Filter Shopify orders by date and status
The Orders page holds every order, and the morning list is too long to read line by line. Filters narrow it to the orders that need action today. This tutorial filters the 58 open orders by date and status, and counts each group.
Written · Shopify admin, desktop steps · 5 minutes read
The worked example
| Open orders | 58 |
| Unfulfilled only | 14 |
| Unpaid only | 10 |
| Both unfulfilled and unpaid | 9 |
| Paid and fulfilled, still open | 25 |
Download the filter counts: filter-counts.csv (114 bytes).
The four groups the filter produced, with their counts. The four counts add to the 58 open orders in the slip above.
1Open the Orders page
From your Shopify admin, go to Orders. By default you see your open orders. Count them first: 58 orders are open this morning. That count is the number the filter groups have to add back to.
2Filter by the date range
Sort and filter your orders before you do anything else. Set the date range to this week, so old orders do not pollute the count. A filter on the wrong date range answers a different question from the one you asked.
3Filter by fulfilment status
Add a filter for fulfilment status and pick Unfulfilled. Fourteen orders are unfulfilled and paid, and nine more are unfulfilled and unpaid. That is 23 unfulfilled orders in total. Write the count down before you change the filter, or it is lost.
4Filter by payment status
Add a filter for payment status and pick Unpaid. Ten orders are unpaid and fulfilled, and the same nine are unpaid and unfulfilled. That is 19 unpaid orders in total. The nine orders in both groups are counted once in each filter, so do not add the two filter counts together.
5Check the groups add to 58
Fourteen unfulfilled only, plus ten unpaid only, plus nine both, plus twenty-five paid and fulfilled but still open, is 58. If the groups do not add to the open count, a filter is still on from an earlier search, or an order sits in two groups. Clear the filters and start again.
The arithmetic
| Group | Orders |
|---|---|
| Unfulfilled only | 14 |
| Unpaid only | 10 |
| Both unfulfilled and unpaid | 9 |
| Paid and fulfilled, still open | 25 |
| Total open orders | 58 |
The groups add to 58: 14 plus 10 plus 9 plus 25 is 58. The 23 unfulfilled orders are the 14 unfulfilled only plus the 9 that are both, and the 19 unpaid orders are the 10 unpaid only plus the same 9.
Held at the counter
Two filters can count the same order twice. The nine orders that are both unfulfilled and unpaid appear in the unfulfilled filter and in the unpaid filter. Adding the two filter totals double-counts them. Work in groups that do not overlap, and check the sum.
A stale filter answers the wrong question. A filter left on from yesterday still narrows today list. If the count looks wrong, clear every filter and set the date range again before you trust the number.
Filtering is not exporting. A filter only changes what you see on the page. To take the list out of Shopify, export it. The export uses the same sort and filter, so set the filter first, then export.
Sources
- Exporting orders — Shopify's help pages: exporting orders to CSV, the export options, when the file downloads and when it is emailed, and the CSV columns.
- Viewing and managing order details — Shopify's help pages: the order timeline, notes and comments, tags, and searching for an order by number, name, or email.