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Magento Order Status Workflow: Customization, Automation, Tips

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23 seconds ago

February 5, 2025

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Is your store operating at peak efficiency? The Magento order status workflow helps you simplify order processing & enhance customer satisfaction. It ensures that each stage, from placement to fulfillment, is transparent & manageable.

This article will cover the key aspects of the Magento order status workflow.

Table of Contents

Key Takeaways

Insights into the order workflow, its benefits, and how to customize it for your store’s needs.
Steps to edit and change order statuses or add new custom statuses through the admin panel.
Tips on how to use the order processing workflow to improve efficiency.
7 methods to customize order statuses, ensuring flexibility to suit specific business needs.
9 customization techniques that cater to your business needs and enhance customer clarity.
Troubleshooting 6 common issues when automating processes to reduce errors & improve customer satisfaction.

What is Order Status Workflow in Magento 2?

“The Magento 2 order status workflow defines an order’s lifecycle, from its placement to its completion.”

Order statuses in Magento 2 act as clarifying labels. They indicate an order’s current progress within the workflow. For instance, when an order awaits PayPal payment, the status becomes “Pending“. These statuses are designed to provide transparency to both store administrators and customers.

By default, Magento has a set of predefined statuses and states. As the order progresses through “Invoicing” or “Shipping“, its status updates accordingly. Once all actions are fulfilled, it transitions to “Processing” and eventually “Complete.”

Key terminology includes:

Order Status: Indicates an order’s current stage (e.g., “Pending“, “Processing“, “Completed“).
Order State: Indicates broader classifications like “New“, “Processing“, or “Closed“.

Magento’s default workflow includes Pending Payment, Processing, and Completed statuses. These are automatically assigned based on the payment method & progress of the order. High-performance Magento hosting ensures that this workflow runs smoothly and efficiently, reducing delays and enhancing the overall user experience.

Strategies to Manage Custom Magento 2 Order Status and State Workflow

Workflow Stage	Status Options	Actions Required	Notes
Initial Setup	New Order	– Navigate to Stores > Settings > Order Status. – Click “Create New Status“. – Enter a Status Code and Label.	Status Code must start with a “letter” and can include “numbers“.
Status Creation	Custom Status	– Set ‘Status Label‘. – Define ‘Store View Labels‘. – Save ‘Status Configuration‘.	Labels appear in both the admin panel and storefront.
State Assignment	Order State Mapping	– Click “Assign Status to State“. – Select ‘Order State‘. – Set as ‘Default‘ (optional). – Enable ‘Storefront Visibility‘.	Each status must be assigned to a specific state.
Default States	Processing Complete Canceled On Hold	– Choose the appropriate state for workflow. – Configure automation rules. – Set visibility options.	States indicate position in order processing.
Payment Processing	Pending Payment Processing Payment Review	– Configure payment gateway integration in Magento. – Set up automatic status updates. – Define payment confirmation triggers.	Status automatically updates when payment is confirmed.
Shipping Management	Processing Shipped Complete	– Integrate with shipping providers. – Configure automatic status updates on shipment. – Set up tracking number generation.	Order state changes upon shipping completion
Invoice Handling	Pending Processing Complete	– Configure invoice generation rules. – Set up automatic status changes. – Define invoice-related triggers.	Status updates automatically with invoice generation.
Custom Implementation	Workflow Integration	– Define trigger points. – Set up email notifications. – Configure status changes.	Automation improves efficiency.
Status Management	Ongoing Maintenance	– Monitor status usage. – Update configurations. – Adjust workflow as needed.	Regular review ensures optimal performance.

Understanding the Workflow of Magento 2 Custom Order Status Changes

Magento also allows administrators to:

Modify these statuses manually.
Create custom ones to better align with specific operational needs or workflow stages.
Provide granular tracking within each state. For example, the “Awaiting Bank Transfer” status within the “Pending Payment” state.

Order statuses are highly customizable and can be adapted to reflect operational workflows. For example, stages in “order picking” or “delivery“. These statuses are particularly useful for providing updates outside the core Magento system. They offer a convenient way to track progress, such as “shipment” or “preparation“.

By understanding and using the Magento order status workflow effectively, businesses can:

Simplify their order processing
Enhance transparency
Ensure operational flexibility

This approach not only improves internal efficiency but also boosts customer satisfaction. It provides clear updates at every stage of the order lifecycle.

Methods to Customize Order Placement and State in Magento Workflow

Process Stage	Actions	Configuration Details	Business Impact
Initial Setup	– Navigate to Stores > Settings > Order Status. – Click “Create New Status“.	– Status code must start with a “letter“. – Use “underscores” for spaces. – Configure label visibility in “admin” and “frontend”.	Establishes a foundation for custom workflow
Status Configuration	– Set ‘Status Label‘. – Define ‘Store View Labels‘. – Configure visibility settings.	– Labels must be clear and descriptive. – Support for ‘multiple store views‘. – Choose ‘frontend visibility options‘.	Improves customer communication
State Assignment	– Click “Assign Status to State“. – Select ‘Order State‘. – Set default status options.	– Link to existing order states. – Configure as default if needed. – Enable ‘storefront visibility‘.	Ensures proper workflow integration
Automation Setup	– Configure status triggers. – Set email notifications. – Define status change rules.	– Configure payment confirmation triggers. – Implement shipping completion updates. – Set up invoice generation changes in Magento.	Simplifies operations
Custom Implementation	– Create unique status codes. – Set specific labels. – Configure notification rules.	– Configure business-specific statuses. – Implement workflow optimization. – Set up customer communication rules.	Enhances order tracking
Maintenance	– Monitor status usage. – Update configurations. – Adjust workflow as needed.	– Conduct regular reviews of effectiveness. – Update labels as needed. – Optimize automation rules.	Ensures ongoing efficiency

5 Advanced Order Status and Order State Workflow Features in Magento 2

Simplified Bulk Status Management

Managing multiple orders becomes effortless with bulk status management capabilities.

Key bulk features include:

Updating order status for multiple orders in one click
Processing order status changes in Magento across different order states
Applying mass actions without accessing individual order pages

Smart Order Status Notifications

Assigning order status with smart notifications keeps everyone informed.

Notification capabilities include:

Automated email alerts when order status changes
Custom notification templates for different status updates
Real-time updates to both customers and administrators

Dynamic Progress Tracking

The new order status workflow provides detailed visibility into every order’s journey.

Tracking features include:

Real-time status updates throughout the order process
Visual progress indicators for each order state
Detailed order history with timestamp tracking

Custom Status Implementation

Create a custom order status that aligns perfectly with your business workflow.

Customization options include:

Designing unique status labels
Assigning custom statuses to specific order states
Setting default status configurations for different stages

For instance, you can:

Add statuses like “Picking“, “Packing“, and “Quality Check” for multi-warehouse operations.
Configure international shipping statuses like “Customs Processing” and “Import Clearance“.
Implement return management requires statuses like “Return Authorized“, “Return Received“, and “Refund Processing“.

Automated Workflow Triggers

The sales order status workflow includes smart automation features that simplify operations.

Automation benefits include:

Automatic status updates based on payment confirmation
Triggered notifications for status changes
Smooth progression through order states

Magento 2 Order Management and Order Flow Efficiency

Stage

Status

Core Functions

System Characteristics

Automation Features

Configuration Settings

Flow Properties

System-wide

– Chronological progression

– No status reversal

– Sequential processing

– One-way workflow

– Status reason tracking

– Order line monitoring

– Automated status transitions

– Real-time updates

– System validations

– Backorders enabled

– Magento stock management active

– Pre-orders disabled

Ingestion

New

– Order creation

– Initial validation

– System registration

– Status set to “New“

– Basic validation checks

– Order registration

– Automated import

– Initial checks

– Status assignment

– Single order line

– Source/aggregate stock

– Order approval active

Order Orchestration

Received

– Validation series

– System checks

– Processing initialization

– Status updates to “Received“

– Multiple validation points

– Integration checks

– Validation sequence

– Gateway processing

– Inventory checks

– Payment gateway integration

– Stock verification

– System validations

Allocation

On Hold

– Soft allocation

– Hard allocation

– Stock verification

– Dual allocation stages

– Resource management

– Inventory control

– Real-time inventory sync

– Stock allocation

– Status updates

– Stock level monitoring

– Resource allocation

– Inventory tracking

Approval & Remorse

On Hold

– External approval

– Cancellation window

– Payment hold

– Merchant verification

– Time-based processing

– Status monitoring

– Approval workflow

– Time tracking

– Cancel management

– Approval touchpoint

– Cancellation rules

– Time limits

Payment Processing

Processing

– Payment capture

– Fund verification

– Transaction recording

– Gateway integration

– Payment confirmation

– Status updates

– Automated captures

– Payment verification

– Transaction monitoring

– Payment methods

– Gateway settings

– Verification rules

Shipment

Logistics

– Delivery processing

– Tracking generation

– Inventory updates

– Home delivery focus

– Shipping confirmation

– Stock adjustments

– Label generation

– Tracking updates

– Inventory sync

– Delivery methods

– Tracking system

– Shipping rules

Post Sales

Logistics Complete

– Order completion

– Customer follow-up

– Return management

– Final verification

– Customer communication

– Return processing

– Completion triggers

– Feedback system

– Return automation

– Return policies

– Feedback settings

– Completion rules

4 Benefits of Optimizing and Changing Order Statuses in Magento Workflow

Enhanced Operational Efficiency

Automated Status Updates

Reduces manual intervention in the order processing
Minimizes human errors in status assignments
Speeds up order fulfillment through automated triggers

Simplified Order Management

Enables bulk status updates for multiple orders
Provides clear visibility into order progress
Facilitates quick identification of delayed orders

Improved Customer Experience

Real-Time Communication

Customers receive immediate updates about the order’s progress.
Automated notifications reduce support inquiries.
Transparent order tracking builds trust.

Personalized Status Updates

Custom status labels that match your brand voice
Detailed progress indicators at each stage
Clear communication of delivery expectations

Business Scalability

Flexible Status Management

Create custom statuses for specific business processes.
Assign multiple statuses to single-order states.
Implement status-based automation rules.

Integration Capabilities

Efficient connection with payment gateways
Synchronization with inventory management in Magento
Integration with shipping providers

Financial Benefits

Cost Reduction

Lower customer service overhead
Reduced order processing time
Minimized shipping errors

Revenue Enhancement

Faster order completion rates
Improved customer retention through better service
Enhanced inventory turnover through efficient processing

How Does Magento 2 Help Automate an Efficient Order Management Status Workflow?

Workflow Stage

Automation Features

System Actions

Business Benefits

Order Creation

– Automatic status assignment

– Initial validation triggers

– System registration

– Sets initial “New” status

– Validates order details

– Creates order record

– Reduces manual entry errors

– Ensures consistent processing

– Speeds up order creation

Payment Processing

– Payment gateway integration

– Automatic status updates

– Fraud check automation

– Updates to “Processing” on payment

– Triggers payment validations

– Handles payment notifications

– Reduces payment processing time

– Minimizes payment errors

– Improves security

Order Validation

– Real-time inventory checks

– Automated stock allocation

– Status transition triggers

– Validates stock availability

– Updates inventory levels

– Manages order states

– Prevents overselling

– Maintains inventory accuracy

– Simplifies fulfillment in Magento

Customer Communication

– Automated email notifications

– RSS feed updates

– Status change alerts

– Sends order confirmations

– Updates tracking information

– Notifies status changes

– Improves customer satisfaction

– Reduces support inquiries

– Enhances transparency

Fulfillment Process

– Shipping integration

– Invoice generation

– Status progression

– Creates shipping labels

– Generates invoices

– Updates order status

– Speeds up the shipping process

– Reduces manual work

– Improves accuracy

Post-Sale Management

– Return processing automation

– Refund handling

– Status completion

– Processes returns

– Handles refunds

– Updates final status

– Simplifies returns

– Improves customer service

– Maintains accurate records

How Do Magento Payment Methods Affect Predefined Order Status Workflow?

Payment Gateway Integration Impact

Payment Type	Initial Status	Post-payment Status	Automation Triggers
PayPal	Pending Payment	Processing	– Payment authorization – Gateway validation – Fraud checks
Credit Card	Pending	Processing	– Real-time authorization – Payment capture – Status update triggers
Check/Money Order	Pending	Processing	– Manual invoice creation – Payment verification – Status changes
Bank Transfer	On Hold	Processing	– Payment confirmation – Manual verification – Status updates

Sensitive Payment Status Transitions

Status Stage	System Action	Next Status
Payment Initiated	Order Creation	Pending Payment
Payment Authorized	Payment Verification	Processing
Payment Captured	Invoice Generation	Complete
Payment Failed	Order Update	Canceled

Automated Status Management

The order status workflow manages status changes based on payment events, such as:

Orders remain in “Pending Payment” for 8 hours before automatic cancellation.
Payment confirmation triggers the transition to “Processing” status.
Failed payments result in immediate status updates.

Payment Method Configuration Impact

Different payment methods require specific configurations. For example:

Authorization vs. Capture modes affect initial status assignment.
Payment gateway integration determines status update timing.
Custom payment methods in Magento can modify the default status workflow.

Troubleshooting Default Order Status Workflow in Adobe Commerce

Issue Type

Problem Description

Solution

Impact on Workflow

Status Update Failure

– Order status remains unchanged when selecting a new status

– Cannot update status with comments

– Status stuck in “Pending“

– Apply “ACSD-60811 patch” for Magento 2.4.7 versions.

– Clear cache and reindex.

– Check payment gateway integration.

– Prevents order processing delays

– Maintains accurate order tracking

– Ensures proper customer communication

Payment Processing

– Orders stuck in “Payment Review“

– Pending payment status not updating

– Payment gateway synchronization issues

– Verify payment gateway configuration.

– Enable webhook notifications in Magento.

– Check cron job configuration in Magento.

– Simplifies payment verification

– Reduces manual intervention

– Improves payment processing accuracy

Automation Issues

– Scheduled status updates not working

– Bulk status changes failing

– Custom status not applying

– Review workflow automation settings.

– Configure status change triggers.

– Verify custom status assignments.

– Enhances workflow efficiency

– Reduces manual workload

– Maintains order processing speed

Database Problems

– Status history not recording

– Inconsistent status display

– Missing order information

– Check database connections.

– Verify table integrity.

– Clear temporary data.

– Ensures data accuracy

– Maintains workflow history

– Supports proper tracking

Custom Status Integration

– New statuses not appearing

– Status assignment failures

– State mapping issues

– Verify status-to-state mapping.

– Check custom status configuration.

– Review workflow rules.

– Enables workflow customization

– Supports business processes

– Maintains order flow

System Performance

– Slow status updates

– Delayed notification delivery

– Processing bottlenecks

– Optimize workflow configuration.

– Schedule updates strategically.

– Monitor system resources.

– Improves processing speed

– Reduces system load

– Maintains efficiency

FAQs

What is the difference between Magento order status and state?

The Magento order status workflow shows users the progress of the order. The order state indicates the current operational stage programmatically. Both are linked within the workflow.

How is a status assigned automatically when the payment method is used in Magento 2?

Magento 2 assigns a status based on payment method settings. If no payment is confirmed, “Pending Payment” is set.

Can I edit an order in Magento 2?

Yes, Magento 2 allows editing default order status settings. Admins can modify or assign statuses to improve workflows.

How does Magento 2 handle order placement and progress tracking?

When an order is placed, Magento 2 updates its status. The position of the order status is assigned in the workflow automatically.

What is the role of the Order Comments section in getting Magento 2 order status?

The ‘Order Comments’ section records status changes. It helps users track an order’s progress within the workflow.

How can I assign one or more order statuses to states in Magento 2?

Navigate to the Order Status settings to assign order statuses. Magento 2 provides options to link them with relevant states.

How does the Magento 2 order status extension process shipping and invoicing statuses?

The status of an order updates automatically when it is shipped. Similarly, the status changes when a customer invoices the order.

Summary

The Magento order status workflow simplifies order tracking. It allows Magento 2 store owners and businesses to:

Customize and automate the workflow process by optimizing the company’s order management system.
Ensure that each stage of an order’s lifecycle is transparent, manageable, & optimized.
Group multiple statuses by creating custom order statuses.
Optimize their order management process and customize order statuses.
Manage new orders or automate processes.
Ensure top-notch performance for their store.

Track and manage order status workflows efficiently with managed Magento hosting.

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