Shopify External Reference Update
Copy the note from each channel order into the Linnworks External Reference, keeping any previous reference safe in an internal order note.
Overview
Shopify External Reference Update is an automated order-reference solution for Linnworks. It takes the note that came in with the channel order and saves it as the order's External Reference.
The macro runs through the Linnworks Rules Engine. It only works on orders from the sub source you choose, for example Nexus Wholesale. Orders from any other sub source are left untouched.
Before it replaces an existing External Reference, the macro saves the old value in an internal order note. Nothing is lost, and you can always see what the reference was before.
The macro keeps channel references visible in Linnworks, saves time copying them and records every change.
Copies the order note
Takes the note from the channel order and saves it as the External Reference.
Runs automatically
The Rules Engine sends matching orders to the macro. You only need to set one value.
Keeps the old reference
An existing reference is saved in an internal order note before it is replaced.
Video Walkthrough
Configure the Macro
Once the app is installed, please create a macro configuration. This tells Linnworks which macro to run and lets you select it in the Rules Engine.
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 Shopify External Reference Update macro and click Create Configuration.
In the Macro Configuration screen, add the configuration name and the sub source to process. Then click Save.
This macro has one required setting:
| Parameter | Required | Description |
|---|---|---|
| SubSource | Yes | Only orders from this sub source are updated. If it is left blank, the macro does not change any order. |
For example, enter:
Nexus Wholesale
Please copy the sub source exactly as it appears on your orders in Linnworks. Capital letters and extra spaces do not matter, but the spelling does.
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.
Use conditions that target the orders you want updated, for example orders from your Shopify channel.
Add the macro action and click Save.
In the Add action window:
- Enter an Action name, for example
Shopify External Reference Update - Set Action type to
Execute a macro - In Action value, select
Shopify External Reference Update - 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 Shopify External Reference Update
Warehouse & Fulfilment Teams
The channel reference is on the order, so you can match each parcel to the customer's request quickly.
Customer Service Teams
Search for an order by its channel reference and see any earlier reference in the order notes.
Linnworks Administrators
Administrators set up the macro in Linnworks, enable it and choose which orders it runs on.
Operations Teams
References are filled in the same way on every order, with no manual copying.
Key Features
Reads the channel note
Finds the order-level note in the order details received from the channel.
Your sub source only
Only orders from the sub source you set are updated.
Keeps the old reference
Saves any existing External Reference in an internal note before replacing it.
Your other notes stay safe
Existing order notes are kept when the backup note is added.
Safe to run again
An order whose reference already matches the note is not changed.
Handles large batches
The macro stays within the Linnworks time limit and does not start an order it cannot finish.
How Shopify External Reference Update Works
Shopify External Reference Update 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: The setting is checked
The macro reads your SubSource value. If it is blank, the macro stops straight away and does not change any order.
Step 2: Orders are filtered by sub source
Orders from any other sub source are skipped and left untouched.
Step 3: The channel note is found
The macro reads the order details received from the channel and finds the order-level Note. Orders with no note are skipped.
Step 4: The note is checked
The note is trimmed and, if longer than 100 characters, shortened to the first 100. If the External Reference already matches it exactly, the order is left as it is.
Step 5: The old reference is backed up
If the order already has an External Reference, the macro saves it in an internal order note first.
Step 6: The new reference is saved
The macro saves the note as the order's External Reference.
Key Benefits
The macro replaces the manual job of opening each order and copying the channel note into the External Reference.
Channel references appear on every order automatically, and earlier references are never lost.
No manual copying
References are filled in as soon as an order matches your rule.
Quick to set up
Enter one sub source, enable the macro and add it to a rule.
Nothing is lost
The old reference is kept in an internal note, and your other notes are untouched.
Only the right orders
Orders from other sub sources are never changed.
Usage of App
Shopify External Reference Update runs through the Linnworks Rules Engine to update the External Reference 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 → Shopify External Reference Update
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 Shopify External Reference Update. 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 channel note
The macro finds the order-level note in the order details received from the channel.
Backs up the old reference
If the order already has an External Reference, an internal note is added, for example:
Old External Reference Number :- 100245
The note shows Add External Reference Number as its creator. Your existing order notes are kept.
Saves the new reference
The channel note is saved as the order's External Reference.
Please note: The macro changes the External Reference directly in Linnworks. The old value is kept in an internal note, but we recommend testing on a few orders first.
Input Parameters
You enter this macro's only setting, SubSource, in Step 3 of Steps to Configure. Please fill it in, as the macro does not change any order while it is blank.
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 |
|---|---|
| Note used | The order-level Note from the channel order. A note further down, for example on an item, is used only if there is no order-level note. |
| Maximum length | Up to 100 characters. A longer note is shortened, and the full text is recorded in the macro log. |
| Matching | The External Reference is updated only if it differs from the note. Capital letters count as a difference. |
| Backup note | Internal, created by Add External Reference Number, and added only once for the same old reference. |
Best Practices
A few simple checks before you switch the rule on will give you the best results.
Copy the sub source exactly
Use the sub source name exactly as it appears on your orders, so matching orders are not skipped.
Use targeted rule conditions
Set up the Rules Engine so the macro runs only on the orders that need it.
Test before enabling at scale
Run the macro on a few test orders first, including one that already has a reference.
Check the backup notes
Review the internal notes on your first orders to confirm the old references are kept.
FAQ
How is Shopify External Reference Update 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. Select the orders in Orders > Open Orders, then click Actions or right-click them. Choose Other actions > Run rules engine and select the rule name you created in Step 6. The rule's conditions still apply.
Does the macro need any settings?
Yes. Please enter the sub source in SubSource, for example Nexus Wholesale. This is the only setting.
Which orders are updated?
Only orders whose sub source matches your SubSource setting. Capital letters and extra spaces are ignored. Orders from other sub sources are left untouched.
Where does the new External Reference come from?
From the note that came in with the channel order. The macro uses the order-level note, not notes on individual items.
What happens if the note is longer than 100 characters?
Only the first 100 characters are saved. The full note is recorded in the macro log, so you can still find it.
Is the old External Reference kept?
Yes. It is saved in an internal order note before the new value is applied. Your other order notes are kept as they are.
What happens if the macro runs on the same order twice?
Nothing changes the second time. The reference already matches the note, so the order is skipped and no extra backup note is added.
What happens if an order has no note?
The order is skipped and its External Reference is not changed. The reason is recorded in the macro log.
What happens if many orders are sent at once?
The macro works within the Linnworks time limit for macros. If time runs short, it stops before starting the next order. Orders it did not reach are left untouched and are processed the next time the rule runs on them.
Legal Information
- Privacy Policy: https://rishvi.co.uk/privacy-policy/
- Terms and Conditions: https://rishvi.co.uk/terms-conditions/
Please review these pages to understand how data is handled and the terms that apply to this application.
Summary
Shopify External Reference Update automatically copies the channel order note into the External Reference on the Linnworks orders you choose.
Once your rule is set up, the macro checks the sub source and saves the new reference. Any old reference is kept in an internal note.
References filled in automatically
The channel note becomes the External Reference on every matching order.
Rules Engine automation
Matching orders are sent to the macro automatically through your Linnworks rule.
Old references kept
Any previous reference is saved in an internal order note.
Your sub source only
Orders from other sub sources are never changed.
If an order does not give the expected result, please check that the macro configuration is enabled. Please also make sure SubSource and your rule's conditions match the order.