How to keep customer customization details with the Shopify order

The details that make a custom order unique are the details easiest to lose: the spelling of a name, the photo they meant, the note that says “use the second picture, not the first.”

If those live in email, Instagram, and a shared drive, the order in Shopify is an empty shell. The person who picks it up next week will not know which file is current.

What “attached to the order” means

It means a new teammate can open the order and see:

• What the customer already sent
• What you already sent them (proofs, requests)
• What is internal versus what the customer can see
• Which file is the current proof

It does not mean dumping everything into one notes field.

Separate customer-facing text from staff notes

Customers should not see vendor delays, wholesale costs, or “husband is picky.” They should see the message you would put in an order update.

Staff still need a place for production reality. Those two texts cannot be the same field.

Files belong on the order, not on a desktop

Download-and-rename is how the wrong logo gets printed. Keep uploads on the order. When a proof replaces an older proof, keep history so you can see what was replaced.

Using Orstrax Orderflow

Update Order holds a Customer Message (shown in order updates and lookup) and an Internal Note (only your team). Proof artwork and optional customer-facing proof copy live on the Proof tab when the order is in a proof-related status.

Customer uploads from Request Information or Collect Info show on the order. Proof versions stay with the order, including previous and replaced files.

In Message Templates, {public_note} still inserts the current Customer Message. That token name has not changed.

Existing users: Customer messages, internal notes, and attachments.