Overview

When digital orders don't automatically appear in Filemonk, you can import missing orders manually using two convenient methods. The Find Order feature helps troubleshoot individual orders and understand why they weren't imported, while Bulk Import allows you to process multiple orders simultaneously.

Import Missing Orders: Accessing the Features

Both import methods are available from your main Orders page in Filemonk. Navigate to Orders from your Filemonk dashboard to access these tools.

Find Order (Single Order Troubleshooting)

The Find Order feature provides detailed diagnostics for individual orders and helps you understand exactly why an order wasn't automatically imported.

To use Find Order:

1. From your Orders page, click the Find order button in the top-right corner
2. In the modal that opens, enter the order number (e.g., "1001") in the Order name field
3. Click Find to search for the order

The system will display comprehensive information about the order, including:

• Order Status: Shows when the order was placed in Shopify and when it was added to Filemonk
• Settings Check: Verifies if email delivery and digital order processing are enabled
• Product Analysis: For each product in the order, you'll see:
• Whether files are linked to the specific variant
• Whether files are linked to all variants of the product
• If the product is marked as a custom product
• Asset counts for both product and variant levels

Understanding the Diagnostics

The Find Order tool shows detailed information to help you identify issues:

• Green checkmarks indicate properly configured products with linked files
• Warning icons show products without linked files or configuration issues
• Product vs Variant linking: The system checks both product-level and variant-level file associations
• Custom product indicators: Shows if products require manual file uploads per order

Taking Action from Find Order

Based on the diagnostics, you can:

• Import: Click the Import button to add the order to Filemonk
• Re-sync: Update an existing order with latest information from Shopify
• View/Link files: Navigate directly to product or variant pages to configure file associations
• Send email: Manually send download links to customers

Bulk Import (Multiple Orders)

The Bulk Import feature allows you to process multiple orders at once, making it efficient to import several missing orders simultaneously.

To use Bulk Import:

1. From your Orders page, click Bulk import in the secondary actions menu

2. In the Order numbers field, enter multiple order numbers separated by commas (e.g., "1001, 1002, 1003"). Click Check orders to analyze all entered orders

The system will process each order and display:

• Total orders: Count of orders you're checking
• Ready to Import: Orders found in Shopify that can be imported
• Imported: Orders already in Filemonk
• Errors: Orders that couldn't be processed

Bulk Import Actions

After checking your orders, you can:

• Import all orders: Process all ready-to-import orders at once
• Import selected: Choose specific orders using checkboxes and import only those
• Individual actions: Import or troubleshoot specific orders one by one
• Troubleshoot: Click the Troubleshoot button for any problematic order to open the Find Order modal with detailed diagnostics

Progress Tracking

During bulk operations, you'll see:

• Progress bars showing current processing status
• Real-time updates as each order is checked or imported
• Status badges indicating the current state of each order
• Error messages for orders that couldn't be processed

Common Import Scenarios

Orders Not Automatically Imported

Orders might not import automatically due to:

• Digital order processing being disabled in settings
• Email delivery being turned off
• Products not having any linked digital files
• Specific order status requirements not being met

Partial Access Issues

Some orders may show "partial access" status when:

• Only some products in the order have linked files
• Variant-specific files are missing while product-level files exist
• Custom products haven't had files uploaded yet

Custom Products

For custom products that require personalized files:

1. The order will import but show as requiring file upload
2. Navigate to the individual order page to upload customer-specific files
3. Files uploaded to custom product orders are unique to that purchase

Known Limitations

There are some platform constraints to be aware of when importing missing orders.

• Orders must exist in your Shopify store to be imported into Filemonk
• Only orders containing products with linked digital files will provide download access to customers
• Custom products require manual file uploads after order import
• Historical orders from before Filemonk installation may need manual configuration

Troubleshooting

FAQs

Q: Why didn't my order import automatically?

A: Orders may not import automatically if digital order processing is disabled, products don't have linked files, or specific order status conditions aren't met. Use Find Order to see the exact reason.

Q: Can I import orders from any time period?

A: Yes, you can import orders from any time period as long as they exist in your Shopify store and contain products that should have digital files.

Q: What happens if I import an order that's already in Filemonk?

A: Re-importing an existing order will update it with the latest information from Shopify without creating duplicates.

Q: How do I know which products need file associations?

A: The Find Order tool shows detailed diagnostics for each product, indicating which ones need files linked at the product or variant level.

Q: Can I import orders for products that don't have digital files?

A: Orders will import, but customers won't receive download links for products without associated digital files. You'll need to link files to those products first.

Updated on: 15/08/2025