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Alva Digital Downloads

Viewing Orders Overview

Learn how to view, search, and manage digital product orders in your Alva Digital Downloads dashboard.

Orders Dashboard

Section titled “Orders Dashboard”

The Orders page provides a complete view of all digital product purchases.

Access:

  1. Open Alva Digital Downloads app
  2. Click Orders in navigation menu

Orders Table Overview

Section titled “Orders Table Overview”

Table Columns

Section titled “Table Columns”

Order Number

Example: #1045
Clickable link to order details
Matches Shopify order number

Customer

Name: John Smith
Email: john@example.com (hover to see)

Product(s)

Product names purchased
Example: "Complete Course Bundle"
Multiple products: "Bundle + 2 more"

Date

Purchase date and time
Example: Jan 15, 2024, 3:42 PM
Your shop timezone

Status

✅ Approved - Download available
⏳ Pending - Under fraud review
❌ Rejected - Fraud rejection
🔄 Processing - Initial processing

Downloads

Count: 2/5 (used/limit)
Track customer download activity

Actions

[View Details] - See full order info
[Resend Email] - Send download email again
[⋮] - More options menu

Order Status Explained

Section titled “Order Status Explained”

Approved (✅)

Section titled “Approved (✅)”

Meaning:

  • Order fully processed
  • Download link active
  • Customer can access files
  • No fraud issues

When it happens:

  • Automatically (fraud prevention disabled OR low risk)
  • After manual approval (fraud prevention enabled)

Customer experience:

  • Received download email
  • Can access files immediately

Pending (⏳)

Section titled “Pending (⏳)”

Meaning:

  • Order under fraud review
  • Download link not yet active
  • Awaiting manual approval

When it happens:

  • Fraud prevention enabled
  • Order flagged as medium/high risk
  • Automatic fraud check queued

Customer experience:

  • May receive “under review” email
  • Cannot download yet
  • Waiting for approval

Action required:

  • Review in Flagged Orders page
  • Approve or reject

Rejected (❌)

Section titled “Rejected (❌)”

Meaning:

  • Order rejected due to fraud
  • Download link disabled
  • Customer cannot access files

When it happens:

  • Manual rejection by merchant
  • High fraud risk confirmed

Customer experience:

  • May receive rejection email (optional)
  • Cannot download files
  • Refund typically processed

Action required:

  • Process refund in Shopify
  • Customer communication (if needed)

Processing (🔄)

Section titled “Processing (🔄)”

Meaning:

  • Order just received
  • Initial processing in progress
  • Fraud check queued (if enabled)

When it happens:

  • Immediately after webhook received
  • Brief status (seconds to minutes)

Typical duration: 5-30 seconds

Transitions to:

  • Approved (if fraud prevention disabled or low risk)
  • Pending (if fraud check required)

Filtering Orders

Section titled “Filtering Orders”

Filter Options

Section titled “Filter Options”

By Status:

☑ All Orders
☐ Approved Only
☐ Pending Only
☐ Rejected Only
☐ Processing Only

By Date Range:

☑ Last 30 days
☐ Last 7 days
☐ Last 90 days
☐ This month
☐ Last month
☐ Custom range: [From] [To]

By Product:

Dropdown: All Products
- Complete Course Bundle
- Starter Template Pack
- Advanced Guide
- (All products with digital files)

By Customer:

Dropdown: All Customers
or
Search: Enter customer name/email

Quick Filters

Section titled “Quick Filters”

Pre-built shortcuts:

Recently Ordered:

  • Orders today
  • Orders this week
  • Last 24 hours

Requires Attention:

  • Pending approvals
  • Failed emails
  • Download issues

High Activity:

  • Download limit reached
  • Multiple downloads
  • Flagged for review

Searching Orders

Section titled “Searching Orders”
Section titled “Search Bar”

Search by:

  • Order number: #1045
  • Customer name: John Smith
  • Customer email: john@example.com
  • Product name: Course Bundle

Search tips:

✅ Partial matches work: "john" finds "John Smith"
✅ Case insensitive: "JOHN" = "john"
✅ Order # with or without #: "1045" or "#1045"
❌ Can't search by download count or file names
Section titled “Advanced Search”

Combine filters:

Example 1: Pending orders from last week

Status: Pending
Date: Last 7 days

Example 2: Specific product, specific customer

Product: Complete Course Bundle
Customer: john@example.com

Example 3: Orders needing attention

Status: Pending
Date: Older than 2 days

Sorting Orders

Section titled “Sorting Orders”

Sort Options

Section titled “Sort Options”

Click column headers to sort:

By Order Number:

  • Ascending: #1001, #1002, #1003…
  • Descending: #1050, #1049, #1048…

By Date:

  • Newest first (default)
  • Oldest first

By Customer:

  • A-Z alphabetical
  • Z-A reverse

By Downloads:

  • Most downloads first
  • Least downloads first

By Status:

  • Groups by status type

Order List Actions

Section titled “Order List Actions”

Quick Actions

Section titled “Quick Actions”

From orders table:

View Details:

Click order number or [View Details] button
Opens full order information

Resend Email:

Click [Resend Email] button
Confirmation dialog
Email sent immediately to customer

Bulk Actions

Section titled “Bulk Actions”

Select multiple orders:

  1. Check boxes next to orders
  2. Bulk action menu appears at top
  3. Choose action:

Available bulk actions:

Export Selected:

Export selected orders to CSV
Includes all order data

Resend Emails:

Resend download emails to all selected
Useful after email issues resolved

Mark as Reviewed:

Add internal note to multiple orders
Track merchant review

Delete (if applicable):

Remove order records
Use carefully - permanent action
Usually not needed (keep for records)

Order Statistics

Section titled “Order Statistics”

Summary Metrics

Section titled “Summary Metrics”

Dashboard header shows:

Total Orders (30 days):

1,247 orders
↑ 12% vs. previous period

Approved Orders:

1,198 (96%)
↑ 2% vs. previous period

Pending Orders:

8 (0.6%)
Requires attention

Rejected Orders:

41 (3.4%)
↓ 1% vs. previous period

Total Downloads:

2,847 downloads
Avg: 2.3 per order

Trend Charts

Section titled “Trend Charts”

Visual analytics:

Orders over time (line chart):

Shows daily order volume
Identify trends and spikes
Compare to previous periods

Status breakdown (pie chart):

Visual distribution of order statuses
Quickly see approval rate

Top products (bar chart):

Most popular digital products
Order count by product

Order Details Preview

Section titled “Order Details Preview”

Hover Preview

Section titled “Hover Preview”

Hover over order row for quick preview:

Preview shows:

Order #1045
Customer: John Smith (john@example.com)
Product: Complete Course Bundle
Files: 5 files (125 MB total)
Download status: 2/5 downloads
Last download: Jan 16, 2024
Status: Approved ✅

No need to click through for basic info

Pagination

Section titled “Pagination”
Section titled “Navigating Multiple Pages”

Bottom of orders table:

Controls:

[← Previous] Page 1 of 23 [Next →]


Showing 1-50 of 1,247 orders

Per-page options:

Show: [25] [50] [100] orders per page

Jump to page:

Go to page: [  5  ] [Go]

Customizing Order View

Section titled “Customizing Order View”

Column Visibility

Section titled “Column Visibility”

Show/hide columns:

  1. Click ⚙️ icon (top right)
  2. Toggle columns:
☑ Order Number
☑ Customer
☑ Product
☑ Date
☑ Status
☑ Downloads
☐ Email Sent
☐ Last Download
☐ File Count
☐ Total Size
☐ IP Address

Save preferences:

  • Saved per user
  • Persistent across sessions

View Density

Section titled “View Density”

Adjust row spacing:

Comfortable (default): More spacing, easier to read
Compact: Fit more orders on screen
Expanded: Show more info per row

Exporting Order List

Section titled “Exporting Order List”

Quick Export

Section titled “Quick Export”

Export current view:

  1. Apply desired filters
  2. Click Export button
  3. Choose format:
    • CSV (Excel)
    • JSON (developers)
    • PDF (report)

Export includes:

  • All visible columns
  • Current filter results
  • Up to 10,000 orders

Refreshing Order Data

Section titled “Refreshing Order Data”

Auto-Refresh

Section titled “Auto-Refresh”

Orders auto-refresh:

Interval: Every 30 seconds
New orders appear automatically
Status updates show immediately

Manual refresh:

Click 🔄 refresh button
Forces immediate update
Useful after making changes

Mobile View

Section titled “Mobile View”

Orders on Mobile

Section titled “Orders on Mobile”

Optimized mobile layout:

Mobile features:

  • Simplified columns (order #, customer, status)
  • Tap to expand full details
  • Swipe actions (resend email, view details)
  • Responsive filters
  • Touch-friendly buttons

Limitations:

  • Fewer visible columns
  • Bulk actions limited
  • Export via email

Integration with Shopify

Section titled “Integration with Shopify”

Synced with Shopify Orders

Section titled “Synced with Shopify Orders”

Alva orders mirror Shopify:

Shopify Order #1045
→ Alva Order #1045


Changes in Shopify reflect in Alva:
• Customer info updates
• Order status changes
• Refund processing

View in Shopify

Section titled “View in Shopify”

Jump to Shopify order:

From Alva order:

  1. Click [View in Shopify] link
  2. Opens Shopify admin
  3. Shows full Shopify order details

Useful for:

  • Processing refunds
  • Viewing payment info
  • Checking shipping details
  • Customer communication history

Keyboard Shortcuts

Section titled “Keyboard Shortcuts”

Navigate faster:

↑/↓ - Navigate order list
Enter - Open selected order
E - Resend email for selected order
R - Refresh order list
/ - Focus search bar
Esc - Clear selection/close dialogs

Best Practices

Section titled “Best Practices”

1. Review Orders Daily

Section titled “1. Review Orders Daily”

Daily routine:

  • Check pending orders (approve quickly)
  • Review failed emails (resend if needed)
  • Monitor download activity
  • Respond to customer issues

Set calendar reminder: Every morning

2. Use Filters Effectively

Section titled “2. Use Filters Effectively”

Create saved filters for common views:

  • “Needs Approval” (Pending status)
  • “Recent Orders” (Last 7 days)
  • “High Value” (Specific products)
  • “Problematic” (Multiple downloads, errors)

3. Monitor Key Metrics

Section titled “3. Monitor Key Metrics”

Weekly check:

  • Approval rate (target: >95%)
  • Average time to approval (<2 hours)
  • Email success rate (>98%)
  • Download success rate (>98%)

4. Keep Records

Section titled “4. Keep Records”

Don’t delete orders unnecessarily:

  • Maintain order history
  • Useful for disputes
  • Analytics and reporting
  • Compliance and auditing

Archive instead of delete (if option available)

5. Respond Quickly

Section titled “5. Respond Quickly”

SLA targets:

  • Approve pending orders: <2 hours (business hours)
  • Respond to customer issues: <24 hours
  • Resend failed emails: Same day
  • Review flagged orders: Same day

Troubleshooting

Section titled “Troubleshooting”

Issue: Orders Not Appearing

Section titled “Issue: Orders Not Appearing”

Possible causes:

  • Filter hiding orders
  • Webhook not received
  • Processing delay

Solution:

  1. Clear all filters
  2. Refresh page
  3. Check Shopify order exists
  4. Wait 5 minutes for processing
  5. Contact support if not appearing

Issue: Incorrect Order Count

Section titled “Issue: Incorrect Order Count”

Possible causes:

  • Filters applied
  • Date range limiting view
  • Deleted orders

Solution:

  • Clear all filters
  • Set date range to “All Time”
  • Check total in summary stats

Issue: Can’t Find Specific Order

Section titled “Issue: Can’t Find Specific Order”

Search tips:

  1. Try order number without #
  2. Search customer email, not name
  3. Check you’re in correct shop (if multi-shop)
  4. Verify order has digital products
  5. Check in Shopify directly

Next Steps

Section titled “Next Steps”