WooCommerce Auto Order Archive

The WooCommerce Auto Order Archive add-on is designed to keep your WooCommerce site organized and running smoothly. This add-on automatically archives old orders, helping to maintain a clutter-free order management system without requiring manual intervention.

Archiving past orders improves site performance, reduces database load, and ensures your active orders are always easy to access. Ideal for high-volume stores, this add-on is an efficient solution for managing your eCommerce platform and providing a more streamlined, user-friendly experience.

Video Tutorial

Watch the tutorial video below for a quick walkthrough of the add-on’s features and setup process.

For detailed instructions, please continue reading the full documentation. If you still have any questions, feel free to submit a support ticket.

Installation

• Install and activate the WooCommerce plugin.
• Install and activate the WooCommerce Auto Order Archive add-on.
• The WC Auto Order Archive menu will appear on the WordPress Dashboard.
  

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License Configuration

To activate your license, follow these steps:

1. Go to the WC Auto Order Archive from your WordPress dashboard.
2. Open the License tab.
3. Enter your License Key in the provided field.
4. Click the “Activate” button.

Once activated, your license will be successfully linked to your website.

Dashboard

In this tab, you can view a comparison chart that shows the total number of orders in your WooCommerce database and the number of orders that have been archived on your site. This helps you quickly understand how many orders are active and how many have already been archived.

At the bottom of the page, you can see a list of all the archiving schedules that have been created. From there, you can edit or delete any schedule as needed.

You can also click the “Archive Now” button, which will take you to the WooCommerce Orders tab, where you can manually archive orders at any time.

Archive Order

In this tab, you can define custom criteria to archive WooCommerce orders based on your specific requirements. You can also create automatic archiving schedules using the selected filters.

You can filter orders using the following attributes:

• Archive Orders by Matching Date:
  Select a predefined time period such as 1 day, 1 week, 2 weeks, 3 weeks, 1 month, 2 months, 3 months, 6 months, 1 year, 2 years, 3 years, 5 years, or choose a custom date range.
• Choose a Specific Date:
  This field is required if you select the “Custom Date Range” option. You must define the start and end dates.
• Order Status:
  This field is optional. If you do not select any status, orders from all statuses will be included by default.

Include Meta fields (Optional)
This section allows you to define additional criteria based on order meta fields. Using these filters, you can control which WooCommerce orders should be included in the archiving process.

You can filter orders using various order-related details, including:

• Customer ID, customer type (guest or registered), date modified, discount total, shipping total, transaction ID, shipping first name, shipping last name, shipping address 1, shipping city, shipping state, shipping postcode, shipping country, shipping phone, payment method, customer IP address, billing first name, billing last name, billing address 1, billing city, billing state, billing postcode, billing country, billing email, billing phone, order currency, cart discount, cart discount tax, order shipping tax, order tax, order total, whether prices include tax, shipping email, payment method title, shipping method, shipping method title, billing company, billing address 2, shipping company, shipping address 2, date paid, and date completed.

These filters are optional and can be used to create more precise and targeted archiving conditions.

Exclude Meta fields (Optional)
This section allows you to define criteria to exclude specific WooCommerce orders from being archived. Any order that matches the selected meta field conditions will not be included in the archiving process.

You can exclude orders based on various order-related details, including:

• Customer ID, customer type (guest or registered), date modified, discount total, shipping total, transaction ID, shipping first name, shipping last name, shipping address 1, shipping city, shipping state, shipping postcode, shipping country, shipping phone, payment method, customer IP address, billing first name, billing last name, billing address 1, billing city, billing state, billing postcode, billing country, billing email, billing phone, order currency, cart discount, cart discount tax, order shipping tax, order tax, order total, whether prices include tax, shipping email, payment method title, shipping method, shipping method title, billing company, billing address 2, shipping company, shipping address 2, date paid, and date completed.

These filters are optional and can be used to prevent specific orders from being archived based on detailed conditions.

If you want to run the archiving process only once, click the “Archive Now” button. The archiving process will start immediately based on the selected criteria.

You can also click the “Restore Settings” button to reset all fields to their default values.

Note: Do not close this add-on tab, switch to another tab, or close your browser while the archiving process is running. If you do, the process will stop. To continue, you will need to return to this tab and resume the archiving process.

If you want to schedule the archiving process to run at a later date and time, click the “Schedule as a Task” button. This allows you to create an automated archiving task instead of running it immediately.

To create a scheduled task, you will need to fill in the following fields:

• Task Name: Enter a clear name to identify the scheduled task.
• Date and Time: Select the exact date and time when the archiving process should start.
• Scheduler Duration: Choose how often the task should run. Available options include No Repeat, Custom Hours, Hourly, Once Daily, Once Weekly, Once Monthly, Once Quarterly, or Once Annually.

After entering the required details, click the “Set Schedule” button to save the schedule. The archiving process will then run automatically based on the selected settings.

General Settings

Delete After Export

Enable this option if you want orders listed in the “Archived Orders” tab to be deleted automatically after they are exported. Once the export process is completed, those archived orders will be removed from the archive.

Delete Orders

Enable this option if you want to permanently delete WooCommerce orders that are older than a selected time period. The available options are:

• None
• 6 Month Older
• 1 Year Older
• 2 Year Older
• 3 Year Older

Important: The “Delete Orders” setting does not delete orders immediately after you save the settings. It only works when you click the “Archive Now” button from the Archive Order tab.

How It Works (Example)
If you select “6 Months Older” in the Delete Orders dropdown and then choose “1 Day” in the Archive Order tab:

• The system will first archive all orders that are older than 1 day.
• From those archived orders, it will permanently delete any orders that are older than 6 months.
• As a result, only orders that are older than 1 day but newer than 6 months will remain in the archive.

This means the “Delete Orders” option works as a filter within the archived orders. Deletion only happens during the archive process when you click “Archive Now”, not when you save the settings.

Error Logging

Select Yes if you want details of the archiving process to be recorded. When enabled, these logs will be available in the Logs tab. If you select No, the Logs tab will not be displayed.

Archive WooCommerce Subscription Orders

Select Yes if you want subscription orders (the parent orders created in the WooCommerce Orders tab) to be archived in the “Archived Orders” tab when orders are archived using the “Archive Order” tab or a scheduled task.

Note: When a subscription product is bought, 2 orders are created in WooCommerce, one in the Orders Tab (Parent Order) and one in the Subscriptions tab (Child Order). The administrator can still manually archive subscription orders (parent orders) using bulk actions in the Orders tab or the “Archive Now” option on the order edit page of the parent order.

Enable Google Drive Sync

Select Yes if you want to sync your archived orders database with Google Drive. When enabled, a new “Google Drive Sync” tab will appear.

Email Notification Status

Select Enabled to send an email to the administrator(s) after orders have been successfully archived. Emails are sent only when orders are archived using the “Archive Now” button in the Archive Order tab or when a scheduled archiving task is completed.

If Disabled is selected, no email notifications will be sent after archiving.

When enabled, you can configure the following fields:

• Email Notification Subject
  Enter the subject line for the email notification.
• Email Notification Body
  Enter the content of the email notification. You can use the following shortcodes in the body:
  • [first_last_name] – Inserts the first and last name of the administrator.
  • [woaa_order_value] – Inserts the number of orders that were archived.

After configuring the email settings, click “Save Settings” to apply the changes.

Archive Permissions

In this section, you can control which user roles can access specific add-on tabs in their WordPress dashboards.

Role

From the “Role” dropdown, you can select the respective user role whose permission you want to add/update.

Permissions

From the  “Permissions” dropdown, you can select which add-on tabs the respective user role will be allowed to access/view on their WordPress dashboards.

Once you’ve made your selections, click “Save Settings” to apply the changes.

Archived Orders

In this tab, you can view all orders that have been archived from the WooCommerce Orders menu.

Actions you can take:

• Restore Orders: Select individual orders and click “Restore” to move them back to the main orders list.
• Export Orders: Select orders and click “Export” to download an Excel file with their details.
• Export All Orders: Click “Export All Orders” to download all archived orders at once.
• Restore All Orders: Click “Restore All Orders” to restore every archived order in one go.

Search Options:

• Search by order number, username, or customer email.
• To find guest orders, search for the term “guest”.

Important:
Only one restoration process can run at a time to ensure database integrity.

Manage Schedules

In this tab, you can view all scheduled archiving tasks. You also have the option to search, edit, or delete any task.

Logs

In this tab, you can view all notifications and activity related to WooCommerce Orders Archiving.

Google Drive Sync

In this tab, you can connect your Google Drive account to your website and manage order synchronization settings.

To connect your Google Drive, you must enter the following details:

• Client ID
• Client Secret

You can obtain both credentials by following our step-by-step guide.

Auto Sync

This option allows you to control whether orders are synced to Google Drive automatically.

You can choose one of the following options:

• Enabled – Sync after each archive
  • Orders will automatically sync to Google Drive every time they are archived.
  • A ZIP file will be created or updated in your Google Drive.
    
• Disabled – Manual sync only
  • Orders will NOT sync automatically.
  • You must manually go to this tab and click the “Sync Now” button to upload orders to Google Drive.

Local Storage Limit

If “Enabled – Sync after each archive” is selected, you can control how many archived orders are stored locally.

• You can set the maximum number of orders to keep in the local SQLite database.
• After syncing to Google Drive, older orders will be removed from local storage.
• Leave the field empty or set it to 0 for unlimited local storage.
• If you enter a number (for example, 100), only the latest 100 archived orders will be visible in the “Archived Orders” tab.

Example:
If you set the limit to 50, only 50 records will remain in local storage. Older records will exist only in Google Drive.

Important Note

Orders that are manually archived by the administrator from the WooCommerce Orders sub-menu will not sync automatically. This applies whether Auto Sync is set to “Enabled – Sync after each archive” or “Disabled – Manual sync only.”

You must manually click the “Sync Now” button to sync those orders to Google Drive.

Additional Options

Disconnect

Click the “Disconnect” button to unlink your Google Drive from the website.

Restore from Backup

Click the “Restore from Backup” button to restore all archived orders from Google Drive back into the “Archived Orders” tab.

Archived Orders (Customer Dashboard)

In this sub-tab within the Customer Dashboard, users can view all orders that have been archived by the administrator from the backend.

Only the orders available in the main “Archived Orders” tab (admin side) will be displayed here.

WooCommerce Order Archive – Database Optimization

When the add-on is updated to version 2.0.4 or higher, the system automatically checks whether the WooCommerce Order Archive database is optimized. If the database is not optimized, you will see a notification at the top of the page asking you to optimize it.

Why Database Optimization Is Important

You should optimize the database because:

• It helps reduce storage space usage on your server.
• It reduces the file size of the WooCommerce Order Archive database.
• It improves overall performance and efficiency.

Notification Options

When the optimization notice appears, you have two options:

• Start Now
  • Click this button to begin the database optimization process immediately.
  • A confirmation pop-up will appear.
  • Click “OK” to proceed.
    
• Remind Me Later
  • You will be reminded again after 1 day if you click on this button.

Once the database is successfully optimized, the notification will no longer appear.

Important Notes

Do not use any add-on features while the optimization process is running. Using the add-on during optimization may cause:

• Unexpected behavior
• Incorrect search results
• Incomplete record processing

It is recommended to start the optimization process after completing all manual tasks for the day.
While the optimization process is running, the Email column will temporarily disappear. Once the process is complete, the column will automatically reappear.

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FAQ’s

Changelogs

2.1.1

• Fix: Addressed security vulnerabilities and improved overall plugin security.

2.1.0

• New: Google Drive Sync for automatic and manual backups of archived orders.
• New: Google Drive Sync settings tab with OAuth 2.0 connection.
• New: Local Storage Limit to reduce server usage while keeping full backups on Google Drive.
• New: “Archived Orders” tab added to the user account area with a detailed order view.
• New: Custom hours-based scheduling for archiving jobs.
• Fix: Fixed an issue where the payment method was not restoring correctly when recovering archived orders.

2.0.5

• Fix: Resolved a fatal error that occurred during plugin installation.
• Fix: Removed the redundant optimization notice.
• Fix: Fixed an issue where the SQLite database cleanup was not working after restoring an order.

2.0.4

• New: Added a feature to start optimization for previously uncompressed databases.
• Fix: Order search and “Export All Orders” now work correctly with large order volumes after optimization.

2.0.3

• New: Added the ability to search orders by username and email on the Orders Archive tab.
• New: Added an option to export all orders to an Excel CSV file, including customer name and email.
• New: Added a feature to optimize the SQLite database after archiving orders.

2.0.2

• New: Added a cancel button in both order archiving and restoring processes to allow request cancellation.
• New: Added predefined archive date options (2, 3, and 5 years) for easier scheduling.
• New: Added “Customer Type” as a meta filter in both include and exclude criteria.

2.0.1

• New: Added the compatibility with WooCommerce Subscriptions to avoid archiving subscription and their parent orders.

2.0.0

• Fix: Merge Permissions tab, Emails tab, and General Settings tab into one.
• Fix: Issues with bulk export.
• Fix: Renamed Order Purging to Delete Orders.
• Fix: Order Purging to purge order during archiving if Delete Orders option is enabled.
• Fix: Renamed Orders Archive to Archived Orders.
• Fix: Sorting of orders in Archived Orders.
• Fix: Order Archiving Matching Criteria.
• Fix: Added the task table directly in dashboard.
• Fix: Merge the schedules task and customizability criteria into one tab as Archive Order.
• Fix: Prevented users from assigning permissions to their own role if their role lacks the necessary privileges.
• Fix: Security issues.
• Fix: Minor issues.
• New: Added a “Restore Settings” tab in “Archived Order”.
• New: Added the SQLite to store archived orders.
• New: Added a live ajax message to display Order Archiving Progress across the WordPress dashboard.
• New: Added a live ajax message to display Order Restoring process across the WordPress dashboard.

1.0.6

• Fix: Resolved an issue where order purging was not working correctly.
• Fix: Updated restore keys to apply correctly during plugin updates.
• Fix: Restricted order ID retrieval to only those matching the order archive criteria.

1.0.5

• Fix: Resolved an issue where archiving was not working for legacy orders.
• Fix: Fixed an issue where the order restore key was being checked on every page refresh.
• New: Added a popup notification after all orders are successfully archived.

1.0.4

• Fix: Pagination issue.

1.0.3

• Fix: Minor issues.

1.0.2

• New: Multi-language Support has been added.

1.0.1

• Fix: Resolved security vulnerabilities in the orders-archive.php file.
• Fix: Renamed the plugin tab to “WC Auto Order Archive”.

1.0.0

• Initial Release.