Introduction
This guide explains the journey of an order through the GelatoConnect system, from initial submission to final fulfillment. Understanding this end-to-end process helps you better integrate with GelatoConnect and troubleshoot any issues that might arise during order processing.
Regardless of which order intake method you choose, all orders follow the same fundamental flow once they enter GelatoConnect.
Order Flow Overview
1. Order Submission
The first stage in the order lifecycle is submission, which can happen through multiple channels:
API Submission
Order data is sent via POST request to the GelatoConnect API
System immediately validates the request format and authentication
A synchronous response confirms receipt with an order ID
Storefront Submission
Orders are placed through connected e-commerce platforms
GelatoConnect receives order notifications via webhooks
Orders are automatically imported into the system
FTP Submission
Order files are uploaded to a designated FTP directory
GelatoConnect scans the directory at scheduled intervals
Files are processed and converted into orders
Direct Platform Submission
Platform-specific integrations (Cloudprinter, Redbubble) send orders
Custom connectors translate platform formats to GelatoConnect format
Orders enter the standard processing flow
2. Initial Validation and Processing
Once an order is received, it undergoes several validation steps:
Data Validation
Required fields are checked for completeness
Data formats are verified (addresses, emails, etc.)
Customer and product references are validated
Print File Validation
File URLs are verified for accessibility
Files are downloaded and checked for:
File format compatibility
Resolution and dimensions
Font embedding
Business Rules Validation
Shipping destination restrictions
Product availability
Quantity limits
Cross-border shipping requirements
3. Order Status Transitions
Orders move through a series of statuses as they progress through the system:
Initial Statuses
Draft: Order is saved but not submitted for processing
Received: Order has been submitted to GelatoConnect
Passed: Order has passed all validation checks
Failed: Order has failed validation (see Troubleshooting section)
Created: Order is validated and ready for production
Production Statuses
In Production: Order is being processed by the production system
Printed: Production of the order is complete
Packaged: Order has been packaged and is ready for shipping
Shipping Statuses
Shipped: Order has been picked up by the carrier
In Transit: Order is en route to the customer
Delivered: Order has been delivered to the customer
Returned: Order has been returned to the sender
Error Statuses
Failed: Order has failed validation or processing
Canceled: Order has been canceled by the customer or system
4. Events and Notifications
Status changes trigger various events within the system:
System Events
Internal event logs record all status changes
Event-driven workflows activate next steps in the process
External Notifications
Postbacks notify customers of order status changes
Email notifications can be sent based on status changes
Webhook events can trigger actions in connected systems
API Status Updates
Order status is available via the Get Order API
Search Orders API can filter by current status
Historical status changes are recorded in the order history
5. Production Workflows
Once an order reaches the "Created" status, it integrates with production workflows.
6. Packaging and Shipping
After production is complete, orders move to packaging and shipping:
Packaging Process
Products are collected from production
Order items are verified against the order
Items are packaged according to specifications
Shipping Integration
Carriers are selected based on order specifications
Shipping labels are printed and attached
Tracking information is recorded
Shipping status updates are sent back to GelatoConnect
7. Order Completion
The final stages of the order process include:
Delivery Confirmation
Carriers provide delivery status updates
Final status is updated in GelatoConnect
Delivery confirmation is sent to customers
Troubleshooting Common Issues in the Order Flow
Validation Failures
Invalid Shipping Address: Verify address format and completeness
Missing Required Fields: Check that all required order data is provided
Product Unavailability: Confirm product UIDs or customer products are valid and available
File Processing Failures
File Download Issues: Ensure file URLs are accessible and not expired
File Format Problems: Verify files meet specifications
Production Delays
Material Availability: Check if required materials are in stock
Shipping Issues
Carrier Limitations: Some destinations may have carrier restrictions
Address Problems: Incorrect addresses may cause delivery delays
Customs Delays: International shipments may be held in customs
Monitoring and Managing Orders
GelatoConnect provides several tools for monitoring orders throughout the process:
Requests Page
View all incoming order requests
Filter by status, customer, or other criteria
Identify and resolve issues quickly
Order Management
Search for specific orders by ID or reference
View detailed order information and status
Perform actions like cancellation or reprocessing
Order Analytics
Track order volumes and trends
Monitor order success rates and common failure points
Next Steps
Now that you understand the complete order flow in GelatoConnect, you can:
Better design your integration to work with the system
Troubleshoot issues at specific points in the flow
Communicate effectively with your customers about order status
Optimize your processes for efficient order fulfillment
For more detailed information on specific aspects of the order flow, please refer to the relevant sections in our help center.
If you have questions about the order flow or encounter issues with specific orders, please contact our support team at [email protected].