Start with a fulfilment-exception list

Do not begin by asking Grok Bot to run the store. Start with a report that cannot refund, cancel, discount, edit inventory or contact a customer.

The first useful job is a daily list of orders that need attention because of an address problem, backorder or late shipment. The merchant reviews the list and decides what happens next.

What you need

A dedicated Shopify identity or custom app with only the required scopes
The rules for address problems, backorders and late shipments
The promised shipping dates or fulfilment service levels used by the store
Approved response examples for later draft messages
The merchant who owns customer and financial decisions

If the Bot cannot pass the Shopify verification screen, use the Shopify login fix before building the workflow.

Build the first output

Return one row per exception:

Field	What the Bot should provide
Order	Order number and Shopify record link
Customer	Name or approved identifier needed for review
Exception	Address problem, backorder or late shipment
Evidence	The order, fulfilment or inventory field that triggered the exception
Age	When the exception began
Proposed next step	Internal action or draft response for merchant review
Approval needed	Refund, cancellation, discount, inventory edit or customer message

If the evidence is missing, the Bot should mark the row incomplete instead of guessing.

Copy this first-task instruction

Prepare today's fulfilment-exception queue from the approved Shopify connection. Read only orders updated since the last successful run. Flag address problems, backorders and shipments past the promised date. Return one row per exception with the order link, customer, issue, evidence, age, proposed next step and approval needed. Do not refund, cancel, discount, edit inventory or contact a customer. Mark missing evidence as incomplete and stop after the queue is saved for merchant review.

Test five known orders

Choose a small set that includes:

A normal fulfilled order that should not appear.
An order with an address problem.
An order containing a backordered item.
A shipment past its promised date.
An order with missing fulfilment information.

Check the Bot's queue against Shopify. The test passes only if it finds the real exceptions, excludes the normal order and does not invent the missing field.

How the live workflow runs

Stage	What happens
Trigger	A Shopify event or scheduled daily check starts the routine.
Read	The connection provides only the order, product, customer and policy fields needed for the report.
Classify	Grok matches the record to the approved exception rules.
Prepare	The Bot creates the review row and a proposed next step.
Approve	A merchant decides any customer-facing or financial action.
Log	The routine records the reviewed outcome and any unresolved item.

Shopify documents Flow triggers, conditions and actions, webhooks for store events and its scope-based permission model.

Older order history can require additional approved access. Match the connection to the reporting window the workflow actually needs.

Add these jobs later

Once the exception list works, add one job at a time:

A low-stock report against approved reorder points.
Supplier follow-up drafts for open purchase orders.
Customer-service drafts grounded in the order and store policy.
Weekly review-response drafts in the store's documented voice.

Keep refunds, discounts, cancellations, inventory adjustments and customer sends behind merchant approval.

Measure the result

Track the age of each exception, time to the first internal action, overdue supplier replies and how many drafts the merchant approves without edits. Compare the workflow with the store's previous process. The first target is fewer missed exceptions and faster review.

For the underlying connection, read Grok Bot + Shopify. Start with the Full Front Office Kit when the store needs the setup system as well as the workflow.