If you are reading this article, you probably own or manage a Magento online store. Have your administrators ever faced difficulties determining which operator should handle which order and how to avoid overlapping? The solution so far has likely been mutual understanding among administrators about which operator will handle which order numbers. If you are still processing orders with just one person and plan to expand by adding more administrators for order management, you will feel the need for better distribution.
As the clients whose online stores we technically support experience a higher volume of orders, we have developed an extension that allows an administrator to "lock orders", preventing other administrators from editing them. This way, situations where the same order is processed simultaneously by two colleagues are avoided.
The extension is called Stenik Order Operator and in the following lines, we will show you how it works.
How does the Stenik order operator extension function?
Assigning orders to administrators
And since it's a trend in online stores for a large number of orders to come in quickly, the extension has been developed to allow bulk assignment through the grid for more than one order. This saves time and effort for administrators, especially when dealing with a larger set of orders.
The system displays a success message when orders are successfully assigned to an administrator, as well as an error message if any of the orders have already been assigned to another operator.
Assigned orders
In the list of all orders, the extension displays a column containing information about the assigned orders and which operator is handling them. This allows tracking which administrator will process which orders. We make it easier for those working in the admin panel, eliminating the need to access the detailed page of each order.
Once an order is assigned to a specific administrator, a text is displayed within the order itself in the admin panel (without being visible in the customer section), saying "Assigned by: Operator."
Each administrator can leave a comment for all orders, regardless of who they are assigned to. This way, any operator who receives a customer call, for instance, can easily add a comment to a particular order, even if it's assigned to someone else.
The extension allows the creation of an administrator role with full rights, whose members can edit or release orders that have already been assigned to any operator.
Unassigning previously assigned orders
The "Assign" button automatically changes to "Release" once an order has been assigned by an administrator. Only the assigning administrator (or super admin) can release the order, allowing another administrator to reassign it to themselves.
The extension automatically disassociates (releases) the order from its administrator once the order transitions to a selected status (for example: "completed").
Action logs
The entire history of assigning and releasing an order by an operator is recorded as logs in the comments section of the order, without being sent to the user.
How can you benefit from the extension and optimize the workflow for order processing?
Stenik's clients can take advantage of the Order Assignment extenion. Don't waste time, contact us or your Project Manager and inquire about the Stenik Order Operator extension.
