Dispatch Date Update from XML
Set the Despatch By Date on Shopify orders in Linnworks from the ship date on the order, and use your default date when the order has none.
Overview
Dispatch Date Update from XML is an automated despatch-date solution for Linnworks. It sets the Despatch By Date on your Shopify orders. The date comes from the ship date that Shopify sends with each order.
The macro runs through the Linnworks Rules Engine. When an order has a valid ship date, the macro uses it. When the order has no ship date, or the value is no_date, the macro uses the default date you choose in the settings.
Each updated order also receives the Despatch By Date identifier, so you can find these orders quickly. An order with an invalid ship date is left unchanged, and the problem is noted in the macro log.
Dispatch Date Update from XML helps you keep despatch planning accurate, avoid manual date changes and find updated orders quickly.
Uses the order's ship date
The Despatch By Date comes from the ship date on the Shopify order.
Runs automatically
The Rules Engine sends matching orders to the macro. You only choose one default date.
Two settings
Enter the name of the ship date node and the date to use when an order has no ship date, for example 2026-11-20.
Video Walkthrough
Configure the Macro
Once the app is installed, please create a macro configuration. This tells Linnworks which macro to run, which node holds the ship date and which default date to use.
You can change this set-up at any time to suit how you work.
Steps to Configure
Go to Apps > Macro Configuration and click + Add new configuration.
Select the DispatchDateUpdatefromXML macro and click Create Configuration.
In the Macro Configuration screen, add the configuration name, the ship date node name and your default date. Then click Save.
This macro has two settings:
| Parameter | Required | Description |
|---|---|---|
| ShipDateNodeName | Yes | The name of the order detail that holds the ship date. For Shopify orders from this setup, enter __flare_ship_date. If left blank, the macro stops and no orders are changed. |
| DefualtDate | No | The Despatch By Date used when an order has no ship date. If left blank, orders without a ship date are not changed. |
How to fill in ShipDateNodeName
- Type the name exactly as it appears on the order, for example
__flare_ship_date. - Use the two underscores at the start and do not add spaces.
- Capital letters do not matter.
For example, enter:
__flare_ship_date
How to fill in DefualtDate
- Type the date as year-month-day, for example
2026-11-20. - Use a date in the future, so the orders still have time to be despatched.
- Type the name exactly as Linnworks shows it. The spelling DefualtDate is correct.
For example, enter:
2026-11-20
Please fill in ShipDateNodeName and DefualtDate, so orders are read correctly and orders without a ship date still receive a Despatch By Date.
Please make sure the macro is enabled so you can use it in the Rules Engine.
Note: If the macro is not enabled, it will not appear in the Action value list when you set up the rule.
Go to Orders > Rules engine and click + Add new rule.
Enter the rule name and click Create.
Click Add new, select Condition, set the condition as required and save it.
You may find it helpful to pick only your Shopify orders. The macro skips orders from other channels.
Add the macro action and click Save.
In the Add action window:
- Enter an Action name, for example
Dispatch Date Update from XML - Set Action type to
Execute a macro - In Action value, select
Dispatch Date Update from XML - Click Save
Note: If the macro is not enabled, it will not appear in the Action value list when you set up the rule.
Review the saved rule.
- Check that the condition and action are connected correctly
- Click Save in the bottom-right corner to save the rule
Who Should Use Dispatch Date Update from XML
Warehouse & Fulfilment Teams
Teams who pick, pack and despatch can use the Despatch By Date to put the right orders first.
Operations Managers
Managers spend less time correcting dates and see the same planning dates across all orders.
Linnworks Administrators
Administrators set up the macro, enter the ship date node name, enable the macro for the Rules Engine and choose which orders it runs on.
Despatch Planning Teams
Planners can rely on the customer's chosen ship date, with your default date as a safety net.
Key Features
Uses the order's ship date
A valid ship date saved with the Shopify order becomes the Despatch By Date.
Configurable ship date name
Your ShipDateNodeName tells the macro which order detail holds the ship date.
Default date when none is given
Your DefualtDate is used when the ship date is missing, empty or no_date.
Shopify orders only
Orders from other channels are skipped and left as they are.
Updated orders are marked
Updated orders receive the Despatch By Date identifier. The macro creates it if it does not exist.
Invalid dates are never applied
An unreadable ship date leaves the order unchanged and is recorded in the macro log.
Safe for large batches
One problem order does not stop the rest, and the macro stops cleanly before the Linnworks time limit.
How Dispatch Date Update from XML Works
Dispatch Date Update from XML follows the same steps each time it processes one or more orders. The Rules Engine starts it and sends it the matching orders automatically.
Step 1: Check the settings
The macro reads your ShipDateNodeName setting. If it is blank, the macro stops and no orders are changed.
It then reads your DefualtDate setting. If it is blank or not a valid date, orders with their own ship date are still updated, and the other orders are skipped.
Step 2: Choose the Shopify orders
The macro loads your selected orders and keeps only the Shopify orders. Orders from other channels are skipped.
Step 3: Read the ship date
For each order, the macro looks for the order detail named in ShipDateNodeName. It finds the date however your Shopify connection stores it. A missing, empty or no_date value means the order has no ship date.
Step 4: Choose the date
A valid ship date is used. If there is none, your default date is used. An unreadable ship date leaves the order unchanged, and the problem is logged.
Step 5: Update the order
The macro saves the new Despatch By Date. If the order already has that date, nothing is saved.
Step 6: Add the identifier
Updated orders, and orders that already had the right date, receive the Despatch By Date identifier. The macro creates the identifier first if it does not exist.
Step 7: Record the results
The macro logs each change and finishes with a summary of updated, unchanged, skipped and failed orders.
Key Benefits
Wrong or missing despatch dates make it hard to decide which orders to pack first. This macro applies the same date rules to every Shopify order you select.
Spend less time updating dates by hand and plan your despatches with confidence.
Fewer manual updates
You no longer need to open each order and type the Despatch By Date.
Better despatch planning
Every selected Shopify order has a usable Despatch By Date before picking begins.
Quick to set up
Two settings and one rule are all it needs.
Safe to run again
Orders that already have the right date are left alone, so running the rule again does no harm.
Usage of App
Dispatch Date Update from XML runs through the Linnworks Rules Engine to set the Despatch By Date on the orders you choose.
Execution
Once your rule is active, the macro runs automatically on every order that matches it. You can also run it yourself on the orders you choose. This is handy for testing, or for orders that need it straight away.
Quick path: Orders > Open Orders → select your orders → Actions → Other actions → Run rules engine → Dispatch Date Update from XML
Select your orders
Go to Orders > Open Orders and tick the box next to each order you want the macro to process.
Open the Actions menu
Click the Actions button at the top left of the screen. You can also right-click any of the selected orders.
Go to Other actions > Run rules engine
Point to Other actions, then Run rules engine. A list of your rules appears.
Choose your rule
Click the name of the rule you created in Step 6 of Steps to Configure, for example Dispatch Date Update from XML. The macro runs on the selected orders straight away.
Good to know: The rule's conditions still apply, so the macro only changes selected orders that match them. If you choose All instead of your rule's name, every active rule runs on the selected orders.
Outcome
When the macro runs on an order, it:
Reads the ship date
It looks for the ship date saved with the Shopify order, in the order detail named in ShipDateNodeName. The order's current Despatch By Date is shown before the macro runs.
Sets the Despatch By Date
It saves the ship date from the order. If the order has no ship date, it saves your default date instead.
Adds the identifier
It adds the Despatch By Date identifier, so you can filter your open orders and find the ones the macro updated.
Input Parameters
You enter this macro's settings in Step 3 of Steps to Configure:
- ShipDateNodeName is required. Enter
__flare_ship_datefor orders set up this way. If it is blank, the macro stops and no orders are changed. - DefualtDate is optional. If it is blank, orders without a ship date are not changed.
The Rules Engine sends the matching orders to the macro automatically, so you do not need to enter any order numbers.
The following behaviour is built into the macro and cannot be changed on the Macro Configuration screen:
| Setting | Description |
|---|---|
| Channel | Only Shopify orders are processed. Orders from other channels are skipped. |
| Ship date location | The macro reads the order detail named in ShipDateNodeName. It works with both ways Linnworks stores Shopify order details. |
| Ship date | A valid ship date on the order is always used before your default date. |
| Missing ship date | A missing, empty or no_date value means your default date is used. |
| Invalid ship date | The order is left unchanged and the problem is recorded in the macro log. |
| Same date | An order that already has the right Despatch By Date is not saved again. |
| Identifier | Updated orders receive the Despatch By Date identifier. |
Date Update Rules
The macro applies these rules to each Shopify order:
| When the order… | The macro… |
|---|---|
| Has a valid ship date | Sets the Despatch By Date to that date. |
| Has no ship date, an empty one or no_date | Sets the Despatch By Date to your default date. |
| Has a ship date that cannot be read | Leaves the order unchanged and logs the problem. |
| Already has the right Despatch By Date | Does not save it again, but still adds the identifier. |
| Has no order details to read | Skips the order and logs it. |
| Comes from another channel | Skips the order. |
For example, with 2026-11-20 as the default date and __flare_ship_date as the ship date name:
| Order | Ship date on the order | Despatch By Date after the macro |
|---|---|---|
| Order A | 2026-11-10 | 10 November 2026 |
| Order B | no_date | 20 November 2026 |
| Order C | not a readable date | Unchanged, and a problem is logged |
| Order D | From another channel | Unchanged |
Best Practices
Test the macro on a few Shopify orders with different ship dates before using it on all your orders.
Fill in your settings
Enter the ship date node name and a default date in year-month-day format, for example 2026-11-20, so every order gets a date.
Use targeted rule conditions
Set up the Rules Engine so the macro runs only on your Shopify orders.
Test before enabling at scale
Try one order with a ship date and one without before switching the rule on for all orders.
Run before picking starts
Let the macro set the dates before orders are prioritised for picking and despatch.
Check the identifier
Filter your open orders by the Despatch By Date identifier to see which orders were updated.
Run again for large batches
If some orders were not reached, run the rule again. Orders already done are not changed.
FAQ
How is Dispatch Date Update from XML triggered?
The macro runs through the Linnworks Rules Engine. When an order matches your rule, the Rules Engine sends it to the macro automatically.
Can I run the macro on an order straight away?
Yes. In Orders > Open Orders, select the orders, then go to Actions > Other actions > Run rules engine and choose your rule's name.
What settings does the macro need?
Two settings. ShipDateNodeName is required, and it tells the macro which order detail holds the ship date. Enter __flare_ship_date. DefualtDate is optional, and it is the date used when an order has no ship date. Please fill in both, so orders are read correctly and orders without a ship date still receive a Despatch By Date.
What happens if I leave ShipDateNodeName blank?
The macro stops straight away and no orders are changed. The macro log records that the setting is blank. Please enter the name and run the rule again.
Which date does the macro use?
It uses the ship date saved with the Shopify order, in the order detail named in ShipDateNodeName. When the order has none, or the value is no_date, it uses your DefualtDate.
What happens when the ship date is not a valid date?
The order is left unchanged and the problem is recorded in the macro log. Please correct the date and run the rule again.
Why is the setting spelled DefualtDate?
That is the name saved in the macro and shown in Linnworks. Please type it exactly as shown.
Does the macro change orders from other channels?
No. Only Shopify orders are updated. Orders from other channels are skipped.
What happens if the order already has the right date?
The macro does not save the order again. It still adds the Despatch By Date identifier if the order does not have it.
What happens if the identifier does not exist?
The macro creates the Despatch By Date identifier before adding it to your orders.
What happens if I select a lot of orders at once?
Linnworks stops a macro after a set time. The macro never starts an order it cannot finish, so no order is left half updated. If some orders were not reached, please run the rule again.
Does the macro add a note or change anything else?
No. It only changes the Despatch By Date and adds the identifier. It does not add an order note.
Why was my order not updated?
Please check that the order is from Shopify and matches your rule. Then check the macro log for that order number. The most common reasons are an unreadable ship date, a ShipDateNodeName that does not match the name on the order, or a blank default date on an order with no ship date.
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Summary
Dispatch Date Update from XML sets the Despatch By Date on the Shopify orders you choose.
Once it is set up through the Rules Engine, the macro uses the ship date from the order detail you name, or your default date. It saves the date to the order and adds the Despatch By Date identifier.
Dates from the order
A valid ship date on the order becomes its Despatch By Date.
Your default date
Orders with no ship date receive the default date you set.
Safe updates
Invalid dates are never applied, and orders that are already right are left alone.
Rules Engine automation
Matching orders are sent to the macro automatically through your Linnworks rule.
If an order does not give the expected result, please check that the macro configuration is enabled. Then check that the order is a Shopify order matching your rule. Please also check that ShipDateNodeName matches the name on the order, and that DefualtDate has a valid date.