How it works

Follow these 4 simple steps to start capturing Uploadery order details with customer files in your Airtable database

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Order Created

App connector: Uploadery • Time to complete: 1 minute
Why this matters: This trigger monitors your Uploadery integration and activates the workflow whenever a customer places an order that includes uploaded files, capturing all the order data and customer file information needed for fulfillment.

This step automatically detects new Uploadery orders and pulls in complete order details including customer information, shipping addresses, line items, and any files customers uploaded during checkout. The trigger captures data from both the Shopify order and the Uploadery file uploads in one event. No configuration is required - it starts monitoring as soon as you activate the workflow.

Retrieve Shop

App connector: Shopify • Time to complete: 0 minutes (Auto-configured)
Why this matters: This step gets your Shopify store's domain name and settings, which are needed to build direct links to orders in your Shopify admin for quick access from Airtable.

The step connects to your Shopify store and retrieves basic shop information, particularly your myshopify domain name. This data gets used in the next step to create clickable links that take you directly to the order details in your Shopify admin. The connection uses your existing Shopify integration and runs automatically without any input needed.

Loop

App connector: Loop • Time to complete: 0 minutes (Auto-configured)
Why this matters: This loop processes each individual line item in the order separately, ensuring every product and its associated uploaded files get their own record in Airtable for detailed tracking and fulfillment.

The loop step takes the line items from the Uploadery order and processes them one at a time. If a customer orders 3 different products, this creates 3 separate iterations - one for each product with its specific details, pricing, and uploaded files. Each iteration passes individual line item data (product name, SKU, price, and uploaded files) to the Airtable record creation step.

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Add Record

App connector: Airtable • Time to complete: 2 minutes
Why this matters: This action creates a detailed record in your Airtable "Line Items" table for each product, combining customer details, shipping information, product specifics, and uploaded files in one organized record for fulfillment teams.

This step creates a new record in your Airtable base for each line item processed by the loop. You'll need to connect your Airtable account and select your base and the "Line Items" table. The record includes customer email, shipping name and address, product details (name, SKU, price), order information with a direct link to Shopify admin, and the uploaded file as an attachment. Make sure your Airtable table has columns matching these field names: Email, Shipping Name, Address, City, Province, Zip, Country, Product Name, Product SKU, Product Price, Order Name, Order URL, and File.

Make it your own

Customize this workflow even further:

Add order status tracking
Connect to Shopify's order update webhook to automatically update your Airtable records when orders are fulfilled, shipped, or cancelled, keeping your fulfillment team in sync.
Send custom email notifications
Trigger personalized emails to customers when their custom orders with uploaded files are received, processed, or ready for pickup using the customer email captured in each record.
Create production worksheets
Generate PDF production sheets or work orders by connecting the Airtable data to document generation tools, including customer files and specifications for your production team.
Set fulfillment reminders
Use MESA's delay features to automatically flag or notify your team about orders that haven't been updated within a certain timeframe, preventing custom orders from getting forgotten.

Frequently asked questions

Will this create a separate row for each product in multi-item orders?
Yes, the Loop step processes each line item individually, so if someone orders 3 different custom products with uploaded files, you'll get 3 separate Airtable records - one for each product with its own uploaded file and pricing details.
What file types from Uploadery will be stored in Airtable?
The workflow captures any file type that Uploadery accepts (images, PDFs, documents, etc.) and stores them as attachments in your Airtable File field. Airtable will download and host copies of the files, so you can access them even if the original Uploadery links change.
Can I modify which customer and order fields get saved to Airtable?
Absolutely. In the Add Record step, you can customize which fields from the Uploadery order get mapped to your Airtable columns. You can add fields like phone numbers, order notes, or product variants, or remove fields you don't need for your fulfillment process.
What is a template?
Templates are pre-made workflows by our team of experts. Instead of building a workflow from scratch, these have all the steps needed to complete the task.
Can I personalize a template?
Yes! Every step can be customized to meet your exact requirements. Additionally, you can even add more steps and make it more sophisticated.
Are templates free?
Yes! Our entire library containing hundreds of templates are free to use and customize to your exact needs.

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