Use Case
When a new order is placed, you want to automatically update its status based on specific conditions. This streamlines fulfillment and reduces manual processing for qualifying orders.
Common scenarios:
- Auto-complete digital product orders
- Fast-track wholesale customer orders
- Auto-process free orders
- Skip to “Preparing” for local pickup
- Move subscription renewals to processing
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 “Auto-Complete Digital Orders” or “Fast-Track VIP Processing”.
2. Configure the Trigger
Select Order Created as your trigger.
Essential filters:
- Products: Only digital/virtual products
- Customer Role: VIP or wholesale customers
- Order Total: Free orders (total = 0)
- Shipping Method: Local pickup orders
- Payment Method: Pre-approved payment types
3. Set Up the Update Order Status Action
Configure the status change:
| Setting | Example Value | Description |
|---|---|---|
| Order | {order_id} | The new order |
| New Status | Completed | Or Processing, On-Hold |
| Note | Auto-processed by Sequensy | For order history |
4. Add Notification (Optional)
Chain a Send Email action for completed digital orders:
Subject: Your order is complete! Access your downloads
Hi {billing_first_name},
Your order #{order_id} has been automatically completed
because it contains only digital products.
Access your downloads immediately:
{download_links}
Thanks for your purchase!
5. Test Your Workflow
- Enable the workflow
- Place a test order matching conditions
- Verify order status changed automatically
- Check order notes for workflow activity
- Confirm any follow-up actions triggered
Pro Tips
Be specific with conditions: Only auto-advance orders that truly don’t need review. Use multiple conditions (digital products AND paid AND verified customer).
Add order notes: Always add a note explaining why status changed—helps with auditing and troubleshooting.
Consider payment verification: For auto-completing, ensure payment is confirmed. Use “Payment Complete” trigger instead if needed.
Test edge cases: Verify mixed orders (digital + physical) are handled correctly.
Auto-Processing Rules
Digital Products
Conditions:
- All items are virtual/downloadable
- Payment is complete
- No physical shipping required
Action: Set to Completed
Wholesale Orders
Conditions:
- Customer role is "Wholesale"
- Payment method is "Invoice"
- Under credit limit
Action: Set to Processing
Free Orders
Conditions:
- Order total is $0
- All items free or 100% coupon
Action: Set to Completed
Local Pickup
Conditions:
- Shipping method is "Local Pickup"
- Payment complete
Action: Set to "Ready for Pickup"
Status Workflow Diagram
Order Created
↓
[Check Conditions]
↓
Digital Only? → Complete
↓
Free Order? → Complete
↓
VIP Customer? → Processing
↓
Local Pickup? → Ready for Pickup
↓
Default → Leave as Pending/Processing
Order Status Reference
| Status | When to Auto-Set |
|---|---|
| Processing | Payment received, needs fulfillment |
| Completed | Digital products, nothing to ship |
| On Hold | Needs manual review |
| Ready for Pickup | Local pickup + paid |
| Custom Status | Based on your workflow |
Troubleshooting
Status not changing?
- Verify all conditions are met
- Check trigger is “Order Created”
- Review workflow execution logs
Wrong orders affected?
- Tighten condition filters
- Add product-specific conditions
- Check for condition conflicts
Downstream issues?
- Ensure status change doesn’t break other workflows
- Check WooCommerce status emails
- Verify fulfillment integrations