Orders from your website and Etsy

If you sell on Shopify or WooCommerce, new orders can arrive in ArtworkDesk by themselves, with the customer added and the products matched. For Etsy and other shops, you download your orders and import them.

Connecting Shopify or WooCommerce

Open Settings > Website orders. Only the Owner and Admins can connect shops. (You can also get there from Orders > Import or export > Connect Shopify or WooCommerce.)

Under Connect a shop, choose the Shop, give it a Name (for example "Our website") and click Continue. The shop appears with its Webhook address and the steps to finish connecting it. Click Copy next to the address to copy it.

Shopify

1. In Shopify admin, open Settings > Notifications > Webhooks and click Create webhook.
2. Choose the event Order creation (or Order payment to only get paid orders) and the format JSON. Paste the webhook address as the URL and save it.
3. Shopify then shows "Your webhooks will be signed with" and a long code. Copy it.
4. In ArtworkDesk, paste the code into Signing secret and click Save.

WooCommerce

1. In WordPress, open WooCommerce > Settings > Advanced > Webhooks and click Add webhook.
2. Set Status to Active and Topic to Order created. Paste the webhook address as the Delivery URL.
3. Copy the secret shown in ArtworkDesk (click Copy next to it) into Secret.
4. Click Save webhook.

Checking it works

The label next to the shop's name shows where it's up to:

If an order can't be added, the reason shows on the shop. The most common one is a secret that doesn't match the shop's webhook: copy it again.

How orders are matched

When a shop order arrives, ArtworkDesk turns it into an order like one you'd add yourself:

• The customer is found by email, or added with their name, phone and addresses.
• Products are matched by product code (the SKU in your shop), then by name. Items that don't match any of your products are added with the shop's name for them.
• Options like "Navy / L" become the line's colour and size. Different sizes of the same item and colour are grouped onto one line, with the size breakdown.
• Personalisation fields (such as the name to print) go into the line's instructions.
• Design files: links to design files in the order (PDF, AI, PNG and so on) are downloaded and added as the customer's artwork.
• The customer's note, the delivery method and the delivery address are kept on the order, and the due date is set from your products' lead times.

The same shop order is never added twice.

On the order, the customer line shows the shop's order number and where it came from, such as "website order #1042, Shopify". The Orders list shows "Web #1042" under the job number.

Your team gets a notification for each new order, if they've chosen to hear about A new order arrives from your website. See Notifications and browser alerts.

Asking the customer for their design

Email the customer for their design when an order arrives (unless it came with design files) is ticked to start with. The customer gets the usual artwork request email, for any lines still waiting for a design. Untick it if you'd rather check orders first and ask for the artwork yourself. Click Save after changing it.

Pausing or removing a shop

• To stop orders coming in for a while, untick Receiving orders and click Save. Tick it again to carry on. Orders placed while it was paused aren't added.
• To disconnect a shop, click Remove and confirm. Remove the webhook in Shopify or WooCommerce too.

Etsy orders

Etsy can't send orders automatically, but you can import them:

1. In Etsy, open Shop Manager > Settings > Options > Download data. Under orders, choose the type Order items and download the CSV file.
2. In ArtworkDesk, open Orders, click Import or export and choose Etsy orders.
3. Upload the file as it is with Upload and check, check the preview and click Import.

Rows with the same Order ID become one order. Products are matched by SKU or item name, and the size and colour from Variations are used like a shop order's options; other variations, like personalisation, go into the instructions.

Etsy doesn't include buyers' email addresses, so customers are added by name and no emails are sent to them. Send them their order link yourself (Customer link on the order). Orders you've already imported are skipped, so you can import an overlapping download safely. Your team gets one notification for the whole import, not one per order.

Any other shop

For any other shop or marketplace, export your orders and fit them into the orders spreadsheet: open Orders, click Import or export and choose Orders spreadsheet. One row is one product line, and rows with the same Order reference become one order. See Importing and exporting with spreadsheets.

Importing needs the Imports permission, which the Owner and Admins have.