Functionality of the MStore Email Order Plugin for Administrators

The MStore Email Order plugin enables site administrators to manage orders and complaints in an online store where products are listed in a catalog, and orders are placed via email notifications without online payments. Administrators are users with special privileges who oversee all order and complaint processes. This description covers the full interface, order and complaint search forms, controlled aspects, visible data, capabilities, the role of CAPTCHA for guests, and the benefits of working without online payments. Everything is based on provided files and email templates, without technical details.

Access to Admin Panel and Navigation

Admin Panel Main Page Interface

The plugin section in the site’s admin panel provides management of orders and complaints. The interface includes:

• Top Panel: Three navigation buttons:
  • "Info and Settings" — navigates to plugin settings: changing the notification email, enabling action logging (for internal tracking), and setting the number of items per page for lists (e.g., 10 orders or complaints).
  • "MStore Email Orders" — navigates to the list of all orders on the site.
  • "Complaints" — navigates to the list of all complaints.
• Notifications: Success messages (e.g., "Status updated") or errors (e.g., "Invalid data") appear at the top as green or red bars.
• Help: Settings include links to the plugin author’s forum for questions, GitHub for updates, and developer contacts for suggestions.

Navigation Benefits

• Quick access to orders, complaints, and settings via three buttons.
• Full control over all site orders and complaints to maintain order.
• Convenient help through links to the author’s resources.

Order Management

Administrators oversee all orders: from guests, registered buyers, and for products of all sellers. This enables dispute resolution, activity tracking, and user assistance.

Order Search Form

The orders page includes a form for searching and filtering:

• Status Filter: Dropdown list with options: "All", "New", "In Progress", "Completed", "Canceled", "Rejected".
• Order Number: Field for entering the order number (e.g., 123).
• Search: Field for entering buyer email, product name, buyer name, or seller name.
• Buttons: "Filter" to apply and "Reset" to clear.

After applying filters, the order list updates to show only matching records.

Order List Interface

• Orders Table: Columns:
  • Order number (link to details card).
  • Product name (link to product).
  • Buyer (name with profile link or email for guests).
  • Seller (name with profile link).
  • Quantity.
  • Cost.
  • Buyer’s phone.
  • Comment.
  • Creation date.
  • Status (e.g., "New").
  • Status change history (e.g., "New (09/05/2025 10:30)").
  • Actions: Dropdown list with status options and "Update Status" button.
• Pagination: If there are many orders, they are divided into pages (number set in settings). At the bottom, buttons like "1", "2", "Next" and text like "Page 1 of 10".
• No Orders Message: "No orders" for an empty list or zero search results.

Order Capabilities

• Status Change: Select a new status (New, In Progress, Completed, Canceled, Rejected) for any order. After updating, the status is saved in history with the date, and the buyer receives an email.
• View Details: Clicking the order number opens the card (see below).
• Activity Monitoring: All orders, including from guests, are visible for analyzing activity and detecting suspicious actions (e.g., orders from the same IP).

Benefits of Search Form and List

• Quick search for orders by status, number, or text, even with thousands of records.
• Comprehensive table data, including contacts, for user communication.
• Pagination and item count settings for handling large volumes.

Viewing Order Card

Clicking an order number opens a card with full details.

Order Card Interface

• Header: "Order Details #123".
• Sections:
  • Product:
    • Name with catalog link.
    • Cost.
    • Quantity.
    • Buyer’s comment.
    • Creation date.
    • Status (e.g., "In Progress").
  • Buyer:
    • Name (or email for guests).
    • Email.
    • Phone.
  • Seller:
    • Name with profile link.
    • Email.
  • Status Update:
    • Dropdown list: "New", "In Progress", "Completed", "Canceled", "Rejected".
    • "Update Status" button.
  • Change History:
    • List of all statuses with dates (e.g., "New (09/05/2025 10:30)", "In Progress (09/05/2025 12:00)").
  • Complaints:
    • Number of complaints.
    • For each: text, date, status (e.g., "New").
    • Link to complaints page for the order.
• Error Message: "Order not found" if the order is unavailable.

Visible Data

• All order details: product, cost, quantity, buyer and seller contacts, comment, buyer’s IP (for spam checking).
• Full status change history for tracking processing.
• Complaints for issue analysis.

Card Capabilities

• Change order status with buyer notification.
• Navigate to complaints list for the order.
• Check IP for suspicious orders.

Card Benefits

• All data in one place for quick analysis.
• Ability to intervene if the seller struggles.
• Easy access to complaints for dispute resolution.

Complaint Management

Administrators fully control complaints, view all, and change their statuses to resolve issues.

Complaint Search Form

The complaints page includes a filtering form:

• Status Filter: Dropdown list: "All", "New", "In Progress", "Resolved".
• Order Number: Field for entering the order number.
• "Filter" Button: Applies the search.

The form helps find complaints by status or specific order.

Complaint List Interface

• Complaints Table: Columns:
  • Complaint number.
  • Order number (link to order card).
  • Product name (link).
  • Buyer (name with link).
  • Seller (name with link).
  • Quantity.
  • Cost.
  • Complaint text.
  • Submission date.
  • Status ("New", "In Progress", "Resolved").
  • Actions: Dropdown list with status options and "Update Status" button.
• Pagination: Buttons for pages and text like "Page 1 of 5".
• No Complaints Message: "No complaints" for an empty list.

Complaint Capabilities

• Status Change: Select "New", "In Progress", "Resolved". After updating, emails are sent to the buyer, seller, and administrator.
• Filter by Order: Show complaints for a specific order number.
• Monitoring: Track seller service quality via complaints.

Benefits of Complaint Form and List

• Quick search for problematic orders.
• Comprehensive table data for understanding complaint details.
• Pagination for handling large numbers of complaints.

Notifications

Administrators receive emails for:

• New Order: For every order on the site.
• New Complaint: For every submitted complaint.
• Complaint Status Change: Even if they changed the status themselves.

Email Template for New Order

Subject like "New order on the site". Content:

A new order #123 has been received!
Order details: View order
Product: Product Name
Quantity: 2
Buyer’s Phone: +380123456789
Date: 09/05/2025 10:30
Comment: Delivery after 3:00 PM
Buyer’s Email: [email protected]
Seller’s Email: [email protected]
Buyer: Anna Petrova
Seller: Ivan Ivanov

Includes: order number, details link, product, quantity, phone, date, comment, buyer/seller emails and names with links.

Email Template for New Complaint

Subject like "New complaint for order". Exact template not specified, but includes:

• Order number.
• Product name and link.
• Complaint text (e.g., "Product does not match description").
• Date.
• Status ("New").
• Buyer’s name and email.
• Seller’s name and link.
• Link to order details.

Notification Benefits

• Instant updates on new orders and complaints.
• Comprehensive email data for quick response.
• Links to orders or complaints for easy navigation.

Role of CAPTCHA for Guests

CAPTCHA (image code) is mandatory for guests when placing orders. It protects against automated orders by bots. Administrators see that guest orders passed CAPTCHA and can check IP addresses for spam detection. Benefits:

• Reduced fake orders, saving time for sellers and administrators.
• Protection from spam, maintaining data integrity.
• Control of suspicious activity via guest IPs.

Controlled Aspects

• All Orders: Full access to data, statuses, history, and IPs for monitoring.
• All Complaints: View, status updates, and dispute resolution.
• Settings: Notification email, list item count, logging.
• Site Activity: Analyze orders and complaints to identify popular products, problematic sellers, or spam.

Administrator Capabilities

• Change order and complaint statuses with notifications.
• Search orders and complaints by filters.
• View full order cards with contacts.
• Monitor guests via IP and CAPTCHA.
• Configure plugin settings and access support.

Benefits of Working Without Online Payments

Operating via email without online payments provides administrators with the following benefits:

Real Benefits

• Simplified Management: No need to set up payment systems, monitor their performance, or handle transaction errors.
• Less Spam: CAPTCHA for guests reduces fake orders, simplifying monitoring.
• Resource Savings: No payment systems mean no transaction fees, reducing site maintenance costs.
• Dispute Control: Administrators see all orders and complaints, can directly contact buyers and sellers to resolve issues without payment system involvement.
• Flexibility: Buyers and sellers handle payments independently, reducing admin workload on refund or payment issues.

Potential Benefits

• Broader Audience: Supporting orders without online payments attracts users preferring traditional methods (cash, transfers), especially in regions with low trust in online payments.
• Easier Scaling: New sellers can add products without payment system integration, speeding up catalog growth.
• Fewer Technical Issues: No payment modules reduce site errors, simplifying technical support.
• Flexible Dispute Resolution: Administrators can focus on complaints and order statuses, not financial issues handled directly by buyers and sellers.
• Transparency: Full order and complaint data (including guest IPs) enable detection of fraud or spam.

Why This Matters

The absence of online payments simplifies site management, reduces technical and financial risks, and allows focus on order and complaint oversight. CAPTCHA protects against bots, and payment flexibility makes the site accessible to diverse users, easing the administrator’s workload.