. This is for internal use only – something to help you easily recognize what this is for (e.g. "Stationery Approval Rule").

For the IF… options, you'll want to check the "Previous event completed" checkbox and select the name of the rule you just created in step 1 from the drop-down box.

For the THEN… option, you'll want to click the "Finalize order immediately" option if this is the last step of the approval process.

Click the Save & Create button, and you're good to go!

Example of step 2 setupExample of step 2 setup

Example of step 2 setup

If you need assistance with more complex order approval processes with multiple users and steps, please consult with your Account Manager.