runthings.dev

<p>Order Departments for WooCommerce enables large organizations to automatically route orders to the appropriate departments based on the products or the categories of the products in each order.</p>
<p>For each department, a quick access menu is created below the WooCommerce.</p>
<p>The built in WooCommerce order emails can be re-routed so that only the relevant dept gets the order notification thats relevant to them.</p>
<p>The AutomateWoo integration then allows for further workflow automation based on department assignments.</p>
<h4>Features</h4>
<ul>
<li><strong>Automatic Department Assignment</strong>: Orders are automatically assigned to departments based on products/categories</li>
<li><strong>Email Routing</strong>: Route order emails to department-specific email addresses</li>
<li><strong>Admin Filtering</strong>: Filter orders by department in WooCommerce admin</li>
<li><strong>Quick Access Menus</strong>: Direct links to orders for each department</li>
<li><strong>AutomateWoo Integration</strong>: Complete set of actions, triggers, rules, and variables for workflow automation</li>
<li><strong>Department Variables</strong>: Access department data in AutomateWoo workflows (names, emails, counts)</li>
<li><strong>HPOS Compatible</strong>: Full support for WooCommerce High-Performance Order Storage</li>
</ul>
<h4>AutomateWoo Integration</h4>
<p>This plugin provides complete AutomateWoo integration, allowing you to create sophisticated workflows based on department assignments. The integration includes custom actions, triggers, rules, and variables specifically designed for department-based automation.</p>
<p><strong>Department Assignment Timing Tip</strong>: This plugin assigns departments immediately during order processing using the product/category rules you configure in the taxonomy screens. This happens early enough to affect WooCommerce’s core systems like email sending. AutomateWoo workflows run later in the process, so relying solely on AutomateWoo actions for department assignment would be too late to override WooCommerce’s built-in emails and other core functionality.</p>
<p><strong>Using AutomateWoo for Email Handling</strong>: If you prefer to handle all emails through AutomateWoo workflows instead of the built-in email routing:</p>
<ol>
<li>Disable WooCommerce’s default admin emails</li>
<li>Use AutomateWoo’s email actions with department triggers for full control</li>
</ol>
<p>This approach gives you the flexibility to use AutomateWoo’s advanced email features (templates, conditions, delays, etc.) while still benefiting from automatic department assignment.</p>
<h4>Actions</h4>
<ul>
<li><strong>Set Order Department</strong>: Replace all existing departments with one department</li>
<li><strong>Add Order Department</strong>: Add a department while keeping existing ones</li>
<li><strong>Remove Order Department</strong>: Remove a specific department from an order</li>
<li><strong>Clear Order Departments</strong>: Remove all departments from an order</li>
</ul>
<h4>Triggers</h4>
<ul>
<li><strong>Order Department Added</strong>: Fires when a department is added to an order</li>
<li><strong>Order Department Removed</strong>: Fires when a department is removed from an order</li>
<li><strong>Order Department Changed</strong>: Fires when departments are modified in any way</li>
</ul>
<h4>Rules</h4>
<ul>
<li><strong>Order Has Department</strong>: Check if order has specific department(s)</li>
<li><strong>Order Department Count</strong>: Check the number of departments assigned</li>
<li><strong>Order Department Is</strong>: Check if order’s departments exactly match a set</li>
</ul>
<h4>Variables</h4>
<p><strong>Collection Variables</strong> (all departments):<br />
* <code>{{ order.departments_names }}</code>: List of all department names assigned to the order<br />
* <code>{{ order.departments_emails }}</code>: List of all department email addresses (automatically deduplicated)</p>
<p><strong>Per-Department Variables</strong> (flexible access):<br />
* <code>{{ order.department_names }}</code>: Department names with index/all/count options<br />
* <code>{{ order.department_emails }}</code>: Department emails with index/all/count options<br />
* <code>{{ order.department_count }}</code>: Number of departments assigned to the order</p>
<h4>Variable Parameters</h4>
<p><strong>Collection Variables</strong> support <code>separator</code>, <code>prefix</code>, and <code>suffix</code> parameters:<br />
* <code>{{ order.departments_names | separator: ';' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> “Sales;Technical;Support”<br />
* <code>{{ order.departments_names | prefix: 'Dept: ', suffix: ' Team' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> “Dept: Sales Team, Dept: Technical Team”<br />
* <code>{{ order.departments_emails | separator: '; ' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> “sales@example.com; tech@example.com”</p>
<p><strong>Per-Department Variables</strong> support <code>mode</code>, <code>index</code>, <code>separator</code>, <code>prefix</code>, and <code>suffix</code> parameters:</p>
<p><strong>Mode Options:</strong><br />
* <code>{{ order.department_names }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> First department name (default mode: index)<br />
* <code>{{ order.department_names | mode: 'all' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> All department names<br />
* <code>{{ order.department_names | mode: 'count' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> Number of departments</p>
<p><strong>Index Access:</strong><br />
* <code>{{ order.department_names | index: '1' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> First department name<br />
* <code>{{ order.department_names | index: '2' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> Second department name<br />
* <code>{{ order.department_emails | index: '1' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> All emails from first department</p>
<p><strong>Formatting:</strong><br />
* <code>{{ order.department_names | prefix: 'Team: ', suffix: ' Dept' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> “Team: Sales Dept”<br />
* <code>{{ order.department_emails | separator: '; ' }}</code> <span aria-hidden="true" class="wp-exclude-emoji">→</span> Multiple emails separated by semicolon</p>
<h4>Variable Use Cases</h4>
<ul>
<li>
<p><strong>Sales & Technical Support</strong>: Route orders containing software to Technical, hardware to Sales</p>
<ul>
<li>Use <code>{{ order.departments_emails }}</code> to automatically send order notifications to the right team</li>
<li>Create conditional workflows based on <code>{{ order.department_count }}</code> for mixed orders</li>
</ul>
</li>
<li>
<p><strong>Multi-location Fulfillment</strong>: Route orders to appropriate warehouses/locations</p>
<ul>
<li>Include <code>{{ order.departments_names }}</code> in fulfillment emails to specify handling location</li>
<li>Use department variables in webhook payloads to external fulfillment systems</li>
</ul>
</li>
<li>
<p><strong>Specialized Teams</strong>: Route complex products to specialist departments</p>
<ul>
<li>Send detailed instructions using <code>{{ order.department_names }}</code> for single-department orders</li>
<li>Create escalation workflows when <code>{{ order.department_names | mode: 'count' }}</code> exceeds normal thresholds</li>
</ul>
</li>
<li>
<p><strong>CRM Integration</strong>: Trigger department-specific workflows in external systems</p>
<ul>
<li>Pass <code>{{ order.departments_names }}</code> to CRM systems for proper lead assignment</li>
<li>Use <code>{{ order.departments_emails }}</code> for automated follow-up sequences</li>
</ul>
</li>
</ul>
<h3>Developer Filters</h3>
<p>The plugin provides filters to customize email handling behavior:</p>
<h4>Email ID Filters</h4>
<p><strong>runthings_wc_order_departments_customer_email_ids</strong></p>
<p>Customize which customer-facing email IDs have their reply-to headers modified by department emails.</p>
<pre><code>add_filter('runthings_wc_order_departments_customer_email_ids', function($email_ids) { // Add custom customer email ID $email_ids[] = 'custom_customer_email'; // Remove an email ID if you don't want it modified $key = array_search('customer_new_account', $email_ids); if ($key !== false) { unset($email_ids[$key]); } return $email_ids; });
</code></pre>
<p><strong>Default customer email IDs</strong>: <code>customer_completed_order</code>, <code>customer_cancelled_order</code>, <code>customer_failed_order</code>, <code>customer_on_hold_order</code>, <code>customer_invoice</code>, <code>customer_note</code>, <code>customer_refunded_order</code>, <code>customer_processing_order</code>, <code>customer_new_account</code>, <code>customer_reset_password</code></p>
<p><strong>runthings_wc_order_departments_admin_email_ids</strong></p>
<p>Customize which admin-facing email IDs have their recipients modified to use department emails.</p>
<pre><code>add_filter('runthings_wc_order_departments_admin_email_ids', function($email_ids) { // Add custom admin email ID $email_ids[] = 'custom_admin_notification'; // Remove an email ID if you don't want it modified $key = array_search('backorder', $email_ids); if ($key !== false) { unset($email_ids[$key]); } return $email_ids; });
</code></pre>
<p><strong>Default admin email IDs</strong>: <code>new_order</code>, <code>cancelled_order</code>, <code>failed_order</code>, <code>backorder</code></p>
<h4>Use Cases for Email Filters</h4>
<ul>
<li><strong>Custom Email Types</strong>: Add support for emails from other plugins or custom implementations</li>
<li><strong>Selective Email Routing</strong>: Exclude specific email types from department-based routing</li>
<li><strong>Third-party Integration</strong>: Ensure compatibility with other email-related plugins</li>
</ul>
<h3>Configuration</h3>
<h4>Setting Up Departments</h4>
<ol>
<li>Navigate to <strong>WooCommerce > Order Departments</strong></li>
<li>Add new departments with:
<ul>
<li>Department name</li>
<li>Email addresses (semicolon-separated)</li>
<li>Associated product categories</li>
<li>Specific products</li>
</ul>
</li>
</ol>
<h4>Email Routing</h4>
<p>The plugin provides two types of email routing:</p>
<h4>Admin Email Routing</h4>
<p><strong>Admin emails</strong> (new order notifications, etc.) are automatically routed to department email addresses when departments are assigned to orders.</p>
<h4>Customer Email Reply-To Override</h4>
<p><strong>Customer emails</strong> can have their reply-to headers modified based on department assignments. Configure this at <strong>Settings > Order Departments</strong>:</p>
<ul>
<li><strong>Override reply-to with department emails</strong>: Enable/disable the reply-to override feature</li>
<li><strong>For multi-department orders</strong>: Choose behavior when multiple unique email addresses are involved:
<ul>
<li><strong>Use all department emails</strong>: Add all unique department emails to reply-to header</li>
<li><strong>Skip override – fall back to WooCommerce default</strong>: Use WooCommerce’s default reply-to setting</li>
</ul>
</li>
</ul>
<p><strong>Email routing behavior</strong>:</p>
<ul>
<li><strong>Single department orders</strong>: Always use that department’s email for reply-to (when override enabled)</li>
<li><strong>Multi-department orders with same email</strong>: Treated as single department</li>
<li><strong>Multi-department orders with different emails</strong>: Behavior depends on settings choice</li>
<li><strong>If the order’s assigned departments have NO email addresses</strong>: The plugin does not attempt to override emails and WooCommerce emails work normally</li>
<li><strong>If WooCommerce emails are disabled</strong>: No emails will be sent regardless of department email configuration</li>
</ul>
<p><strong>Notes</strong>:</p>
<ul>
<li>Each department can have multiple email addresses (semicolon-separated)</li>
<li>You can simply set the default WooCommerce admin email address in each department to maintain the same recipient while enabling department-based routing</li>
<li>Email routing is determined per-order based on that order’s specific department assignments</li>
<li>If the same email address is listed in multiple departments assigned to an order, only one email will be sent to that address (duplicates are automatically removed)</li>
</ul>
<h4>AutomateWoo Workflows</h4>
<p>Create workflows using the department triggers, rules, and variables to:</p>
<ul>
<li>Send notifications to external systems using department email variables</li>
<li>Create tickets in support systems with department information</li>
<li>Update CRM records with department assignments</li>
<li>Trigger fulfillment processes based on department rules</li>
<li>Route emails to department-specific addresses using <code>{{ order.departments_emails }}</code></li>
<li>Include department context in communications using <code>{{ order.departments_names }}</code></li>
</ul>
<h3>Requirements</h3>
<ul>
<li>WordPress 6.3+</li>
<li>WooCommerce 8.2+</li>
<li>PHP 7.4+</li>
<li>AutomateWoo (optional, for workflow automation)</li>
</ul>
<h3>Additional Notes</h3>
<p>Built by Matthew Harris of runthings.dev, copyright 2025.</p>
<p>Visit <a href="https://runthings.dev/" rel="nofollow ugc">runthings.dev</a> for more WordPress plugins and resources.</p>
<p>Contribute or report issues at <a href="https://github.com/runthings-dev/runthings-wc-order-departments" rel="nofollow ugc">GitHub repository</a>.</p>
<h3>License</h3>
<p>This program is free software; you can redistribute it and/or modify it under the terms of the GNU General Public License as published by the Free Software Foundation; either version 3 of the License, or (at your option) any later version.</p>
<p>This program is distributed in the hope that it will be useful, but WITHOUT ANY WARRANTY; without even the implied warranty of MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE. See the GNU General Public License for more details.</p>
<p>You should have received a copy of the GNU General Public License along with this program; if not, see <a href="http://www.gnu.org/licenses/gpl-3.0.html" rel="nofollow ugc">http://www.gnu.org/licenses/gpl-3.0.html</a>.</p>
<p>Icon – SEO by pictohaven from [https://thenounproject.com/browse/icons/term/seo/](Noun Project) (CC BY 3.0)</p>


Order Departments for WooCommerce

Automatically assign WooCommerce orders to departments based on products/categories with email routing and AutomateWoo integration.

SmartRoute for Gravity Forms

<p><strong>SmartRoute for Gravity Forms</strong> lets you send Gravity Forms notifications to different email addresses based on what users answer in your forms. Route form submissions based on dropdown, radio, checkbox, or any other field — using a simple CSV contact list, no code required.</p>
<p>Whether you manage a multi-location business, a sales team, or a support desk, SmartRoute makes sure every form submission lands in the right inbox automatically.</p>
<h4>How it works</h4>
<ol>
<li><strong>Import your CSV</strong> — Upload your contact list with any criteria columns (department, region, category, product, language…)</li>
<li><strong>Map columns</strong> — Tell SmartRoute which column holds the email address and which columns to use as routing criteria</li>
<li><strong>Define rules</strong> — Build conditional notification routing using form fields and AND conditions</li>
<li><strong>Done</strong> — SmartRoute intercepts Gravity Forms notifications and sends them to the right contact automatically</li>
</ol>
<h4>Use cases</h4>
<ul>
<li><strong>Multi-location businesses</strong> — Route inquiries to the right office based on city, region, or country</li>
<li><strong>Sales teams</strong> — Assign form leads automatically based on product interest, company size, or budget</li>
<li><strong>Support requests</strong> — Route tickets by department, issue type, or priority level</li>
<li><strong>Educational institutions</strong> — Send applications to the right program coordinator or campus</li>
<li><strong>Real estate agencies</strong> — Forward listings inquiries to the agent covering that property type or area</li>
<li><strong>Healthcare and clinics</strong> — Direct appointment requests to the right specialist or location</li>
<li><strong>Multi-language sites</strong> — Route submissions to native-speaking team members</li>
</ul>
<h4>Features</h4>
<ul>
<li>CSV-based routing — no database or code required</li>
<li>Smart rules engine with AND conditions</li>
<li>Supports “contains any of” operator for multi-value matching</li>
<li>Works with dropdown, radio, checkbox, text, and any Gravity Forms field type</li>
<li>Compatible with Gravity Forms multi-page forms</li>
<li>Activity log — track every routed notification</li>
<li>Works with any Gravity Forms notification</li>
<li>Fallback behavior when no rule matches (send default notification or block)</li>
</ul>
<h4>SmartRoute Pro</h4>
<p>Unlock additional features with <strong><a href="https://wp-smartroute.com/#Pricing" rel="nofollow ugc">SmartRoute Pro</a></strong>:</p>
<ul>
<li><strong>Analytics dashboard</strong> — charts, match rates, and top recipients</li>
<li><strong>CSV export</strong> — export your routing activity log</li>
<li><strong>Priority support</strong> — email support with fast response times</li>
</ul>
<h4>Learn more</h4>
<p>Visit <a href="https://wp-smartroute.com" rel="nofollow ugc">wp-smartroute.com</a> for documentation, tutorials, and pro plans.</p>
<h3>Privacy</h3>
<p>SmartRoute processes form submission data locally on your WordPress site to determine the correct recipient. No submission data is sent to external servers.</p>
<p>The activity log stores only the form ID, the matched rule, the recipient email, and a timestamp. You can clear the activity log at any time from the plugin settings.</p>
<h3>Credits</h3>
<p>SmartRoute is an independent add-on for <a href="https://www.gravityforms.com/" rel="nofollow ugc">Gravity Forms</a>. Gravity Forms is a registered trademark of Rocketgenius, Inc. This plugin is not affiliated with or endorsed by Rocketgenius.</p>


SmartRoute – Conditional Email Routing for Gravity Forms

Conditional email routing for Gravity Forms. Send notifications to different recipients based on form answers using a CSV contact list.

Order Departments for WooCommerce vs SmartRoute – Conditional Email Routing for Gravity Forms