Schedule MacroRIS-SM-2332 - User-Guide

Automated Monitoring & Notification for Unfulfilled Marketplace Orders

Track and manage delayed marketplace orders in Linnworks with automated alerts. Improve order processing, reduce delays, and enhance operational efficiency with real-time monitoring.

Managing unfulfilled orders manually can be time-consuming and increases the risk of delays going unnoticed. The Automated Monitoring & Notification for Unfulfilled Marketplace Orders feature helps you stay on top of your operations by automatically identifying orders that have not been processed within your expected timeframe.

This solution continuously monitors all Open Orders in Linnworks and alerts your team when any order exceeds the defined time limit. By providing timely notifications, it enables your team to quickly investigate issues, priorities tasks, and prevent delays from impacting customers.

With this automated approach, you gain better visibility into your order pipeline, reduce manual effort, and ensure a more efficient and reliable fulfilment process.

Stay in control of your order processing by getting notified before delays impact your customers.

Configure the Macro

Once the app is installed, you need to set up the configuration, so the system knows how and when to monitor delayed orders. This is a one-time setup and can be adjusted anytime based on your business needs.

Steps to Configure

Go to Apps > Macro Configuration and click + Add new configuration.

Key Benefits

Managing order delays manually can be difficult, especially when dealing with high order volumes across multiple marketplaces. This feature is designed to simplify that process by providing clear visibility and timely alerts, helping your team stay proactive.

Save Time on Manual Monitoring

Eliminates the need for manual order checks by automatically monitoring open orders in the background continuously.

Get Instant Alerts on Delays

Receive timely email notifications when orders exceed your defined time limit, so your team can quickly identify issues and take immediate action.

Ensure No Order Is Missed

Continuously tracks all open orders and highlights only those that require attention, ensuring that no order is overlooked or left unprocessed.

Improve Operational Visibility

Provides clear and structured insights into delayed orders, helping you understand where delays are occurring and how to improve your workflow.

Enable Faster Decision Making

Delivers relevant order information at the right time, allowing your team to prioritise tasks and resolve delays without unnecessary back-and-forth.

Avoid Duplicate Notifications

Ensures each delayed order is alerted only once by marking processed alerts, reducing noise and keeping notifications clear and actionable.

How It Works

This feature works in the background to continuously monitor your order processing and highlight any delays. Once configured, it requires no manual intervention and ensures your team is always informed about orders that need attention.

Step 1

Orders are imported into Linnworks from your connected marketplaces (such as Amazon, eBay, etc.).

Step 2

The system regularly checks all orders that are still in Open status.

Step 3

It calculates how long each order has been waiting since it was received.

Step 4

If an order exceeds your defined time limit, it is marked as delayed.

Step 5

An email notification is sent to your team with order details and a downloadable report.

Usage of App

This feature is designed to work automatically once configured. It monitors your orders in the background and only notifies your team when action is required, making it simple and efficient to use.

Minimum Order Age (Hours)

Defines how long an order can remain unprocessed before it is considered delayed (for example, 24 hours).

Included Sources (Optional)

Allows you to select specific marketplaces to monitor, such as Amazon or eBay. If not specified, all sources will be included.

Excluded Sub Sources (Optional)

Let's you exclude certain order types or sub sources that you do not want to monitor.

Recipient Emails

Email addresses that will receive notifications when delayed orders are detected. Multiple recipients can be added.

Identifier Tag

A unique tag used internally to ensure the same order is not alerted multiple times.

Key Points to Remember

  • The process runs in the background without interrupting your workflow

  • Only relevant orders are evaluated based on your configuration

  • Alerts are triggered only when necessary, avoiding unnecessary noise

Once the macro is running, it provides clear and actionable results that help your team stay on top of delayed orders and maintain smooth operations.

What You Can Expect

  • Delayed orders are automatically identified
    Orders that exceed your defined time limit are flagged without any manual effort

  • Email notifications are sent instantly
    Your team receives timely alerts with all necessary order details

  • Detailed report for better tracking
    A CSV file is included with each alert for easy review and follow-up

  • No duplicate alerts
    Each order is reported only once, ensuring notifications remain relevant

  • Improved order processing efficiency
    Your team can quickly take action on delays and keep orders moving

Overall Impact

This ensures better visibility, faster response times, and a more efficient fulfilment process across your operations.

What To Do When You Receive an Alert

When your team receives a notification, it means some orders require immediate attention. Taking quick action helps avoid delays and ensures smooth order fulfilment.

Steps to Follow

Step 1

Open Linnworks and locate the affected orders mentioned in the email

Step 2

Review the order details and check the reason for delay

Step 3

Identify the issue, such as:

  • Stock not available

  • Warehouse delay

  • Integration or system issue

Step 4

Take the necessary action:

  • Process the order

  • Allocate stock

  • Escalate internally if required

Why This Matters

Acting quickly on alerts helps:

  • Prevent further delays

  • Improve customer satisfaction

  • Keep operations running smoothly

Best Practices

To get the most value from this feature, it’s important to configure and use it in a way that aligns with your operational workflow. Following these best practices will help you maximise efficiency and avoid unnecessary delays.

  • Set a realistic time threshold
    Choose a delay limit that matches your normal processing time, so alerts are meaningful and not too frequent

  • Monitor alerts regularly
    Ensure your team checks notifications consistently to avoid missing important updates

  • Act quickly on delays
    Address flagged orders as soon as possible to prevent customer impact

  • Keep inventory updated
    Maintaining accurate stock levels helps reduce delays caused by unavailable items

  • Review and adjust settings when needed
    Update your configuration as your business grows or processes change

Regular monitoring and quick action are key to maintaining smooth order fulfilment and high customer satisfaction.

Example Scenario

To better understand how this works, here’s a simple example:

If your delay threshold is set to 24 hours:

  • Order A (30 hours old) → Alert sent

  • Order B (10 hours old) → No alert

  • Order C (26 hours old) → Alert sent

Your team will receive an email notification with details of Order A and Order C, along with a CSV report for further review.

What This Means

  • Only orders that exceed the defined time limit are flagged

  • Your team focuses only on orders that need attention

  • No unnecessary alerts are generated

Final Summary

The Automated Monitoring & Notification for Unfulfilled Marketplace Orders feature helps you stay in control of your order processing by automatically identifying delays and notifying your team at the right time.

By reducing manual monitoring, improving visibility, and enabling faster action, this solution ensures smoother operations and better customer satisfaction.

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