Order Management

This document explains how to use the WooCommerce Order Management feature to keep your AI Assistant updated with order information.

Overview

The Order Management feature enables your AI Assistant to access and provide information about customer orders, including status updates, tracking information, and order details.

Features

• Automatic order sync
• Customizable order field selection
• Real-time order updates
• Tracking number integration
• Customer order lookup

Configuration

Order Data Fields

Select which order information to sync:

• Order Details

– Order ID
– Date Created
– Date Paid
– Date Completed
– Last Status Change Date
– Order Status
– Order Total

• Customer Information

– Customer ID
– Customer First Name
– Customer Email

• Order Notes

– Order Note
– Note to Customer

• Shipping

– Payment Method
– Tracking Number
– Tracking Link

• Products

– Order Items

Auto-Sync Configuration

Choose the number of recent orders to sync:

• Disabled
• Recent 100 Orders
• Recent 200 Orders
• Recent 300 Orders

The system automatically syncs orders when they are:

• Placed
• Updated
• Status changed

Order Tracking Integration

The system supports order tracking functionality:

• Tracking Numbers

– Automatically captured from orders
– Supports multiple shipping providers
– Updates in real-time

• Tracking Links

– Generated automatically when available
– Integrated with major carriers
– Direct access to tracking information

Data Preview

Review synchronized order data:

• Click “Download Orders JSON”
• Examine the formatted order information
• Verify tracking and customer details

Best Practices

• Configuration

– Enable only necessary order fields
– Choose appropriate sync limit based on order volume
– Regularly review and update field selection

• Customer Privacy

– Carefully select customer information fields
– Consider data protection regulations
– Review what information is shared with the AI

• Order Updates

– Maintain consistent order status updates
– Add clear customer notes when needed
– Keep tracking information current

Security Considerations

• Customer Data

– Email addresses are protected
– Personal information is minimized
– Data access is controlled

• Order Information

– Order IDs are validated
– Payment details are excluded
– Sensitive data is filtered

Troubleshooting

Common issues and solutions:

• Sync Issues

– Verify WooCommerce integration is enabled
– Check if orders exist in the system
– Confirm selected order sync limit

• Missing Order Data

– Review field selection settings
– Verify order data in WooCommerce
– Check for sync errors

• Tracking Problems

– Verify tracking number format
– Check carrier integration
– Update tracking information manually if needed

Integration Tips

• Order Updates

– Keep order statuses current
– Add clear, concise notes
– Update tracking information promptly

• Customer Service

– Use consistent note formatting
– Provide clear status updates
– Include relevant tracking details

• Maintenance

– Review order field selection
– Monitor system performance