Admin Notes - Notes & Tasks

Installation

1. Obtain the plugin from the Shopware Marketplace via your Shopware account, or upload the ZIP file manually under “Extensions → My extensions”.
2. Under “Extensions → My extensions”, install and then activate the plugin.
3. On activation the plugin automatically creates default data: three statuses (Open, In progress, Done), four priorities (Critical, High, Normal, Low) and five areas (Product, Order, Customer, Category, Review). You can start right away.

Where to find the plugin in the admin

The plugin is available in several places:

• Settings → Extensions → Admin Notes settings: manage master data (statuses, priorities, areas).
• Content → All notes: the central notes overview across all areas, with filters.
• Content → Templates: templates for recurring notes.
• Dashboard: the “Open notes” widget shows pending notes right after login.
• Directly on the entity: on the detail page of a product, order, customer, category or review a notes section appears where you can add a note in context.

Configuring master data (Settings → Admin Notes settings)

The settings page consists of three cards. The default data is enough to get started – you can adapt everything to your workflow.

Statuses

Columns: Name, Colour, Type (Open, In Progress or Closed – chosen from a dropdown; determines whether a note counts as open, in progress or done), Position (sorting) and Default.

• Create: Click “Create status” – a new row “New status” with default values is created immediately. Adjust it via double-click in the inline editor (name, colour, type, position, default) and save with the check mark.
• Edit: Double-click a row to open the inline editor. Confirm changes with the check mark.
• Delete: Via the three-dot menu at the end of the row → Delete → confirm the prompt.
• Protection: The status marked as Default cannot be deleted as long as no other status is marked as default – a notice appears. This ensures a valid default status always remains.

Priorities

Columns: Icon, Name, Colour, Weight (higher number = more important) and Default. Create, edit and delete work just like statuses. The default priority is protected as well.

Areas (entity types)

The five areas define which Shopware entities notes can be attached to, each with icon, colour, admin route and label field (the displayed field of the linked record). This list is designed for the shipped areas.

Creating a note

You create notes centrally via “All notes” → “Add note”, via the dashboard widget, or directly on an entity detail page. The “Create new note” form is identical everywhere:

1. Area (optional): choose Product, Order, Customer, Category or Review. The field “Related entry” then appears, where you pick the specific record (for products including the variant details).
2. Title (required): a short, meaningful title.
3. Author: automatically set to the currently logged-in user.
4. Assigned to: select a user or leave “Everyone (visible to all)”.
5. Status and Priority: choose from the master data.
6. Content: detailed text in the rich-text editor (bold, italic, lists, link, table …).
7. Scheduling (see next section).
8. Save. The note automatically receives a sequential number (NOTE-1, NOTE-2, …).

Scheduling: Static or Delayed

• Static (default): The note is shown immediately and stays visible until it is manually set to a done status.
• Delayed: The note only appears from a chosen point in time – ideal for reminders. The field “Scheduled for” appears with a date/time picker and quick buttons 10 min, 1 hr, Tomorrow 9:00 and In 1 week.

Note detail: checklist, comments & editing

Clicking a note's title in the overview opens the detail view. Here you find:

• Description: the content you entered.
• Checklist: add items via the field “Add new item …” (Enter confirms). A progress counter (e.g. 0/3) shows the state; each item has a checkbox and its own status.
• Comments: a history with author and time. Write a comment and publish it with “Add comment”. Your own comments can be edited later, and comments can be replied to.
• Right column: status and priority (toggle directly), scheduling, assigned to, author, the linked record (e.g. the product number) as well as the created and modified time.
• The pencil icon in the header opens the full edit form.

Notes overview (“All notes”)

The overview lists all notes with columns for Note no., Title, Status, Priority, Checklist, Area, Assigned to, Author, Scheduling and Created at. The status can be toggled directly in the row. Use the filter icon on the right to narrow by status, priority, responsibility and more; by default, done and delayed notes are hidden. The “Assigned to” filter initially is set to “Only mine”; with “Show unassigned” or by selecting “Show all” you also see notes assigned to nobody or to other users. The three-dot menu at the end of each row offers Edit, Go to entry (jumps to the linked entity) and Delete. Deleting a note also removes its checklist items and comments.

Templates for recurring notes (Content → Templates)

With templates the plugin automatically creates new notes at regular intervals – for example a weekly stock check. “Create template” opens a form with three tabs:

• General: title, status, priority, responsibility, content and area. The content and title may contain placeholders that are replaced on creation: [DATE], [DAY], [MONTH], [MONTH_NUM], [YEAR], [WEEK], [WEEKDAY].
• Repetition: Interval (Daily, Specific weekdays, Day X of month, Last day of month, Nth weekday of month, Last weekday of month, Specific day of year) and Time. As the End condition choose No end, After X runs or On a specific date. With “If an open note exists” you decide whether a new note is created anyway or skipped while an open note from the template still exists.
• Checklist: checklist items that each generated note automatically receives.

The automatic creation runs via the Shopware scheduled task – make sure the task worker is running in your shop.

Automatic notes via the Flow Builder

The plugin registers the Flow Builder action “Create admin note” that creates notes automatically on shop events (e.g. a new order or customer registration). Create a flow under Settings → Flow Builder with the desired trigger and add the action as a step. In the action dialog you define title, content, status, priority, assignee, area and optionally a checklist; title and content may contain Twig variables of the trigger (e.g. order number or customer name), and the action can be limited to specific products.

In addition, the plugin provides 14 dedicated flow triggers – eight note events (note created, note assigned, status changed, priority changed, comment created, comment replied, checklist completed, note due) and six catalogue events (product created/changed/purchased, category created/changed, customer created). Use them to send e-mail notifications to the assignee, for example; matching multilingual mail templates are installed automatically.

Assigning permissions (optional)

Under Settings → System → Users & permissions → Roles you find the plugin permissions: in the Content section the note roles viewer, editor, creator and deleter, in the Settings section the roles for master data and template administration. Users without the respective privilege do not see the corresponding menu entries or can only read notes. Administrators always have full access – without any role maintenance the plugin works as usual.

Three concrete examples

Example 1: recall note on a product

1. “All notes” → Add note.
2. Area = Product, Related entry = the affected product.
3. Title = “Check batch”, Priority = Critical, Status = Open.
4. Scheduling = Static, save. The note also appears immediately on the product detail page.

Example 2: reminder in one week

1. Add note, Title = “Check stock”.
2. Scheduling = Delayed, choose the quick button “In 1 week”.
3. Save – the note only appears in one week at the chosen time.

Example 3: weekly template

1. “Templates” → Create template.
2. Tab General: Title = “Weekly check, week [WEEK]”.
3. Tab Repetition: Interval = Specific weekdays (e.g. Monday), Time = 09:00, End condition = No end.
4. Tab Checklist: add items. Save – from now on a note is created automatically every Monday.

Tips

• Assign responsibility clearly: “Assigned to” routes the note to the right person – by default everyone sees their own notes first.
• Use priorities sparingly: reserve Critical for genuine emergencies so the colour signals stay meaningful.
• Templates instead of busywork: set up recurring routine tasks once as a template instead of repeating them manually.
• Check the worker: delayed notes and templates require a running task worker in your shop.

Uninstallation

Under “Extensions → My extensions”, deactivate and uninstall the plugin. On uninstall all plugin data (notes, templates, statuses, priorities, comments, checklists) is removed completely. Flow sequences you configured are preserved and work again immediately after a reinstall.