Order Workflow

Orders containing lens configurations follow a special workflow in SpecCart to ensure prescriptions are verified before processing.

Order Creation

When a customer completes checkout with a lens configuration, SpecCart captures:

• Complete lens configuration (type, material, coatings, tints, add-ons)
• Prescription data (if provided) or prescription method
• Calculated pricing details
• Prescription verification status

Viewing Orders

You can view orders with lens data in two locations:

WooCommerce > Orders

All orders are managed through the standard WooCommerce order view with SpecCart enhancements:

1. Navigate to WooCommerce > Orders
2. View all orders with lens data
3. See prescription status at a glance with color-coded badges
4. Filter by prescription verification status
5. Orders with lens configurations display a special meta box
6. All lens configuration details appear in the order view

Order Meta Box

Each order containing lens data displays a SpecCart Lens Configuration meta box showing:

Configuration Details

• Lens Usage: Single Vision, Bifocal, or Varifocal type
• Varifocal Type: Standard, Premium, or Elite (if applicable)
• Lens Colour: Clear, Blue Light Filter, Transition Lenses, or Sunglasses Tint
• Transition Colour: Brown, Grey, Green, etc. (if Transition Lenses selected)
• Sunglasses Tint: Specific tint selection with percentage
• Lens Package: Material/coating package selected
• Add-ons: Cleaning kit, damage cover, etc.
• Calculated Price: Total lens configuration price

Prescription Information

The prescription section displays different information based on the method:

Manual Entry

Shows the complete prescription values:

• OD (Right Eye): Sphere, Cylinder, Axis, Add values
• OS (Left Eye): Sphere, Cylinder, Axis, Add values
• PD (Pupillary Distance): Distance and/or Near PD
• Type: Distance, Reading, or Computer

File Upload

Displays:

• Download Prescription File button to view the uploaded document
• File format: PDF, JPG, or PNG (max 5MB)
• Original filename and upload timestamp

AI Extraction Details

If the prescription was extracted using AI from an uploaded file:

• Confidence Score: High (95%+), Medium (80-94%), or Low (<80%)
• Extraction Model: AI model used
• Extracted Date: When extraction occurred
• Customer Edited: Whether customer modified the extracted values
• Warnings: Any issues detected during extraction

Note

Low confidence scores or edited extractions require extra verification attention.

Send Later

Shows magic link status:

• Link Status: Active, Expired, or Used
• Expires: Link expiration date/time
• Created: When the link was generated
• Reminders Sent: Number of reminder emails sent
• Used: Timestamp when customer uploaded prescription (if used)

Prescription Status Workflow

Orders progress through these prescription statuses:

1. Pending

• Customer selected “Send Later” for prescription
• Order automatically placed On Hold
• Initial reminder email sent with magic upload link
• Order note added: “Order on hold - Awaiting prescription”

2. Received

• Customer uploaded prescription file via magic link, or
• Customer entered prescription manually during checkout, or
• Customer uploaded file during checkout
• Status remains Pending until admin verification

3. Verified

• Admin confirmed prescription is valid and complete
• Order automatically released from On Hold to Processing
• Customer receives verification confirmation email
• Order proceeds to fulfillment

4. Rejected

• Admin found prescription invalid, expired, or incomplete
• Order remains On Hold
• Customer notified with rejection reason
• Customer can resubmit prescription

Changing Prescription Status

To update prescription verification status:

1. Open the order in WooCommerce > Orders
2. Scroll to the SpecCart Lens Configuration meta box
3. Review the prescription details carefully
4. In the Prescription Verification section:
   • Add optional verification notes
   • Check “Mark prescription as verified” checkbox
   • Click Update or Save Order

The system will:

• Save verification timestamp and staff member
• Send confirmation email to customer
• Release order from On Hold to Processing (if paid)
• Add order note for audit trail

Caution

Once verified, the status cannot be easily reversed. Verify prescriptions carefully.

Order Status Changes

SpecCart manages order status automatically:

Auto-Hold (Send Later Orders)

When a customer selects “Send Later”:

1. Order automatically set to On Hold after payment
2. Order note added explaining hold reason
3. Magic link generated and emailed to customer
4. _speccart_awaiting_prescription meta flag set

Tip

Payment gateways are prevented from overriding the On Hold status for send-later prescription orders.

Auto-Release (Verified Prescriptions)

When prescription is verified:

1. System checks if order is On Hold
2. Confirms order was held for prescription
3. Verifies payment is complete
4. Changes status to Processing
5. Removes awaiting flag
6. Order proceeds to fulfillment

If payment is still pending:

• Order remains On Hold
• Note added: “Prescription verified but order still needs payment”
• Will auto-release when payment completes

Special Order Notes

SpecCart adds order notes to track prescription workflow:

• “Order on hold - Awaiting prescription. Customer selected ‘Send Later’ for prescription.”
• “Prescription reminder email sent (reminder #1).”
• “Prescription verified by [Staff Name].”
• “Prescription verified but order still needs payment. Will process once paid.”
• “Prescription verified - Order released for processing.”

These notes create an audit trail for customer service and compliance.

Next Steps

• Learn about Prescription Verification
• Configure Email Notifications
• Review Automation Settings