Workflow guidelines and limitations

Some workflows work only when certain conditions are met. Check the guidelines and limitations of each workflow that you use to ensure that it operates as expected.

Timing of workflows

Usually workflows run as soon as possible. However, there can be a delay between when the trigger runs and its action completes. Flow cannot guarantee when a workflow starts or ends.

Analyzing risk workflows

Use the Order risk analyzed trigger to check the risk level of an order. This trigger uses the results from the Shopify Risk Analysis only (results from third-party apps are not used). See examples.

Capturing payment workflows

Use the Capture payment action to capture the payment of an order. Your store must be setup to manually capture payments for this action to work. No workflow can interrupt the capturing of automatic payments.

The only payment method that Flow can capture is a credit card payment. Other forms of payment, such as alternative payments or manual payments, will not be captured or marked as paid on the Orders page.

Requesting fulfillment workflows

Use the Request fulfillment action to send a request to fulfill line items by a fulfillment service. This action requests fulfillment only for line items that have their inventory managed by a fulfillment service. The action will fail for line items that are not managed by a fulfillment service.

Tracking inventory workflows

Use the Inventory quantity changed trigger to create a workflow that tracks inventory changes. This trigger needs to check the following conditions:

  • Product variant inventory quantity
  • Product variant inventory quantity prior - Use this condition to make sure that your workflow runs the first time that the inventory matches the Product variant inventory quantity condition. If you don't use the quantity prior condition, then your workflow could run more often than expected.

For example, to be notified when a variant's inventory is less than 5, then set Product variant inventory quantity to 5 and set Product variant inventory quantity prior to 6. See examples.

Canceling order workflows

Use the Cancel order action to cancel orders that you don't want to fulfill, such as high-risk orders. By default, cancelling an order does not take additional actions, such as refunding the order or restocking items. You can add additional actions by checking the options that you want:

  • Refund items: Refunds all charges related to the product and duties to the customer.
  • Refund shipping: Refunds charges related to shipping.
  • Restock items: Returns the items from the order back to your inventory.
  • Send a notification to the customer. Selecting this option sends an email notification to the customer when the order is canceled.

For example, suppose that you create a flow that uses the Cancel order action. You select the Restock items option only. Your flow then cancels an order for seven T-shirts. Seven T-shirts are automatically returned to your product inventory.

Later, you refund the order manually. When refunding orders, Restock items is checked by default. If you leave this option checked when you refund the order, then seven more T-shirts will be added to your product inventory, for a total of 14.

Triggering workflows for draft orders and orders

Workflows that affect orders don't apply when the order is in draft. After a draft is converted to an order, then your order workflows apply.

Using tags in workflows

Workflows that contain conditions that involve tags might not work if there are more than 250 tags associated with the order, product, or customer.

Manually triggering workflows

You cannot manually start a workflow. All workflows must start with a trigger from Flow or from an app.

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