Managing Orders
Learn how to search, filter, sort, and efficiently manage large numbers of orders
Overview
The Orders page provides powerful tools for managing your orders efficiently. Real-time updates, smart sorting, comprehensive search, and status filtering help you stay organized as your order volume grows. All orders update automatically without page refreshes, ensuring you always see the current state.
Orders Dashboard Overview
Statistics Cards
At the top of the Orders page, four stat cards provide an at-a-glance overview:
- • Total Orders: Complete count of all orders in your system
- • Pending: Orders awaiting work (yellow highlight)
- • Processing: Active orders being worked on (blue highlight)
- • Completed: Finished and delivered orders (green highlight)
Real-Time Updates: These counts update automatically as you change order statuses or create new orders.
Orders Table
The main orders table displays all your orders with these columns:
- • Order: Title, short ID (last 6 characters), and date
- • Client: Client name
- • Total: Order amount in your preferred currency
- • Status: Interactive order status dropdown
- • Payment: Interactive payment status dropdown
- • Actions: View, Edit, Duplicate, and Delete buttons
Quick Actions: Both status dropdowns can be changed directly from the table without opening edit modals.
Searching Orders
Search Bar
The search bar at the top of the page searches across multiple fields simultaneously:
- • Order ID: Full or partial ID match
- • Order Title: Any part of the title
- • Client Name: Any part of client's name
- • Product Name: Any part of product name
Instant Results: Search results update as you type, with no need to press Enter or click a button.
Search Examples
Example searches and what they find:
Finds: "Dragon Figurine", "Blue Dragon", orders for clients named "Dragon Inc.", products named "Dragon Scale"
Finds: Orders for client "John Doe", "John Smith", order titled "John's Custom Part"
Finds: Order with ID ending in "A1B2C3" (order IDs displayed in table)
Search Behavior
Understanding how search works:
- • Case-Insensitive: Search is not case-sensitive ("dragon" finds "Dragon")
- • Partial Match: Finds text anywhere in the field ("key" finds "Keychain")
- • Multi-Field: Searches all searchable fields simultaneously
- • Combinable: Works together with status filters
- • Results Counter: Bottom of page shows "Showing X of Y orders"
Filtering Orders
Status Filter Dropdown
The status filter dropdown (next to the search bar) provides quick filtering options:
- • Pending - Orders awaiting work
- • Processing - Active orders
- • Completed - Finished orders
- • Cancelled - Cancelled orders
- • Paid - Fully paid orders
- • Partially Paid - Partial payments
- • Unpaid - No payment received
Instant Filtering: Results update immediately when you select a filter, no page refresh needed.
Combining Search and Filters
Search and filters work together to help you find exactly what you need:
Filter: "Unpaid" + Search: "john"
Result: All unpaid orders for clients named John
Filter: "Processing" + Search: "dragon"
Result: All orders currently being worked on that contain "dragon" in title, client, or product
Filter: "Completed" + Search: "" (empty)
Result: All completed orders (useful for reviewing finished work)
Common Filter Use Cases
Practical scenarios for using filters:
- • See Active Work: Filter to "Processing" to view orders currently being printed
- • Follow Up on Payments: Filter to "Unpaid" or "Partially Paid" to identify outstanding invoices
- • Review Completed Work: Filter to "Completed" to see what was delivered
- • Check Pending Queue: Filter to "Pending" to see what needs to be started
- • Audit Cancellations: Filter to "Cancelled" to review orders that didn't proceed
Automatic Sorting
Default Sort Order
Orders are automatically sorted to prioritize active work:
- 1. Status Priority:
- • Pending (highest priority)
- • Processing
- • Completed
- • Cancelled (lowest priority)
- 2. Date (within each status group):
- • Newest orders first
- • Older orders below
Workflow Optimization: This sorting ensures orders needing attention always appear at the top, helping you stay focused on active work.
Dynamic Re-Sorting
When you change an order's status, the table automatically re-sorts to maintain proper order. For example:
Result: The order immediately moves from the top section to the completed section, and all other orders adjust positions accordingly
Real-Time Order Updates
Live Data Sync
The Orders page uses Firebase real-time listeners to automatically update when changes occur:
- • New Orders: Appear instantly when created
- • Status Changes: Update immediately in the table
- • Edits: Reflect in real-time when saved
- • Deletions: Remove instantly from view
- • Statistics: Stat cards update as data changes
No Refresh Needed: You never need to refresh the page to see the latest data - changes appear automatically.
Results Counter
Understanding the Counter
At the bottom of the orders table, a counter shows:
• X = Number of orders matching current search/filters
• Y = Total number of orders in your system
15 orders match your current filters/search out of 100 total orders
All orders are displayed (no filters or search active)
Your search/filter has no matching results
Empty States
No Orders Yet
When you haven't created any orders yet, the table shows:
This message encourages you to use the "+ New Order" button to get started.
No Matching Results
When search or filters return no results, the table shows:
This indicates you have orders, but none match your current search/filter criteria. Try clearing filters or adjusting your search term.
Management Best Practices
Regular Status Updates: Update order statuses promptly as work progresses to maintain accurate dashboard statistics and ensure proper sorting.
Use Filters for Focus: Filter to "Pending" or "Processing" at the start of each work session to see what needs attention.
Search for Client Orders: When a client contacts you, search their name to quickly find all their orders and order history.
Monitor Payment Status: Regularly filter by "Unpaid" or "Partially Paid" to follow up on outstanding payments.
Keep Orders Organized: Use clear, descriptive order titles with consistent naming conventions to improve searchability.
Review Completed Orders: Periodically filter to "Completed" to review finished work and ensure all orders were properly marked complete.