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So, your business is going gangbusters. Your catalog has attracted visitors, and they're buying, but what now? You have to fulfill their orders, and later you'll need to audit the order record figure out your profit and loss. This video shows you how to do that, and tells you how to change settings to affect the purchasing experience. First, let's revisit what the order process is like with a critical eye. To do that I'll start buying something; let's say these Bath salts. Then as usual, I'll check out. I'll just skip the view cart process, and there.
When we're complete, we have an order number, number 5 in this case, and as you know, you can view the order when you're logged in either as that user, or as an administrator. Now let's see what that looks like from the administrator's point of view. To do tha, click View orders, and we have a whole list of everything that's come in. That's something you'll probably want to do periodically. You can view them by clicking either on the Order Number, or on the View link, and of course, that gives you a screen that summarizes everything. You can change things in here, and you can look at the payment as well.
Let's say that you fulfilled the order, shipped the widget, set aside the ticket, or whatever. Let's go back here to Edit, and scroll down to the bottom, and see what options we have. One of them is to change the Status from Pending, to Completed, or there are several other steps in the process. But let's just say that we change this one to completed. Mind you, some modules trigger a change in the status automatically, but that varies from module to module. I'll show you a way to force this change in the video Streamlining the checkout process. Now, I do want to mention that if there's more than one administrator on your site, this power to edit an order can be dangerous.
Of course, you can take it away using Drupal's standard system of roles and permissions. To do that, go up to People, and then click Permissions. As we scroll down, you see that there's a group called Order, so you can change who's allowed to administer orders. You can also make it so that people are not able to order unless they are logged in to your site, but no need to go into all those details now. So that's how you see all the orders that came in; under View orders. That's just the way that Drupal Commerce comes by default. You can also create alternate ways of looking at these orders using Views.
I'll show you how to do that in the video, Using Views to gain better oversight. While we are talking about orders, let's take a quick look at how you can change the order flow. We'll do that by going to Configure store, and Order settings. There are a few tabs up here, and we'll start with the first one: Order creation help text. I'm just going to add something here: Allow 48 hours for processing, and this will show up whenever somebody makes the order; very handy. If you click Manage Fields, you can change what people actually see when they order, and Manage Display changes the way that it appears on their screen.
The reason this probably looks familiar is because orders, like products and nodes, are entities, so you work with them in very much the same way. You've learned about entities in the video, Understanding products and other entities. Now, I mentioned earlier in this video that you have to keep checking back to see whether orders have come in, but you can actually set up your store so that you also get an e-mail, so you know to take care of it. This site already sends an e-mail to the person placing the order; we're just going to piggyback on that action. To do that, we'll go and take a look at our rules by clicking Configuration, and then scrolling down, and clicking Rules.
The one that we want to change is Send an order notification e-mail. So I'll go over, and edit it. The thing that changes is not what forces the thing to happen, or under what conditions, but the action itself, so we'll go in and edit that. When we look at the format of this action, it becomes clear what we have to do. First, there is a To area; that's who the mail is going to be sent to, and in our case, we're going to change this, so we also send an e-mail to the administrator. There is a Subject that we can change as we like, the body of the message, and who it's coming from. And in each case, we have a selection of replacement patterns, so we can put in tokens; for example, the site's name, the site's URL, and so forth.
Now let's go back and add another action to send another e-mail. So I'll just go backwards here, and add an action. The action that we want is to Send mail, which is down toward the bottom. We then are faced with all of the selections that we had before. Now, for our To, we're going to send it to the administrator of the site. There is a token for that, site:mail, the administrative e-mail address for this site. So we'll paste that in. Then, of course, we could do the same for the Subject: An order has come through on the site. And of course, the Message of the body: Hurray! Go and check it out.
Actually, the way we'd probably do this is by including a link to the order by using Replacement Patterns and so forth, but this is good enough for now. From, I'll just say once again, from the site e-mail, and save it. If we look down here, the rule now has two actions. The person who made the order gets mail, and the administrator of the site, and obviously you could keep on editing rules to do all sorts of things automatically when you get an order, and in fact, that's how a lot of people run their online businesses. An order comes in, the store sends the shipping department an e-mail, the data gets inserted into a bookkeeper's database, and so on.
As with many other parts of Drupal Commerce, the process is open to just about any kind of customization that you could imagine.
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