Manage your digital orders

The Orders tab in Filemonk provides a comprehensive dashboard for merchants to view, search, and manage all digital orders from their Shopify store. This centralized interface allows you to track order status, monitor customer downloads, send email notifications, and troubleshoot delivery issues efficiently.

Accessing Your Orders

Navigate to the Orders section from the main Filemonk menu in your Shopify admin. The Orders page displays all digital orders that have been processed through your store, showing essential information like order numbers, customer emails, dates, notification status, and download counts.

Order Information Display

Each order in your Orders table shows the following key data:

• Order: The Shopify order number (clickable to view detailed order information)
• Email: Customer's email address (displays "No email found" if unavailable)
• Date: When the order was originally placed in your Shopify store
• Customer notified: Timestamp showing when the download email was sent to the customer
• Downloads: Total number of times the customer has accessed their digital files
• Note: Status indicators for special conditions like custom products, access issues, or fraud detection
• Payment Status: Current payment status from Shopify (Paid, Pending, etc.)

Order Status Indicators

The Notes column displays important status information with color-coded icons:

• Custom products purchased (blue info icon): Order contains custom products requiring file uploads
• Files uploaded for custom products (green check): Custom product files have been attached
• Access disabled (orange warning): Customer access has been manually revoked
• Partial access (orange warning): Some files are unavailable due to configuration issues
• Delivery failed (blue info): Email delivery failed, usually due to missing customer email
• Fraud detected (red alert): Order has been flagged for potential fraudulent activity

Searching and Filtering Orders

Use the search functionality to quickly locate specific orders by entering any of the following criteria in the search field:

• Order number (e.g., "1001")
• Customer email address
• Customer phone number

The search updates automatically as you type, with results appearing after a brief delay. You can also sort orders by clicking the column headers:

• Name: Sort orders alphabetically by order number (A-Z or Z-A)
• Email: Sort by customer email address (A-Z or Z-A)
• Date: Sort by order creation date (Oldest-Newest or Newest-Oldest)
• Customer notified: Sort by email notification timestamp (Oldest-Newest or Newest-Oldest)

Find Order Feature

The Find order function helps you search for and troubleshoot individual orders that may not appear in your main orders list.

1. Click the Find order button in the top-right corner of the Orders page or select it from the secondary actions menu
2. Enter the order number in the search field (e.g., "1001")
3. Click Find to search for the order.

Find Order Results

The Find Order modal displays comprehensive information about the located order:

Settings Status

• Email delivery status: Shows whether automatic email notifications are enabled
• Digital order processing: Confirms if Filemonk is actively processing orders
• Status conditions: Displays any specific conditions that must be met before emails are sent

Order Status Timeline

• Order placement: When the customer originally placed the order in Shopify
• Import to Filemonk: When the order was first processed by Filemonk
• Email notification: When the download email was sent to the customer

Product Analysis

For each product in the order, the Find Order tool shows:

• File linking status: Whether digital files are properly linked to the product or variant
• Custom product indicators: If products are marked as requiring custom file uploads
• Troubleshooting guidance: Specific recommendations for resolving file delivery issues

Find Order Actions

From the Find Order modal, you can:

• Import: Add the order to Filemonk if it hasn't been processed yet
• Re-sync: Update the order information from Shopify to resolve data inconsistencies
• Send email: Manually trigger the download email to the customer
• View files: Navigate directly to the product configuration to manage linked files
• Link files: Set up file associations for products that don't have digital assets configured

Bulk Import Feature

The Bulk Import tool allows you to process multiple orders simultaneously, which is particularly useful for importing historical orders or re-syncing orders that may have processing issues.

1. Click Bulk import on the top right corner of the Orders page
2. You'll be redirected to the dedicated Bulk Import page

Using Bulk Import

1. Enter order numbers: In the text field, enter multiple order numbers separated by commas (e.g., "1001, 1002, 1003")
2. Check orders: Click Check orders to verify which orders exist in your Shopify store
3. Review results: The system will display the status of each order with color-coded badges:

• Ready to import (blue): Order found in Shopify and ready for processing
• Imported (green): Order already exists in Filemonk
• Not found (orange): Order number doesn't exist in your Shopify store
• Error (red): An error occurred while checking the order

Bulk Import Actions

After checking orders, you can:

• Import all orders: Process all orders that were found and are ready for import
• Import selected: Use the checkboxes to select specific orders for import
• Individual import: Import orders one at a time using the Import button for each order
• Re-sync: Update existing orders with the latest information from Shopify
• Troubleshoot: Open the Find Order modal for orders with errors or issues

Bulk Import Progress Tracking

During the import process, you'll see:

• Progress bars: Visual indicators showing completion status for checking and importing operations
• Real-time updates: Order status badges update as each order is processed
• Summary statistics: Total counts of orders ready to import, already imported, and any errors encountered

Export CSV Feature

The Export CSV function generates a comprehensive report of all your digital orders and sends it directly to your shop's email address.

Using Export CSV

1. Click the Export CSV button located in the bottom-right corner of the Orders page
2. 
3. The system will generate a complete report of all orders in your Filemonk account
4. You'll receive a confirmation message showing the email address where the report was sent
5. Check your email for the CSV file attachment containing your orders data

CSV Report Contents

The exported CSV file includes detailed information about each order:

• Order identification (number, date, customer details)
• Product information (names, variants, digital assets linked)
• Delivery status (email sent, download counts, access status)
• Payment and fulfillment information from Shopify
• Custom product status and file attachment details

Bulk Email Management

Select multiple orders using the checkboxes to perform bulk actions on your digital orders.

Sending Bulk Emails

1. Select orders: Use the checkboxes to select individual orders, or click the header checkbox to select all visible orders
2. Send emails: Click the Send emails button that appears when orders are selected
3. Confirm action: Review the confirmation dialog showing how many orders will receive emails
4. Execute: Click Send to deliver download emails to all selected customers

Important: Bulk email sending cannot be undone. Ensure you've selected the correct orders before confirming the action.

Advanced Tips

• Pagination navigation: Use the pagination controls at the bottom of the page to browse through large order lists efficiently
• Real-time updates: The Orders page automatically refreshes data when you perform actions like importing or sending emails
• Status monitoring: Regularly check the Notes column for orders requiring attention, such as custom products needing file uploads
• Search optimization: Use partial order numbers or email addresses in searches - the system will find matching results automatically

Known Limitations

• Email delivery dependencies: Orders without customer email addresses cannot receive automatic download notifications
• Custom product requirements: Orders containing custom products require manual file uploads before customers can access downloads
• Shopify synchronization: There may be a brief delay between order placement in Shopify and appearance in Filemonk
• Bulk operation limits: Very large bulk import operations may take several minutes to complete

Troubleshooting

FAQs

Q: How long does it take for new orders to appear in Filemonk?

A: Orders typically appear within a few minutes of being placed in Shopify. If an order is missing, use the Find Order feature to import it manually.

Q: Can I resend download emails to customers?

A: Yes, you can resend emails either individually from the order details page or in bulk by selecting multiple orders and using the Send emails function.

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: Why do some orders show "Custom products purchased" in the Notes?

A: This indicates the order contains products marked as custom, which require you to manually upload specific files for that customer before they can download.

Q: How can I prevent certain orders from sending automatic emails?

A: You can disable email delivery in the Settings page or revoke access for specific orders from the individual order details page.

Q: What should I do if the CSV export contains incorrect data?

A: Try re-syncing the affected orders using the Find Order or Bulk Import features to update the data, then export a new CSV report.

Updated on: 12/08/2025