Order Created → Add Order Note

Use Case

When a new order is placed, you want to automatically add a note to the order. This logs important information, flags orders for special handling, and communicates context to your team.

Common scenarios:

• Log order source (UTM campaign)
• Flag high-value orders for review
• Note first-time vs returning customer
• Record coupon usage details
• Document special conditions

Step-by-Step Setup

1. Create a New Workflow

Navigate to Sequensy → Workflows in your WordPress admin and click Add New Workflow.

Name your workflow “Log Order Details” or “Auto-Note on New Orders”.

2. Configure the Trigger

Select Order Created as your trigger.

Available filters:

• Order Total: Flag high-value orders
• Products: Orders containing specific products
• Customer Type: New vs returning
• Payment Method: Specific payment gateways

3. Set Up the Add Order Note Action

Configure your note:

Basic Note Template:

📋 Order Details Log
---
Customer Type: {customer_type}
Order Source: {utm_source}
Campaign: {utm_campaign}
Coupon Used: {coupon_code}
Device: {device_type}
---
Logged by Sequensy

4. Create Conditional Notes

Set up separate workflows for different scenarios:

5. Test Your Workflow

1. Enable the workflow
2. Place a test order
3. View order in WooCommerce
4. Check note was added
5. Verify note content accuracy

Pro Tips

Keep notes scannable: Use clear formatting with key info visible at a glance.

Emoji for visual flags: Use emoji to make important notes stand out (⚡🔴⭐).

Private vs customer notes: Use private notes for internal info, customer notes for things they should see.

Don’t overdo it: Too many notes become noise. Focus on actionable information.

Note Templates

Order Source Tracking

📊 Marketing Attribution
---
Source: {utm_source}
Medium: {utm_medium}
Campaign: {utm_campaign}
Landing Page: {landing_page}
Referrer: {http_referrer}

Customer Profile

👤 Customer Profile
---
Type: {first_order ? "New" : "Returning"}
Previous Orders: {order_count}
Lifetime Value: {lifetime_value}
Account Created: {account_date}

High-Value Order Flag

⚡ HIGH VALUE ORDER ⚡
---
Total: {order_total}
Review before processing
Verify payment clearance
Consider personal follow-up

Special Handling Required

🔔 SPECIAL HANDLING
---
Reason: {special_reason}
Instructions: {handling_instructions}
Contact customer if questions

Fraud Alert

🚨 FRAUD REVIEW REQUIRED
---
Risk Score: {risk_score}
Indicators: {risk_factors}
DO NOT SHIP until reviewed
Contact: fraud@yourstore.com

Conditional Note Examples

First-Time Customer

Trigger: Order Created
Condition: Customer order count = 1

Note: "👋 NEW CUSTOMER - First Order!
Consider:
- Welcome email with tips
- Extra care with packaging
- Follow-up after delivery"

Wholesale Customer

Trigger: Order Created
Condition: Customer role = "Wholesale"

Note: "🏢 WHOLESALE ORDER
Payment terms: Net 30
Apply wholesale pricing
Verify quantities before fulfillment"

Gift Order

Trigger: Order Created
Condition: Order has gift message

Note: "🎁 GIFT ORDER
Include gift note: {gift_message}
No invoice/receipt in package
Gift wrap if available"

Express/Rush Order

Trigger: Order Created
Condition: Shipping method = "Express"

Note: "🚀 EXPRESS SHIPPING
Priority fulfillment required
Must ship today before 4pm
Notify warehouse immediately"

Team Communication Notes

📣 Team Alert
---
Assigned to: {fulfillment_team}
Priority: {priority_level}
Due: {expected_ship_date}
Notes: {special_instructions}

Troubleshooting

Note not appearing?

• Check workflow is enabled
• Verify trigger conditions
• Review order ID mapping

Wrong note content?

• Check merge tag spelling
• Verify data exists
• Review conditional logic

Too many notes?

• Consolidate workflows
• Reduce conditions
• Focus on essential info