Ecommerce Automation Software: 11 Shopify Flow Workflow Templates

Ecommerce Automation Software: 11 Shopify Flow Workflow Templates

Automation promises salvation from a single enemy: complexity. Do more … by working less.

Unfortunately, the very tools that promise to save you time, effort, and money … often end up being a maze of new tasks, learning modules, and support tickets. Worse — for ecommerce automation software — because no platform offers a built-in tool, developing one yourself means devoting research, development, and resources.

Shopify Flow

Then, came Shopify Flow

Shopify Flow is the first ecommerce automation software that can automate business processes in just a few clicks.

Since its launch, merchants have already offloaded 45 million decisions, letting them focus on growing bigger, faster.

Using a three-step visual builder, Shopify Flow lets you put repetitive and time-consuming tasks on autopilot. Get more done by simplifying tasks, driving efficiency, and experimenting for growth.

Find out more

Already on Shopify Plus? Install Flow today

Shopify Flow’s simplicity is matched only by its power: the possibilities are entirely customizable and nearly infinite. But we wanted to make it even easier for merchants to implement ecommerce automation in their business operations. Like Zapier and IFTTT, Flow naturally lends itself to sharing…

That’s why today, we’re announcing workflow sharing: the ability for any Shopify Plus merchant to import and export workflows in seconds.

Merchants and partners can now share workflows across stores, or download and discuss them in our workflow community. The community is a great place to learn how you can creatively use Flow to automate and improve your business operations.

Ecommerce Automation Software: 14 Shopify Flow Workflow Templates

Rather than just talk about simplification, we figured we’d show you. Here are 11 workflow templates you can implement in your store to start saving your team time and energy right away.

If you haven’t installed a workflow before, check out the GIF below and follow these instructions:

Ecommerce Automation Software: 14 Shopify Flow Workflow Templates

  1. From the Workflows page, click More actions > Import workflows
  2. Once imported, click on the workflow to open its Workflow details page and then click Edit workflow
  3. Make sure that your workflow isn’t missing any details, and edit any conditions and actions as necessary.
  4. After you are satisfied with your changes, click Enable to enable the workflow.

For more details, have a look at the workflow sharing documentation.

Now, onto the Shopify Flow workflows …

  1. Track and Reward Your Top Customers
  2. Organize Products for Visual Merchandising and Search
  3. Segment Customers with High Intent
  4. Hide, Pause & Republish Products
  5. Track Special Orders Based on Conditions
  6. Review High-Risk Orders
  7. Automate Inventory Management and Reordering
  8. Gain Insights Into Your Returns
  9. Start Customer Onboarding Process for Wholesale
  10. Notify Customer Service of New Draft Order
  11. Expedited Shipping Notification for Logistics Team

1. Track and Reward Your Top Customers

Track and reward your top customers with ecommerce automation software

Download workflow

A study at Harvard Business School discovered that increasing customer retention rates by 5% increases profits by 25% to 95%. This is how the top performing ecommerce companies retain their best customers, setting them apart from merely decent ecommerce companies.

Before developing these customer relationships, you need an idea of who your most active top customers are, and what they’re up to at your store. If you’re at a loss for where to start, look at the ones who are most active right now, and connect with them.

With this workflow, you can easily implement loyalty and retention initiatives by segmenting customers with customer tags based on their lifetime spend. In the same workflow, you can notify your customer service team when customers have passed spend thresholds so your team can send a personal thank you gift.

Slack notification:

Please send our personal thank you note template to {{order.customer.firstName}} ({{}}) for placing a recent order for {{order.totalPrice}}. They've spent {{order.customer.totalSpent}} with us since becoming a customer.

View order:{{}}

You can also segment customers by their average order value or their order count instead of by lifetime spend if you choose.

While sending an email lends itself well to new customers, you could invest in something even more personal with your top customers: handwritten notes. Frank & Oak send handwritten notes in their shipments (early on, their founders would write these notes themselves), and Gymshark sent handwritten notes to apologize for site failures when they were on Magento.

2. Organize Products for Improved Visual Merchandising and Accurate Search Results

Automatically organize products for improved visual merchandising and accurate search results

Download workflow

With bounce rates soaring and more and more stores cropping up, navigation design has become even more crucial for stores. Proper navigation is crucial, as is search. These tweaks affect the bottom line — BrickHouse Security saw a 100% lift in conversions when they implemented product search with images.

When a new product is added to your store with a title containing certain text values, this workflow will automatically add product tags and organize it into certain collections. This automates your visual merchandising and how products are organized for shoppers and also helps surface the correct items in your store’s search function.

In this example, products are organized by text in their product title. You could also create workflows that automatically organize and tag by SKU, product type, images, whether or not it is a gift card, tags, vendor, inventory policy, description, metafields, and many other properties.

3. Segment Customers That Have High Intent and Converted Quickly

Segment customers that have high intent and converted quickly

Download workflow

Some visitors swing by and meander … others laser in on your store ready to buy.

Visitors with high intent deserve extra attention. They don’t require much coaxing — a couple of emails, a bit of curiosity, and they pull the trigger. We’d previously had a look at how you can create a better on-site search experience for visitors with high intent

But what about after they buy?

Now, with this workflow, you can organize your customers with tags that converted within a certain number of days after first visiting your online store. You can create specific campaigns for these highly engaged customers to encourage repeat orders.

In this specific example workflow, customers are tagged and the order note is updated if the buyer has converted in under three days, has agreed to receive marketing materials, and their order count is one or less (so they must be a first time customer).

Shopify’s built-in order conversion summary shows when a customer first visited your site as well as their journey to purchase. These customers are loyal fans in the making. Don’t neglect this opportunity.

4. Hide Out-of-Stock Products and Pause Marketing Efforts, and Republish Products When Back in Stock

Hide out-of-stock products and pause marketing efforts, and republish when back in stock

Download workflow

Stockouts happen. Most visitors are completely fine with that. The problem happens when the merchant doesn’t communicate that the out-of-stock item is, indeed, out of stock.

Perhaps they saw the product in an advertisement, got excited, only to find that it wasn’t available …

When an item goes out of stock, this workflow automatically hides the product from your online store and notifies your marketing team to pause any marketing efforts that include that item. When the item is back in stock, it will republish the product to the online store and let your marketing team know to reactivate the ads:

Message to marketing Slack team:

{{product.title}} is out of stock!

Please pause any ad campaigns that include this product.

View product:{{}}

Interline uses a similar workflow to ensure that their shoppers automatically know when a product is out of stock.

5. Track Special Orders Based on Powerful Conditions (Such as Educational Discount and Free Shipping)

Track and get notified about special orders based on powerful conditions (educational discount example)

Download workflow

Manually managing, and tracking, special orders can be a pain in the neck. As mentioned previously with Shelfies and Interline (both specialty custom retailers), it requires heavy coordination and back-and-forth with multiple parties.

Plenty of room for error.

This Shopify Flow workflow notifies you and automatically adds order tags when a certain kind of order is created. You can use powerful operators and conditions for use cases such as when …

  • Customer’s email address includes “.edu” or your domain name
  • Segment-specific discount code is used (or not used)
  • Orders that come from a certain sales channel
  • Orders that come from a particular billing country (or not)
  • Customers whose purchase is tax exempt
  • Shipping method price is free
  • Specific payment gateways are used
  • Discounts on the order totaled above a set threshold
  • And more

Here’s what your customer service team, or fulfillment team, will see:

A customer has placed an order using our educational discount code and has received free shipping. Please review the order to ensure they are eligible for the discount.

Customer information:

Name: {{order.customer.firstName}} {{order.customer.lastName}}
Email: {{}}
School: {{}}

Items in the order:

{% for a in order.lineItems %}
Title: {{a.title}},
Price (per unit): ${{a.originalUnitPrice}},
SKU: {{a.sku}},
Quantity: {{a.quantity}}
{% endfor %}

Review order:{{}}

This workflow can be applied to all sorts of different orders and conditions. It’ll take you as far as your imagination goes.

6. Review High-Risk Orders Before Capturing Payment

High-risk order notification and payment capturing workflow

Download workflow

As you know (all too well), dealing with high-risk orders is a headache. They often require some combination of manual sorting and verifying orders, contacting facilities, and paying product costs and chargeback fees. Custom clothing retailer Shelfies’ time dealt with this exact problem.

Using Shopify Flow, Shelfies set up a workflow that immediately identifies orders flagged as high risk and automatically sends an email to the appropriate printing manufacturer requesting that production be halted and the order be canceled.

You can now download a workflow built with a similar foundation. In this case, high-risk orders set off an action that will send an email or Slack notification to your customer service team to review high-risk orders before capturing payment:

Please review high-risk order {{}} before capturing payment.

Link to order:{{}}

If the order risk is medium or low, Shopify Plus will automatically capture the payment. For this workflow to execute properly, you must have manual payment capturing setup for your store.

7. Automate Your Inventory Management and Reordering for Low-Stock Items

Automate your inventory management and reordering for low stock items

Download workflow

Inventory management can be complicated. Amidst all the other crucial activities for your company, you can’t leave it to a purely manual process …

Lest you end up like Spikeball, who ran out of inventory in the midst of its three-year 2,754% growth spurt.

You can use this workflow to automatically reorder any product that reaches low stock volumes.

Your team will automatically receive a notification, and Flow will send a reorder email to your vendor. Flow will also add a tag so it can display low stock at your store to create urgency for the customer. Here’s what your team will see:

Message to vendor:

Please reorder {{product.title}}, {{product_variant.sku}}. Email with purchase order when completed to verify.

Message to inventory Slack team:

{{product.title}} - {{product_variant.sku}} is close to being out of stock! There are only {{product_variant.inventoryQuantity}} left. An email has automatically been sent to to initiate a reorder.

View product:{{}}

This workflow only executes when the product belongs to a certain vendor and the product includes a “reorder” tag. Both can easily be removed if not needed. Here’s an example workflow with both removed:

In this example, the workflow adds the “low stock” product tag when executing. You can use the following code to reference this product tag and only include certain messaging on the product page when that tag is present:

{% if product.tags contains "low stock" %} Hurry! Only {{selected_variant.inventory_quantity}} left in stock {% endif %}

This workflow also automatically removes the “low stock” tag when the product is above your low stock threshold.

8. Gain Insights Into Your Returns

Notify customer service when high value refunds are processed

Download workflow

A refund is a terrible thing to waste. It’s not just a lost sale… it’s a pain that can cause you to improve your store for someone else, or to win back the customer. For example, Smoke Cartel learned that responsive customer service was crucial to minimizing refunds.

With this workflow, you can tag customers who have refunded over $100 in an order. You could then follow up specifically with this customer to see why they weren’t happy with the products or the experience and figure out how you can improve. Here’s what the notification will say to your customer service team:

Message to customer service:

A refund was just processed for over $100 ({{order.totalRefunded}} to be exact). Please contact the customer to see how we can improve our products in the future.

{{order.customer.firstName}} {{order.customer.lastName}}

View order:{{}}

The customer has also been tagged with "high refunder".

A return provides an opportunity to improve, and this workflow makes it easier for you to do that.

9. Start Customer Onboarding Process When a Wholesale Order Is Fulfilled

Start customer onboarding process when a wholesale order is fulfilled

Download workflow

While B2C ecommerce is prevalent, B2B ecommerce offers a huge opportunity for your business. But it comes with its own set of challenges.

Onboarding a customer might take a bit more care, communication, and work the first time they place a wholesale order. It requires localized knowledge and support.

This workflow eases a bit of that pressure by prompting a localized sales rep to start the onboarding process when wholesale customer's order is fulfilled for the first time. For example

Message for sales rep:

A first time customer's Canadian wholesale order has just been fulfilled. Please contact {{order.customer.firstName}} (details below) to initiate onboarding process.

{{order.customer.firstName}} {{order.customer.lastName}}

Order total: {{order.totalPrice}}.

Items in the order: {% for a in order.lineItems %}
Title: {{a.title}},
Price (per unit): ${{a.originalUnitPrice}},
SKU: {{a.sku}},
Quantity: {{a.quantity}} {% endfor %}

This specific example workflow runs when an order is tagged as “wholesale,” the billing address is within Canada, and it’s the wholesale customer’s first order.

10. Notify Customer Service of New Draft Order

Ecommerce Automation Software: 14 Shopify Flow Workflow Templates

Download workflow

Some workflows can and should be very simple. In this example, when a draft order is created manually or by a customer via the wholesale channel, your customer service team is notified to add shipping fees, review the order, and collect payment.

It also adds tags to the draft order for organization and reporting purposes as well as updating the draft order note with order process status.

11. Expedited Shipping Notification for Logistics Team

Ecommerce Automation Software: 14 Shopify Flow Workflow Templates

Download workflow

This workflow proactively notifies your logistics department when an order is paid where the customer has purchased an expedited shipping option.

In this option, this workflow handles both “next day” and “two day” shipping options. The workflow tags the orders for easy organization within the orders page and also emails the shipping team so you can ensure those orders get priority that day. This workflow is especially helpful for high-volume sales periods.

Ecommerce Automation Software Really Can Save You from Complexity

Workflow sharing makes Shopify Flow even more powerful and simple than before. And we’ve decided to build a community around sharing workflows. In case you wanted to upload your own, or see what other merchants have uploaded, check out our workflow community.

If you’re already using Shopify Flow, we recommend downloading some of these workflows and to start testing them out in your store.

We also recommend exploring these workflows and submitting them to the workflow community, so our team and merchants can provide feedback and find applications in ways that you might not have considered yet. And certainly reach out to your MSM with questions, or when you implement these workflows into your own store — we’d love to have a look!

We’re constantly adapting, growing, and investing in our platform, and our merchants. Now, getting inspiration, sharing, and creating workflows are more simple than ever.

Automation enables you to take your store to the next level. With these templates, you can do it today.

Shopify Flow

Discover everything Shopify Flow can do for you

Shopify Flow is the first ecommerce automation software that can automate business processes in just a few clicks. Since its launch, merchants have already offloaded 45 million decisions, letting them focus on growing bigger, faster.

Find out more

Already on Shopify Plus? Install Flow today

About the author

Anthony Kentris

Anthony Kentris is a product marketing manager at Shopify Plus and entrepreneur himself with a few budding brands.

Check out Anthony Kentris’s work