Sync data via reports

Ordergroove’s automated and on-demand data exports contain a variety of information that can be pulled into external CRM and data platforms. You may need to combine data from multiple reports for your specific use cases, so it’s important to become familiar with the fields present on each export and the attributes that can be used to link them all together.

Tracking Current Subscription Status

If you’re just launching your subscription program with Ordergroove when setting up your external data aggregation, you can use the Subscription Report, which will contain all the subscriptions created the previous day, including those that were migrated into Ordergroove’s system from your previous subscription program. This file will be provided on the SFTP each day with the new subscriptions created.

As customers make modifications to their subscriptions, the changes will be reflected in the CRM Subscription File, including the current product ID after a SKU swap, updated quantity or frequency, or status change for a subscription cancelation or reactivation.

These two reports can be joined together by the subscription identifier. The CRM Subscription File’s og_subscription_id field is the same value as the Public Subscription ID on the Subscription Report.

If your subscription program has been live with Ordergroove for a while, you may require a one-time data export of the Subscription Report to backfill all current data into your system. In this case, Ordergroove can coordinate a full file export of the Subscription Report with the current status of all subscriptions. We cannot provide the status of subscriptions at any particular point in time through this process.

Communicating With Customers After Subscription Cancelation

If the CRM Subscription File indicates a subscription’s status is inactive, the cancelation reason will be included in the Cancelation Report. The cancel reasons are logged as a numerical code. You may wish to put the customer into a specific campaign based on their cancelation reason; you may also want to consider if they still have other active subscriptions when setting up communication for some cancel reasons.

Note: The Public Subscription ID is not a default value on the Cancelation Report. Please reach out to Ordergroove if you need this enabled.

Tracking Orders For an Existing Subscription

Each day, Ordergroove provides an Order Report with information about orders placed between Ordergroove and your eCommerce platform the previous day. This includes the order’s status to indicate if it was successful (including the corresponding order ID in your eCommerce system) or, if unsuccessful, the reason for rejection. This information may be used for a variety of reasons, including tracking orders related to subscriptions to apply additional loyalty points or aggregating lifetime value for individual customers or subscriptions.

The Order Report breaks each line item of an order into a row. If an order has multiple items, you will see multiple rows tied to the same order ID. Each row will have its own corresponding subscription Public ID.

The Order Report can be mapped to the Subscription Report by the subscription identifier. The Public Subscription ID is the same between both reports.

Note: The Public Subscription ID is not a default value on the Order Report. Please reach out to Ordergroove if you need this enabled.

Future Forecasting

In addition to providing information about orders in the past, Ordergroove also provides future order projections with the Inventory Report. This is typically used for warehouse purposes, as it contains zip code information to use in the case of regional warehouses inventory allocation. However, this report can also be used for forecasting orders related to a specific subscription.

The Inventory Report can be mapped to the Subscription Report by the subscription identifier. The Public Subscription ID is the same between both reports.

Note: The Public Subscription ID is not a default value on the Inventory Report. Please reach out to Ordergroove if you need this enabled.

Tracking Order Data

Take a look at Tracking your order data in the Knowledge Center to help you understand on a technical level how recurring orders are processed and placed by the Ordergroove system to assist you in tracking this within your internal systems. Keep in mind that this does not apply to the first or activation order, only for Recurring Orders.

Other Considerations

The automated exports are provided once a day, so there may be multiple changes to a customer’s subscriptions in that time period. If you’re looking for real-time updates, you may want to consider using webhooks for more immediate updates.