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.

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. This action cancels the order, but doesn't refund it. After the order is canceled, you must refund the order manually.

The Cancel order action includes an option to restock the items when the order is canceled. This option is disabled by default, because it is easier to restock the items when you refund the order. An option to restock the items is also available and is enabled by default when you refund the order. If you choose to restock the items when the order is canceled, then you need to remember to disable this option when you refund the order.

The Cancel order action also includes an option to send a notification to the customer when the order is canceled.

See examples.

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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