Order Status Changed → Add Order Note

Use Case

When an order’s status changes, you want to automatically add a note to the order. This creates an audit trail, communicates with team members, and documents the order’s journey.

Common scenarios:

• Record who/what changed the status
• Document automated actions taken
• Add timestamps for compliance
• Include fulfillment instructions
• Note customer communication sent

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 “Order Status Change Logger” or “Automated Order Notes”.

2. Configure the Trigger

Select Order Status Changed as your trigger.

Available filters:

• From Status: Previous status (e.g., Pending)
• To Status: New status (e.g., Processing)
• Products: Specific products requiring notes
• Order Value: High-value order tracking

3. Set Up the Add Order Note Action

Configure your note:

Note Template Example:

Status changed from {old_status} to {new_status}
Timestamp: {current_time}
Changed by: Sequensy Automation

4. Create Status-Specific Notes

Set up separate workflows for different transitions:

5. Test Your Workflow

1. Enable the workflow
2. Change a test order’s status
3. View order notes in WooCommerce
4. Verify note was added with correct content
5. Check note type (private vs customer)

Pro Tips

Use private notes for internal: Keep operational notes private so customers don’t see them.

Customer notes for updates: Use customer-visible notes when you want them to see the update in their account.

Include timestamps: Always add timestamps for audit trails and compliance.

Reference automation: Note that an action was automated so team members understand the context.

Note Templates by Status

Processing

📦 ORDER PROCESSING
---
Payment confirmed at {current_time}
Moved to fulfillment queue
Expected ship date: {estimated_ship_date}

On Hold

⏸️ ORDER ON HOLD
---
Reason: {hold_reason}
Action required: Review payment/stock
Placed on hold at {current_time}

Shipped

🚚 ORDER SHIPPED
---
Carrier: {carrier_name}
Tracking: {tracking_number}
Shipped at {current_time}

Completed

✅ ORDER COMPLETED
---
Delivery confirmed
Completed at {current_time}
Review request sent: Yes

Refunded

💰 ORDER REFUNDED
---
Refund amount: {refund_amount}
Reason: {refund_reason}
Processed at {current_time}

Cancelled

❌ ORDER CANCELLED
---
Reason: {cancellation_reason}
Stock restored: Yes
Cancelled at {current_time}

Audit Trail Use Cases

Compliance Documentation

Order Status Audit Log
---
Previous: {old_status}
New: {new_status}
Timestamp: {current_time}
Triggered by: Sequensy Workflow "{workflow_name}"

Team Communication

🔔 Status Update
---
Status changed to {new_status}
@warehouse - Please prioritize this order
@shipping - Express delivery required

Customer Service Notes

Customer contacted about order
---
Issue: Delivery inquiry
Resolution: Provided tracking info
Status: Awaiting delivery confirmation
Agent: Automated System

Note Types Explained

Troubleshooting

Notes not appearing?

• Check workflow is enabled
• Verify status actually changed
• Review order note permissions

Wrong order receiving notes?

• Verify order ID mapping
• Check trigger conditions
• Review workflow logs

Notes showing to customers?

• Change note type to “Private”
• Review WooCommerce email settings
• Check note visibility settings