Order Flows
An order flow sends messages, changes the lead status, adds tags, and writes notes when something happens to an order from Scalev, Mayar, or Lynk.id. The flow stops on its own when the buyer pays, replies, or cancels.
You need a connected store before you build a flow. See the guide of your platform: Scalev, Mayar, or Lynk.id.
Open the order flows page
- Open Conversations > Automation Rules from the workspace sidebar.
- Choose the Orders tab. The WhatsApp messages tab keeps your older message rules.
- Click Create flow, or pick an example in Start from an example.
If no store is connected yet, the page asks you to connect one first. Only the Owner can connect a store. An Admin sees a note to ask the Owner.
Each workspace can have up to 20 flows. Only Owners and Admins can create and change flows. The Closing flows list shows all your flows.
Triggers
Each flow has one trigger. Each platform sends only some of the triggers.
| Trigger | Runs when | Scalev | Mayar | Lynk.id |
|---|---|---|---|---|
| A new order is created | Konektor first sees an order that is not paid. For Mayar, this is the payment reminder that arrives about 30 minutes after an unpaid checkout. | Yes | Yes | No |
| Payment is received | The platform confirms the payment. | Yes | Yes | Yes |
| Payment fails | The payment of the buyer fails. | Yes | No | No |
| A checkout is abandoned | A buyer fills in the checkout but does not finish. | Yes | No | No |
| An order is shipped | The order status is shipped. | Yes | No | No |
| An order is completed | The order status is completed. | Yes | No | No |
| An order is returned | The order returns to the seller. | Yes | No | No |
| An order is cancelled | The order is cancelled or deleted. | Yes | Rare | No |
If you choose a trigger that your platform never sends, the flow editor shows a warning. The flow does not run for the stores of that platform.
Timing rules for triggers:
- One flow creates one run for one order. The same event does not create a second run.
- A flow does not start for an event that is older than 72 hours.
- A new order is created does not start for an order that Konektor first sees as already paid, completed, or cancelled.
Conditions
Conditions limit which orders start the flow. You can add up to 10 conditions. All conditions must match.
| Condition | Example |
|---|---|
| Store | Only orders from a given store. |
| Order total | The order total is at least or at most a given amount. |
| Product name | The product contains or does not contain a given word. |
| Payment method | Only some methods, for example qris, va_bca, bank_transfer, or cod. Separate several methods with a comma. |
| COD | Yes or no. |
| Lead status | The lead has a given status. |
| Repeat buyer | The buyer bought before, or did not. |
When Konektor does not know a value, the condition does not match. For example, a condition on the payment method does not match an order that has no payment method.
Steps and delays
A flow has 1 to 5 steps. Each step has:
- A delay: from 0 minutes (immediate) to 7 days (10,080 minutes). The delay counts from the previous step. The total delay of one flow is at most 7 days.
- 1 to 3 actions.
The available actions:
| Action | What it does |
|---|---|
| Send WhatsApp | Send text (up to 1,000 characters) or an approved template. |
| Change lead status | Move the lead to another status. |
| Add lead tag | Add a tag to the lead. |
| Add lead note | Write a note on the lead. |
The flow keeps a copy of its steps when a run starts. If you edit the flow later, a running run does not change.
Fill messages with keywords
Write a keyword with two curly brackets. Konektor fills it from the order. In the editor, click a keyword under Insert: to add it.
| Keyword | Value | If empty |
|---|---|---|
{{name}} | First word of the buyer name | Replaced with Kak |
{{order_id}} | Order number. For Mayar, the invoice code | The action is skipped |
{{total}} | Total, for example Rp168.724 | The action is skipped |
{{product}} | First product, plus the count of other products | The action is skipped |
{{payment_link}} | Payment link | The action is skipped |
{{payment_method}} | Payment method | Empty |
{{store}} | Name of the store in Konektor | Empty |
Konektor refuses a message that uses any other keyword.
The platforms differ in what they send:
- Scalev: the order data does not always hold a payment link. If you save a Scalev API key in the store settings, Konektor fetches the link one time. Without a link, the action is skipped. See Scalev integration.
- Mayar: Konektor gets the payment link when the payment reminder arrives. See Mayar integration.
- Lynk.id: an order is already paid when it arrives, so it has no payment link. Do not use
{{payment_link}}for Lynk.id. See Lynk.id integration.
Stop rules
Konektor checks these rules before each step. When one is true, the flow stops and the remaining steps do not run.
| Rule | Default | Meaning |
|---|---|---|
| Stop when the buyer has paid | On | The buyer already paid. |
| Stop when the buyer replies | On | The buyer replied in the chat after the flow started. Your team can continue the chat. |
| Stop when the order is cancelled | On | The order is cancelled. |
The flow also stops when you turn the flow off, pause or delete the store, or the lead no longer exists.
When an order is paid or cancelled, Konektor stops the related flows at once. It does not wait for the next step.
Quiet hours
A step with a delay waits until quiet hours end. The default is 21:00 to 08:00 in the workspace time zone. An immediate step (delay 0) does not wait. You can change the hours or turn them off for each flow.
When quiet hours end, Konektor spreads the waiting messages over about 30 minutes. So many orders do not send at the same second.
Three examples
| Example | Trigger | Steps |
|---|---|---|
| Order confirmation and payment reminder | A new order is created, condition COD = No | Now: confirmation with {{payment_link}}. After 1 hour: reminder. After 1 more day: last reminder. |
| Checkout recovery | A checkout is abandoned | After 15 minutes: message with {{payment_link}}. After 1 more day: reminder. |
| Thank you after payment | Payment is received | Now: thank-you message, then add the tag buyer. |
| Example | Scalev | Mayar | Lynk.id |
|---|---|---|---|
| Order confirmation and payment reminder | Fits | Fits. Keep the delay of the first step at 0. | Does not fit |
| Checkout recovery | Fits | Does not fit | Does not fit |
| Thank you after payment | Fits | Fits | Fits |
An example is only a starting point. Choose your WhatsApp number, check the text, then click Save flow.
Sending WhatsApp numbers
Flow messages leave from the number that you choose in the Send WhatsApp action. The number must be active in the Konektor Inbox. The options are:
- A WhatsApp QR session.
- An official WhatsApp number.
- A partner number that can send messages, such as Kapso and Kirimdev. Repliz cannot be used for order flows.
The message shows in the Inbox like a normal message. A flow does not change who handles the chat.
Official numbers need a template
An official WhatsApp number can send free text only within 24 hours after the buyer last replied. After that, choose an approved template in the send action. Without a template, Konektor skips the action. See WhatsApp templates.
Konektor limits the send speed for each number. When the limit is reached, the message waits a short time and then goes out. Konektor never sends the same message two times. If sending fails after the message reaches the Inbox, Konektor does not resend it on its own.
See the results on the lead
- Open Leads and click the buyer lead.
- The Store orders section shows each order: the order number, the store and the platform, the date, the total, the payment and delivery state, the products, and the Copy payment link button.
- Under each order, Konektor shows the state of each flow, for example "Payment reminder · Stopped: the buyer paid". When a step did less than it should, a short line under the flow tells why.
The lines that you can see:
| Line | What to do |
|---|---|
| "An official number needs a template for a message outside 24 hours." | Choose an approved template in the send action. |
| "The order has no payment link." | The platform gave no link. For Scalev, save an API key in the store settings. For an order that is already paid, remove {{payment_link}} from the message. |
| "Some order data is empty for this message." | A keyword in the message has no value for this order. Remove that keyword. |
| "The order has no phone number." or "The phone number is not valid." | The buyer gave no usable number. Konektor cannot send the message. |
| "The sender number is not available." | Check that the sender number is active in the Inbox. |
| "The delivery failed." | Konektor does not resend. Check the number in the Inbox. |
Konektor also writes one activity on the lead for each order change.
Common problems
Messages are not sent
- Make sure the flow is on and the store is Active.
- Make sure the sending WhatsApp number is active in the Inbox.
- For an official number, choose a template when the buyer did not reply in the last 24 hours.
- Look at the lines in the Store orders section of the lead.
The flow does not start
- Check the trigger. Your platform must send it. See the table in Triggers.
- Check the conditions. One condition that does not match is enough to stop the flow.
- An old order (more than 72 hours) does not start a flow.
- An order without a lead does not start a flow. See the common problems in the guide of your platform.
Messages stop in the middle
This is normal. The buyer already paid, replied, or the order was cancelled. The result on the lead shows the reason.
Next steps
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