Workflow Trigger — Order Fulfilled for Ecommerce Stores (Including Shopify)

Automate post-purchase experiences the moment a package ships with the Captivation Hub Ecommerce Stores "Order Fulfilled" workflow trigger. This guide explains what the trigger does, why it matters, and how to configure it so customers hear from you right when their order leaves the warehouse.

When an order's status changes to "Fulfilled," this trigger launches a workflow — whether the fulfillment happens inside a Captivation Hub Ecommerce Store or via external platforms (such as Shopify) and shipping connectors like Shippo or ShipStation. It gives you a single automation point for all fulfillment events, so customer follow-ups, internal tasks, and inventory updates fire exactly when products ship.

Key Benefits

• Close the customer-experience loop by sending shipment notifications the instant an order is fulfilled.
• Reduce manual work — update CRMs, inventory, and accounting systems automatically.
• Segment customers using fulfillment-level data (cart value, product SKU, carrier, etc.).
• Support multi-store brands: one trigger covers both native Captivation Hub stores and external sources like Shopify.

Filter Options for Precise Automation

Fine-tune when a workflow should run by combining any of these filters:

• Cart Value: Target high- or low-value orders.
• Fulfilled Products: Run follow-ups only for specific SKUs.
• Order Source: Choose "Store" (Captivation Hub) or "External."
• Order Sub-Source: When "External," narrow to Shopify.
• Shipping Carrier: Treat FedEx, UPS, USPS, etc., differently.
• Tracking Number: Trigger on presence or specific patterns.
• Available Quantity: Filter based on current inventory for a selected product price.
• Fulfillment Status: Filter events by their status.
• Product Collection: Filter based on the collection associated with fulfilled products.
• Order Tags: Filter Shopify fulfillment events using order tags.
• Product and Price: Target shipments using the product or price details of fulfilled items.

Store vs. External Order Sources

This trigger listens to two fulfillment pathways:

• Store — Orders created in a Captivation Hub Ecommerce Store.
• External — Orders synced from third-party storefronts (currently Shopify).

By unifying both pathways, you no longer need to maintain separate workflows for each platform — simply set the Order Source filter and you're covered.

Transition from "Shopify Order Fulfilled (Deprecating Soon)"

The legacy Shopify-only trigger has been renamed to "Shopify Order Fulfilled (Deprecating Soon)." Existing workflows continue working, but new automations should use the Ecommerce Stores Order Fulfilled trigger to future-proof your setup and gain access to the full filter set above.

Shipping-Integration Compatibility

Fulfillment events pushed in from Shippo, ShipStation, and other connected shipping tools will also fire this trigger, allowing one centralized workflow regardless of where labels are created.

How to Set Up the Order Fulfilled Trigger

Step 1 — Open Workflows

From the left navigation, click Automation to access your workflow tools. On the Workflow List page, click + Create Workflow to start a new workflow (or open an existing one you want to update).

Step 2 — Add Trigger

In the workflow builder, click Add Trigger to define what event will start the workflow. This creates the entry point for your automation before you add any actions.

Step 3 — Select Trigger

In the Add Trigger panel, scroll to Ecommerce Stores and select Order Fulfilled. This ensures the workflow starts the moment an order is marked fulfilled.

Step 4 — Name the Trigger

Enter a clear Workflow Trigger Name (for example, "Order Fulfilled – Store + Shopify"). A descriptive name makes it easier to find and manage the trigger later, especially in workflows with multiple starting points.

Step 5 — Add Filters

Under Filters, click Add filters to control which fulfillment events should enroll in the workflow. Using filters helps you avoid unnecessary enrollments and keeps your follow-ups relevant to the order details.

Step 6 — Pick a Filter

Open the filter dropdown and select the first condition you want to apply (for example, Cart Value or Order Source). This tells Captivation Hub which part of the fulfillment data to evaluate.

To filter by inventory, use the nested filter path Global Products → Price → Available Quantity. Select one Price, choose the required condition, and enter the numeric Available Quantity value.

Step 7 — Filter Shopify Fulfillments

To configure a workflow for Shopify fulfillment events, set Order Source to External and Order Sub Source to Shopify. You can also filter by Product Collection, order tags, or product and price details of fulfilled items. For partially fulfilled orders, product-based filters evaluate the items included in that shipment rather than every item in the original order. Save the trigger after configuring your filters.

Step 8 — Set Cart Value Rules

Choose Cart Value from the filter list to target orders based on how much the customer spent. Select an operator (like Greater than or Between) and enter the value(s) you want to target. This is useful for routing higher-value orders into premium experiences while excluding low-value purchases.

Step 9 — Filter by Products

Select Fulfilled Products and choose an operator like Contains any to include specific items or Is none of to exclude them. This lets you tailor post-purchase messaging based on what was actually fulfilled, not just what was ordered.

Step 10 — Select Order Source

Set Order Source to choose where the fulfilled order originated — Store or External. This is important for brands running multiple storefronts because it helps you segment automation behavior by platform.

Step 11 — Choose Sub-Source

If you set Order Source to External, use Order Sub Source to narrow the trigger to a specific platform like Shopify. This keeps external order automations precise while still using the unified Order Fulfilled trigger.

Step 12 — Filter by Shipping Carrier

Select Shipping Carrier and choose an operator like Contains Phrase or Is Not Empty based on your goal. If you use Contains Phrase, type the carrier name and press Enter/Return to add it. This lets you customize messaging by carrier or shipping method.

Step 13 — Require a Tracking Number

Choose Tracking Number and set the operator to Is Not Empty when you only want the workflow to run once tracking exists. This prevents premature notifications and ensures customers receive messages with actionable shipment details.

Step 14 — Save the Trigger

After confirming your trigger name and filters, click Save Trigger to apply the configuration. Saving is required before you can reliably build and publish the rest of the workflow actions. Then save, publish, and test by fulfilling a test order in your store or via Shopify.

You can also toggle Allow Multiple if you expect multiple shipments per order, and add post-fulfillment actions such as:

• Send email or SMS with tracking link.
• Add customer to a "Shipped" pipeline stage.
• Notify your team in Slack.

Personalize Fulfillment Notifications with Custom Values

The Order Fulfilled trigger provides fulfillment-related custom values you can use to personalize customer notifications — including fulfilled product details, shipment quantities, fulfillment status, and tracking information.

Available Order Fulfillment Custom Values

• Product details: Fulfilled Product IDs, Product Name(s), Price, Fulfilled Quantity, and Fulfilled Quantity (per item).
• Fulfillment details: Fulfillment Date and Fulfillment Status.
• Shipping details: Shipping Carrier, Tracking Number, Tracking URL, and Order Status URL.
• Additional order information including Order ID and Billing Address is also available.

Use Custom Values in Workflow Emails

1. Open a workflow containing the Order Fulfilled trigger.
2. Add or open an Email action.
3. Enter the email subject and message.
4. In the message editor, open the custom value picker and select Order Fulfilled.
5. Choose the fulfillment values you want to include.
6. Click Save action.

Use Custom Values in SMS Messages

1. Open the workflow and add or select an SMS action.
2. In the message editor, open the custom value picker.
3. Select the Order Fulfilled values you want to include — such as fulfilled quantities, fulfillment status, shipping carrier details, and tracking URLs.
4. Click Save action.

Use Custom Values in Email Templates and Snippets

You can also insert Order Fulfillment values into reusable email templates and message snippets. Open the relevant editor, select the custom value picker, and navigate to Order Fulfillment to choose the available shipment information.

Frequently Asked Questions

Q: Does the trigger fire on partial fulfillments?
Yes. For Shopify orders, each shipment generates its own Order Fulfilled event, including when an order is fulfilled in multiple shipments. Each notification includes only the items fulfilled in that shipment. You can use fulfillment-specific filters to target the relevant shipments.

Q: Will my old "Shopify Order Fulfilled" workflows break?
No. They keep running, but we recommend migrating before the legacy trigger is retired.

Q: Can I delay the follow-up email until the tracking number is live?
Yes — add a Wait step set to "until tracking URL is not empty" or delay by a set number of minutes after the trigger fires.

Q: How do I stop duplicate notifications on split shipments?
Enable the Tracking Number filter and choose "Is Not Empty" so only shipments with new tracking numbers trigger the workflow.

Q: Does marking an order "Delivered" retrigger the workflow?
No. The Order Fulfilled trigger fires only when status changes to Fulfilled. Use other triggers for delivery-stage automations.

Q: Is WooCommerce supported?
Not yet. Use External Sub-Source filters as new platform integrations become available.

Q: What happens if tracking information changes after fulfillment?
If a tracking number is added or corrected after a Shopify shipment goes out, the customer receives a follow-up notification with the updated tracking information.

Q: Do canceled fulfillments or historical orders generate notifications?
Canceled fulfillments and historical or imported orders do not generate unexpected or duplicate fulfillment notifications.

Q: Will existing order-triggered workflows continue working?
Yes. Existing order-triggered workflows and email notifications continue working without changes.