The Activity menu in the Dashboard lets you search for, view, and work with events, order records and customer subscriptions.
Each of the three tabs includes the Search Orders and Subscriptions the top of the page.
This field works the same way regardless of which tab is selected. You can search for orders and subscriptions using any of the following criteria:
- An exact order reference number (e.g. JUL120112-7119-41114)
- A subscription ID (e.g. cFJUR4PdSMCxkfFncrWQIF)
- A customer's full email address (e.g. email@example.com)
- A customer's email domain name, beginning with the @ sign (e.g. @abc.com)
- A customer's exact last name (e.g. anderson) Note: You cannot search by a customer's full name.
- The beginning letters (at least four letters, followed by *) of a customer's last name (e.g. ande*)
- The exact company name (e.g. fastspring)
- The beginning letters (at least four letters, followed by *) of a company name (e.g. fast*)
- For credit card orders, the last 4 digits of a the credit card number (e.g. 4321)
The field is case-insensitive. Just enter the value you want to search for and press Enter / Return. By default, all records for the past 90 days will be searched, but once the search results have been returned, you can select the check box labeled Check to search all history to try the search again for all history. Click any record in the search results to view the details of that item.
In addition to the search field, each of tabs includes the following common set of controls that let you filter the records being displayed.
Live and Test
You can click this drop-down selector to filter the type of activity is displayed: Live orders and subscriptions, Test orders and subscriptions, or both. Live and Test is selected by default, so both types of activity will be shown unless you click the drop-down and choose another option.
You can click this drop-down selector and filter the activity displayed to include only the product(s), bundle(s) or subscription(s) you want to see. Items that have been deleted are included since you might still need to know about those transactions in the future. The default value is to display activity for all products, bundles and subscriptions, except on the Subscriptions tab, where only subscription-based products will appear in the filter list.
The Search field at the top of the product filter lets you limit the products shown in the filter drop-down; just enter part or all of the product ID (not the display name) of the products you want to include in the list.
Select the check box next to each product you want included in the list of activity, and then click anywhere to the left or right of the activity list to apply the product filter. The page will reload with only activity for the selected product(s) displayed.
The date selector filter - which a different date range selected by default depending on which tab is selected - lets you filter the activity shown by date.
Simply select one of the pre-defined time frames, or click Custom..., select the desired date range from the convenient calendar, and click APPLY.
The Events tab lists activity of all types. Some examples of the types of activity included on this tab include new orders, refunds, new subscriptions, subscription billings, subscription cancellations, and changes to existing subscriptions. Click any item to view its details.
The Orders tab lists transaction activity and includes multiple Activity: Events, Orders and Subscriptions#pages, with a separate link to each one on the left-hand side of the tab.
At a glance, you can see several relevant data points about each transaction listed.
|1||Transaction Status, including Test tag if not a live order|
|2||Age of transaction|
|3||Display name of product ordered|
|4||Customer name and email address|
|6||Order reference (or reason if order not successful)|
Pages of the Orders Tab
|All Orders||This is the default page, which lists all activity that meets the criteria defined in the Live and Test, product filter and date filter.|
|Completed||This page only shows completed orders (not those that have failed or been canceled).|
|Canceled||This page includes only transactions that have been canceled (e.g. due to a declined credit card payment).|
|Failed||This page includes only orders that have failed for reasons other than declined payments.|
This page displays only orders that have returns associated.
This page shows Custom Orders you have created for specific customers. Examples of custom orders may include things like pre-loaded carts, coupons, price overrides and even custom order tags. You can provide the URLs for custom orders to customers so that they can enter payment information and complete the order processing with a minimum of effort required on their part.
Check out our tutorial video on how to make use of custom orders: How to Take Advantage of Custom Orders.
|Awaiting Payment||This page shows orders that are awaiting payment, such as orders that will be paid by customers using bank transfers and approved, unpaid purchase orders.|
|Pending Approval||This page will show orders that are pending your approval, such as purchase order transactions that you have not yet accepted or rejected.|
The Subscriptions tab lists customer subscriptions, letting you directly access recent subscriptions to view details such as subscription status, billing dates, subscription event history, and more.
In addition to the three filters that appear on every tab of the Activities menu, the Subscriptions tab has an additional event filter that works together with the Date Selector filter to let you control how the date filter is applied.
For example, if you click the drop-down next to Created (the default value) and change it to Canceled, then the list of subscriptions shown will contain only subscriptions that have been canceled during the time frame you have chosen in the Date Selector filter. As another example, if you select Trial started in this filter, then only subscriptions whose free trial period started during the specified time frame will be displayed.
At a glance, you can see several relevant data points about each subscription listed.
|1||Subscription status, including indicators for Test subscriptions and those in Free Trial status, plus indicators to show if a subscription is Canceled (yet still Active) or Canceled (and has reached its deactivation date)|
|2||The date on which the subscription was created|
|3||The name of the product to which the customer is subscribed|
|4||The customer's name an email address|
|5||The billing terms of the subscription - currency-specific amount to be billed each time, and how often billings occur|
|6||The next billing date (or last day the subscription was active, for inactive subscriptions)|
Pages of the Subscriptions tab
|All Subscriptions||This is the default page, which lists all subscriptions that meets the criteria defined in the Live and Test filter, product filter, and the event and date filters.|
|In Trial||In addition to applying the other filters, this page only shows subscriptions that are currently in a free trial status.|
|Active||In addition to applying the other filters, this page only shows subscriptions that are currently active. Canceled subscriptions that are not yet deactivated will be included, but deactivated subscriptions will not appear.|
In addition to applying the product filter, this page uses a special event filter together with a unique Date Selector to display only subscriptions that are scheduled to be renewed within the specified time frame.
|Overdue||In addition to applying the other filters, this page only shows subscriptions that are currently in an overdue status due to a failed or declined billing.|
|Canceled||In addition to applying the other filters, this page only shows subscriptions that have been canceled (meaning no further billings will occur), whether active or inactive.|
|Deactivated||In addition to applying the other filters, this page only shows subscriptions that have been deactivated (meaning they were deactivated immediately upon cancellation or they were canceled and their deactivation date was subsequently reached).|
|Charges||In addition to applying the Live and test filter, product filter and the date filter, this page shows charges / transactions that are associated with subscriptions. The event filter is not available on this page since it shows actual transactions rather than subscriptions. The time frame chosen via the date filter applies to transaction dates (i.e. subscription charges that have occurred during the specified time frame).|