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Table of Contents

  1. Overview
  2. Logging In
  3. Navigation
  4. Order Management
  5. Search Functionality
  6. Filters and Sorting
  7. Order Details and Editing
  8. Automation Features
  9. Shopify Integration
  10. Troubleshooting

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Overview

StateSet One is a platform integrated with Shopify to automate more of the order process, reduce manual work, and provide real-time, essential data in a customizable platform for MHG. This documentation will guide you through using StateSet One for order management.

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Logging In

  1. Go to https://StateSet.com/main-view
  2. Enter your username and password
  3. Click “Log In”
Note: The system is transitioning from passwordless login to direct login. If you encounter issues, please contact support@stateset.com The top navigation bar includes the following sections:
  1. Pending
  2. Active
  3. Archived
  4. Sales View
  5. Ready to Pay

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Post-Purchase Order Management and Automation

1

Order Created in Shopify

An order is created in Shopify, creating a webhook which is then used to create the Order and Order Line Items in StateSet.
2

Order Line Items Details Updated in StateSet

The order line items are updated in StateSet. This tracks photographer acknowledgement, need by date, print status, and more.
3

Order Fulfilled in Shopify

The order is marked as fulfilled in Shopify. This moves the order to the archived view.

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Fulfillment Locations

  • Soho
  • West LA
  • Sunset Marquis
  • En Route
  • At Framer
  • Received
  • Ready

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Pending Orders

StateSet.com/pending-main-view
  • This view shows orders that have not yet been paid for or are partially paid.
  • Orders with the “Partial OOI” Shopify tag will appear here with a checkbox to alert that not every print needs to be ordered.

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Active Orders

StateSet.com/main-view
  • This view displays orders that are currently being processed.
  • Orders tagged with “OOI” (Out of Inventory) in Shopify will automatically appear in this view.

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Archived Orders

StateSet.com/archived
  • This view shows completed orders.
  • Orders are automatically moved here when fulfilled in Shopify.

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Sales View

StateSet.com/sales-view
  • This view includes a Client Name column and will show active orders.

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Ready to Pay

StateSet.com/ready-to-pay
  • This page populates with a duplication of a print when tagged “OOI” in Shopify and marked “received” in StateSet.

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Search Functionality

  • Use the search bar to find orders by various criteria including Print, Photographer and Invoice Number

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Filters and Sorting

  • Use filters to narrow down orders based on specific criteria.
  • Sorting is available for most columns.
  • Filters and sorting preferences are retained when navigating between pages.
Filters can be cleared by setting the picklist to “All print, locations etc.”

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Order Details and Editing

  • Click on an order to view its details in the side panel.
  • Inline editing is available for most fields, including the “Acknowledged” checkbox in the Active view.
  • The “Instructions” column can be expanded to view full text.

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Automation Features

  • “OOI” Shopify tag moves orders directly to Active view.
  • Setting the Sales Order Date moves an order from Pending to Active.
  • Fulfillment in Shopify automatically moves an order to Archived in StateSet.
  • Setting “En Route Date” moves an order status to “En Route”.
  • Setting the “To Framer Date” updates the print status to “At Framer”.

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Color Coding for Orders

  • Orders that are ready to print are green
  • Orders that are at framer are blue
  • Orders that are received are orange
  • Orders that are alert are red

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Shopify Integration

  • StateSet pulls in relevant order data from Shopify, including custom tags.
  • Changes in StateSet can be written back to Shopify via API.
  • The Invoice Number in StateSet links back to the corresponding Shopify order page.

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StateSet Value Props

  • Automated Order Management: StateSet One integrates seamlessly with Shopify to automate various aspects of order management, reducing manual work and ensuring that orders are processed efficiently and accurately. This includes automatic updates to order statuses and the movement of orders between different stages (e.g., from Pending to Active, or Active to Archived) based on predefined triggers.
  • Real-Time Data and Customization: The platform provides real-time access to essential data through customizable views, allowing users to manage orders, track statuses, and update details with minimal effort. Custom filters, sorting, and inline editing enhance the user experience by making it easy to find and manage specific orders.
  • Comprehensive Order Tracking: StateSet One offers detailed tracking for each order, including various print statuses, fulfillment locations, and shipment details. This ensures that every aspect of an order—from creation to fulfillment—is closely monitored, providing transparency and reducing the risk of errors.
  • Seamless Shopify Integration: The integration with Shopify allows StateSet to pull in relevant order data and custom tags, ensuring that both platforms remain synchronized. Updates made in StateSet can also be written back to Shopify, maintaining consistency and accuracy across systems.
  • Automation of Complex Workflows: StateSet simplifies complex workflows through automation, such as automatically moving orders to different views based on tags or status updates, and color-coding orders based on their readiness or alert status. This automation helps users focus on critical tasks and reduces the need for manual intervention.

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Troubleshooting

If you encounter any issues:
  • Ensure you’re using the latest version of your web browser.
  • Clear your browser cache and cookies.
  • If problems persist, contact your system administrator or StateSet support.
This is a living document and will be updated as new features are implemented and workflows are refined.