Get Email Notifications for Shopify Orders with Notes

4 min setup
No coding required
Runs automatically

Stay informed of any special instructions by receiving an email notification whenever a new Shopify order includes customer notes. This MESA workflow template sends an email to the store owner with a direct link to the order and the order note details, helping you review and act promptly on customer requests or important order information.

How it works

4 steps to get email notifications when orders include customer notes

Order Created

App connector: [Shopify](/content/apps/shopify/integrate "View Shopify integration page"/index.html) • Time to complete: 0 minutes (Auto-configured)

Why this matters: This trigger monitors your Shopify store for new orders and starts the workflow automatically whenever a customer completes a purchase.

When a customer places an order in your store, this trigger captures all the order data including customer information, purchased items, and any notes the customer included at checkout. The trigger runs automatically in the background - no configuration needed from you. All order details get passed to the next step where they're filtered to identify which orders contain notes.

Filter: Check if order contains notes

App connector: [Filter](/content/apps/filter/integrate "View Filter integration page"/index.html) • Time to complete: 1 minute

Why this matters: This filter ensures you only get notified about orders that actually contain customer notes, preventing unnecessary emails for standard orders.

The filter checks if the order note field contains any text - if it's empty or null, the workflow stops here and no email gets sent. If notes are present, the order data moves forward to the next step. This automatic filtering means you won't get bombarded with emails for every single order, only the ones where customers left special instructions, requests, or comments that need your attention.

Retrieve Shop

Why this matters: This step retrieves your shop's information, including the shop owner's name, which personalizes the email notification you'll receive.

The step automatically pulls details about your Shopify store like the shop owner name, domain, and other store settings. This information gets used in the email template to address you by name and create direct links back to your admin panel. No configuration is required - it automatically uses your current shop's data.

Send Email

App connector: [Email](/content/apps/email/integrate "View Email integration page"/index.html) • Time to complete: 1 minute

Why this matters: This step sends the actual notification email with order details and customer notes to keep you informed of special requests.

You'll need to enter the email address where you want to receive these notifications in the "Who should receive this email?" field - this could be your personal email, a team inbox, or a dedicated customer service email. The email includes the customer's name, order number, the full text of their notes, and a direct link to view the order in your Shopify admin. The subject line will show "Order [Order Number] created with notes" so you can easily identify these emails in your inbox.

Frequently asked questions

Will I get notified for orders where customers accidentally leave blank spaces in the notes field?

No, the filter specifically checks for meaningful content, not just empty spaces or null values. Only orders with actual text in the notes field will trigger email notifications.

Can I customize what information appears in the notification email?

Yes, you can edit the email message template to include additional order details like shipping address, payment method, or specific product information alongside the customer notes.

Make this template your own!

Customize this workflow even further:

• Set up multiple notification recipients
• Add team members to the notification list by entering multiple email addresses separated by commas, ensuring your customer service team gets alerted to special requests.
• Add SMS notifications for urgent orders
• Connect a text message step after the email to send SMS alerts when orders contain keywords like "urgent" or "rush delivery."
• Store notes in a spreadsheet for tracking
• Add a Google Sheets step to log all orders with notes in a tracking spreadsheet, helping you identify common customer requests and improve your service.
• Create automatic order tags based on note content
• Use the Transform step to analyze note text and automatically tag orders with labels like "gift wrap," "special instructions," or "complaint" for better organization.

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4.9/5
Merchant reviews
157
Avg. time saved per week
3.5 hrs

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