When a WooCommerce order is placed, extract and base64 encode the customer notes using Data Transformer, then send to Gmail as a support ticket
For every new WooCommerce order, this workflow Base64-encodes the customer’s order note with Data Transformer and emails it through Gmail to the support address you choose.
WooCommerce
Data Transformer by FlowMattic
Gmail3 steps Setup ~5 min Used on 1.5k sites Free to import
What this workflow does
Some support setups read incoming email with a script or helpdesk rule that expects encoded text, so characters, line breaks and emoji in a note arrive untouched. This workflow prepares the note a shopper leaves at checkout in that form and sends it to your support inbox.
Each new order in WooCommerce starts a run. You map the order's customer note into Data Transformer, whose Base64 Encode action turns the plain text into a Base64 string. The Gmail step then sends an email to the address you set, with the encoded string and any order details you add.
Base64 text isn't readable by a person. If someone on your team reads these emails, put the plain note in the body as well, next to the encoded copy. The "support ticket" in the title is this email: if the address you send to feeds a helpdesk, it becomes a ticket there.
Nothing checks whether a note exists, so every order sends an email, including orders with no note at all.
A helpdesk that decodes notes
Your support inbox runs a rule or script that decodes Base64 bodies into tickets, keeping special characters from shoppers' notes intact.
Gift messages with unusual characters
A shop selling personalised gifts encodes each checkout note so names written in other scripts reach the fulfilment inbox exactly as typed.
An archive of checkout notes
Each order's note goes to a dedicated Gmail address, giving you a searchable mail archive of what buyers wrote, both encoded and in plain text.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
WooCommerce New Order CreatedFires when a new WooCommerce order is created. The order details, including the note the customer left at checkout, are passed on.
- Data Transformer by FlowMattic Base64 Encode
Encodes the text you map, the customer note, as a Base64 string. The encoded value is then available to the Gmail step.
- Gmail Send Email
Sends an email from your Gmail account to the support address you set. Place the encoded note in the body, and add the plain note and order number if people will read it.
What you need
- FlowMatticCore
- WooCommerce PluginPlugin
- Gmail AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Add a Filter after the trigger that continues only when the customer note is not empty, so orders without a note don't send an email.
- Put the order number in the Gmail subject line so each email is easy to match to its WooCommerce order.
- If nobody needs the encoded form, delete the Data Transformer step and map the plain note straight into the Gmail body.
Questions about this workflow
Can my support team read the Base64-encoded WooCommerce note?
Not directly. Base64 text has to be decoded first. Add the plain note to the email body too if people will read these messages.
Does this create a ticket in a helpdesk?
It sends an email through Gmail. If the address you send to is connected to a helpdesk that turns emails into tickets, that helpdesk creates the ticket.
Will orders without a customer note send an email?
Yes. Every new order runs the workflow. Add a Filter on the note field if you only want emails for orders where the buyer wrote something.
Does the customer receive this Gmail email?
Only if you set their address as the recipient. The template is meant for your support inbox, so enter that address in the Gmail step.
More E-Commerce workflows
Other ready-to-import templates from the same category.
Import this workflow into your WordPress site
Download the JSON, import it from the Workflows screen and connect your accounts. Every run stays on your server, with no per-task fees.
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