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How to Configure Automation Rules to Archive Orders and Post Updates

This article helps Webgility Desktop users in configuring automation rules within Webgility Desktop to streamline order management tasks such as archiving completed orders and posting updates (e.g., tracking information) back to their online store. It provides step-by-step guidance on setting triggers based on time or order status, helping users maintain a clean order queue and ensure customers receive timely updates on their purchases.

Steps to follow: 

Part 1: Set Up Automation Rules to Archive Orders

  1. Go to Orders → Automation Rules → Archive Orders.

  2. In the Archive Orders screen:

    • Set “Would you like Webgility Desktop to archive orders automatically?” to Yes.

    • Choose the trigger for archiving (e.g., After posting to QuickBooks).

    • Click Save.

  3. To enable auto-archiving based on a time frame:

    • Check the box for Enable auto-archive for orders.

    • Choose the number of days after which orders should be archived.

    • Click Save.

This will help you keep your order view clean and focused on active transactions.

Part 2: Set Up Automation Rules to Post Store Updates

  1. Navigate to Orders → Automation Rules → Posting Updates to Sales Channel.

  2. On the configuration screen:

    • Set “Would you like Webgility Desktop to automatically post orders to the store in the future?” to Yes.

    • Choose what action Webgility Desktop should take once the order is posted to QuickBooks (e.g., send tracking number to the store).

    • Click Save.

This ensures real-time order updates such as shipping information—are automatically pushed to your store, improving order transparency for your customers.