To be able to use Gelato's Automated Process for approving manual orders you will need:
- That the names of the files uploaded are based on Gelato's recommended file name structure
- An Amazon S3 Bucket to which you upload the files (how the files are uploaded there is covered in the next article)
Preparing your files and file names
Each file needs to be named in a consistent pattern that our system can understand and process.
You can use the following variables to create a pattern:
{order_number} : the order ID of the order in Shopify. Such as "1001" or "1002".
{order_item_number} : the order item ID of the specific line item in Shopify. See below for example.
{order_item_position} : the line items position in the order starting from 1.
In the below Shopify order response excerpt, the id is the order_item_number.
"line_items": [
{
"id": 866550311766439020,
"variant_id": 808950810,
"title": "Poster",
"quantity": 1,
"sku": "poster1234",
"variant_title": null,
To see full data structure of a Shopify order see the Webhook page for Shopify and the section "Order" (not "DraftOrder").
The recommended pattern for your filename is {order_number}_{order_item_number}.<file-extension>. This will secure that each file name is unique and can be identified easily by the system.
Using the order_item_position is not recommended as the item position can change in Shopify if you are upselling customers digital downloads or similar after they have placed the original order.
You decide how the pattern of the file name should be. You can for example have any constants in it, e.g. "PRINT_{order_number}_FINAL_{order_item_number}.png"
The important part is that it is always the same.
Some software that are used for approval flows in Shopify add file name additions such as “v2” or “v2_X” where X is a number indicating further iterations. For Gelato to be able to process these files need to be renamed before being sent to Gelato. If a file is sent to Gelato that doesn’t match with the pattern then that order and file will not be processed.
For Gelato to be able to process the orders we will need the full file path, including the domain and folders, where we should look for your files. Here is an example based on the setup shown below for Amazon S3 bucket.
https://gelato-demo.s3.eu-west-2.amazonaws.com/{order_number}_{order_item_number}.png
You should provide this file path to your account manager so it can be configured in our system.
Setting up an Amazon S3 bucket
Gelato needs to be able to access the files that are to be used in the automatic approval process via public URLs. Gelato can read your files from anywhere as long as they are publicly available and can be accessed in a structured way. If you do not have this today (for example if you use Google Drive or Dropbox as your primary cloud storage) then you can opt to setup an Amazon AWS account and use their S3 storage solution. Note that the below guide is a recommendation on how one type of setup can be done to create publicly available files that Gelato can access. However, Gelato takes no responsibility for your files as these are owned and hosted by you. You need to ensure that you have configured Amazon in way that adheres to your own security policies and who has access and who you share the file links with.
Start by signing up to Amazon AWS. Once signed-up click to Sign-in to console.
Once signed-in type in 'S3' in the search field and select S3.
Then S3 is opened. Now you need a new bucket. The bucket is the location where your files will be stored. Click 'Create bucket'.
Set a name and select which region you want your bucket to be in.
Click Next. You do not need to do any changes on Step 2.
In step 3 you need to deselect "Block all public access" and acknowledge that you understand what this means. 
In step 4 review your settings and click 'Create bucket'.
Your bucket is now created. Let's add a file to it manually. Go into the bucket and click 'Upload'. Follow the instructions and then open the file in the bucket. You will see a screen similar to the below.
Note the Object URL path. Everything up until the file name is the domain and folder structure that you should include in your full file path for Gelato to process the orders. See the file name section for more info.
Now we need to get the access keys so that Integromat can send the files to the bucket.
In the top right corner click on your user name and select 'My security credentials'.
Choose to create a new access key under 'Access keys'
Download your key file. It contains the Access key id and secret key needed to configure the S3 bucket in Integromat.
You are now done setting up your S3 bucket. You can now proceed to set up the file transfer to S3 in this article.
Common questions
If I have products that don't require a print file such as a frame or a hanger will the system understand there should be no print file for it?
Yes, for line items that are non-printable such as frames or hangers which don't require a print file the system will approve the order without any file.
If you have an order with a poster and a frame as 2 line items then the system will look for the print file for the poster. Once the poster file is detected then the order will be approved and processed.
If you have an order that only has items that don't require a print file (examples being frames and hangers) then the order will be automatically approved immediately.
Can I also use this on old orders that are not yet approved?
Yes, you can. As long as the order status is "Pending approval", you have file names that are according to the file naming convention and that they are in the S3 bucket they will also be processed.