When a new order is placed in HD Photo Hub (HDPH), it kicks off an automated intake process that ensures the data is correctly categorized, checked for duplicates, and logged into your system. This guide walks you through how that initial order creation flow works.

Understanding this process will help you troubleshoot missing orders, understand how bundles are identified, and see exactly how products are mapped to your Monday.com workspace.

Order Intake Flow

The intake process acts as a gatekeeper. It catches the raw data, enriches it with your configuration settings, and decides whether the order should proceed.

flowchart TD
    A["HDPH Webhook (New Order)"] --> B["Fetch Bundles & Manual Items"]
    B --> C{"Check Monday.com"}
    C -->|"Match Found"| D["Stop Processing (Duplicate)"]
    C -->|"No Match"| E["Log Order in Zapier Tables"]
    E --> F["Parse Products & Create Subitems"]

Step-by-Step Process

Here is exactly what happens behind the scenes when a new order arrives.

1. 1

   Catch the new order

   The system listens for a webhook from HD Photo Hub. As soon as an order is submitted, the payload (including the Order ID, Site ID, and Product IDs) is securely captured.

2. 2

   Fetch configuration data

   Before processing the items, the system looks up your master configuration in Zapier Tables. It retrieves your current list of Bundles and Manual Stop Items to understand how to handle the specific products in this order.

3. 3

   Check for duplicates

   To prevent double-entry, the system queries your Monday.com board using the incoming Order ID and Site ID.

   The system uses a safe fallback value of "0" instead of a blank string when searching for bundles. This prevents exact-match lookup errors in Zapier Tables if an order has no bundle items.

4. 4

   Clearance filtering

   If the deduplication check finds an existing match in Monday.com, the automation halts immediately. Only net-new orders pass this clearance filter.

5. 5

   Log the order

   Once cleared, the order is officially logged into a Zapier Table tracking all received HDPH orders, recording the timestamp and order metadata.

6. 6

   Process products and subitems

   Finally, the system breaks down the order into individual products. It matches each product against your service code database to determine pricing, QuickBooks (QBO) categories, time calculations, and default team member assignments.

Product Parsing and Logic

When the system breaks down an order into subitems, it applies several smart rules to ensure data is formatted correctly for your team.

Quantity Extraction

If a product name begins with a number between 2 and 9 (e.g., "3x Virtual Twilight"), the system automatically extracts that first character and sets the quantity accordingly. Otherwise, it defaults to a quantity of 1.

Bundle Identification

Products are scored based on their relationship to bundles:

• Bundle: The item itself is the main bundle ID.

• Yes: The item is a member of the identified bundle.

• No: The item is standalone.

Safe Testing Mode

The subitem generation script includes a DRY_RUN toggle. When testing new product mappings, administrators can set DRY_RUN = true to process all the logic and output the expected results without actually creating subitems in Monday.com.

Advanced: How Deduplication Works

For administrators curious about the technical matching, the system uses a single GraphQL query to Monday.com to check for both the Order ID and the Site ID simultaneously.

query {
  orderMatch: items_page_by_column_values(
    board_id: 7932413985,
    columns: [{ column_id: "text__1", column_values: ["ORDER_NUMBER"] }]
  ) { items { id } }
  
  siteMatch: items_page_by_column_values(
    board_id: 7932413985,
    columns: [{ column_id: "text_mkkbfs64", column_values: ["SITE_ID"] }]
  ) { items { id } }
}

If either orderMatch or siteMatch returns items, the order is flagged as a duplicate and halted.

Frequently Asked Questions