How can I automate order notifications to staff without revealing price details?

Productivity
, , , , , ,

AI-generated summary

Goal: Automate sending new order details to staff for production without exposing prices, including orders imported from Etsy and personalization notes.

Current constraints:

  • Native notifications don’t reliably trigger for imported (Etsy) orders and need Liquid edits to include Etsy notes; also send return notices to staff.
  • Shopify staff permissions can’t hide order prices.

Proposed solutions:

  • Order Automator: Email staff based on conditions (e.g., source = Etsy, vendor, product). Line items (qty, title, SKU, properties) can be sent without price by default; fully customizable via support.
  • Etsy integration: CedCommerce Etsy Integration app recommended to auto-import orders into Shopify. Mesa’s Etsy connector also suggested; building an email-notification workflow is straightforward (example provided).
  • Alternative: EZ Exporter to send scheduled CSV/Excel emails or update Google Sheets with only selected fields (excluding price). Runs every 15 minutes and filters on created_at (Shopify import time), so it works for imported orders; skips emails if no new orders.

Status/next steps:

  • OP testing an app but only sees auto-tag/auto-fulfill; advised to contact support to configure notification rules.
  • Discussion remains open; decision pending on integration that captures full Etsy data and hides prices in staff notifications.
1

Hi,

I need a way to automatically send new orders to my employee/s who can then create the product. Currently I am manually sending each order to them by typing the details out. I’m aware of a couple of options that appear to get close to solving this but not quite:

Notifications

Sending a notification of any new order to their email.

The notifications don’t seem to work with imported orders such as those from etsy and user permissions. It also requires editing liquid code to add the ability to include personalisation notes with orders from Etsy. It also forces you to send a notification for any returns you get, to your employees too (no idea why they would force this).

Users and app permissions

You can add staff and restrict what they can access but there isn’t a way to remove the ability for employee to see the order price which is very important.

I’m wondering if anyone has a solution to automate this process and could share how they automate their orders?

Thanks very much for your time,

Alan

2

Hey Alan, you can use Order Automator to send notifications + order details to an email address based on order conditions. There are various options, and it’s customizable.

Couple examples:

  1. You can create a rule that if order has some condition (certain country, source, contains products from vendor X, has a certain product, etc), then send a notification to a staff member with the order details, shipping information (optionally).

  2. To match your case, you can create a rule that if the order source is Etsy, send an email to a staff member and include order notes. Each line item (quantity, title, sku, properties) will show, price will not, but of course everything is customizable so if you want certain notifications to include price, you can do that.

If you find the default email options don’t fit your use case exactly, just reach out to support within the app to request a customization.

3

Hi,

Thanks for your help. Do you know how I would go about linking Etsy to Shopify? Would you recommend anything for doing this that would bring over all the desired order info? When I use marketplace connect app it doesn’t bring across all the Etsy order info

Thanks

4

I’ve used the CedCommerce Etsy Integration app in the past to auto import orders from Etsy to Shopify. Works great.

5

We have an etsy connector and sending an email notification when an order is placed would be a pretty easy workflow to build as well. This is an example demo that sends an email about an order but your case would probably be even simpler.

6

Hi, thanks for your suggestion. I’m trying it out now but can’t find anywhere to create this rule? Just auto tag and auto fulfill?

7

Hey there Alan,

Our EZ Exporter app might be able to help with this. You can have the order info sent out as a CSV/Excel email attachment containing only the data you’d like them to see.

It’s more of a batch export tool, however, but you can schedule it to run automatically every 15 minutes and only include new orders created since the last successful export (if there are no new orders, no emails will be sent out). The filter will be based on the “created_at” field (the date when it was created/imported into Shopify), so this would also work with orders imported into Shopify from other platforms (which would typically use the “processed_at” field to display the original order date).

We also have a direct Google Sheets integration, so you could also push new orders to an existing Google Sheets spreadsheet shared with your team, where new orders are periodically appended to it which might simplify things if you have many employees.

8

Yes that’s right. If you need help just reach out to support with what you’d like to do exactly, and they can advise on the best way to do it.