Move Custom File Delivery from Email to Shopify Orders

Phase 1: define what moves

Separate unfinished commissions, completed orders with active download promises, and old work that does not need a new customer route. Migrating everything at once creates unnecessary notification and matching risk. An email archive is useful evidence, but not every attachment in it is a final deliverable.

Assign one migration owner and decide where new orders enter the process during the change. Keep production folders if they are still useful; the objective is to make the final delivery association explicit.

Phase 2: build a mapping register

For each eligible file, record order reference, item, approved revision, source location, previous delivery date, and access commitment. Use internal identifiers instead of copying personal information into the register. Put ambiguous matches in an exception queue rather than guessing.

Phase 3: run a small pilot

QuickAttach documents order-item delivery, but this does not establish a bulk importer. Plan a manual pilot unless an import route is explicitly supported and verified. Use synthetic orders first, then an approved limited live batch.

1. Attach the intended demo file to the correct item.
2. Send through the chosen workflow once.
3. Open the customer route using a permitted test identity.
4. Have another staff member locate the file from the order.
5. Run one correction and one re-download request.

Phase 4: cut over by a clear boundary

For fictional Studio Fern, orders before DEMO-481 remain on the existing route during transition; new eligible orders use the new process after a named cutover time. The team moves historical files only when the register is verified. This avoids interpreting an incomplete migration as a missing customer delivery.

Identify notification triggers in both systems. A historical attachment should not accidentally announce a new purchase or resend every completed order. Confirm behavior with a test before touching the live batch.

Phase 5: retain a rollback route

Keep a batch record of completed, pending, and failed items. Do not uninstall the old provider until existing links and retention obligations have been reviewed. The migration is complete when new deliveries and support recovery work consistently, not when the last file has merely uploaded.