Send Order Notes to Trello Cards with AI Summary

5 min setup

No coding required

Runs automatically

Turn customer order notes into organized Trello cards without the manual work. When customers leave special requests or instructions with their orders, MESA's agent step reads through the details and creates a clean summary. A summary is then sent to your Trello board as a new card, complete with order information and next steps. Perfect for fulfillment teams who need to track custom requests, special packaging instructions, or delivery notes without spending time reading through lengthy customer messages.

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Order Created

Check If Shopify Order Has Notes

Summarize Shopify Order Notes

Create Card

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How it works

4 steps to automatically create Trello cards with AI-summarized notes every time a Shopify order comes in with notes attached

App connector: Shopify • Time to complete: 0 minutes (Auto-configured)

Why this matters: This is the starting point for the entire workflow. Every time a new order is placed in your Shopify store, this trigger fires and passes the full order data — including any customer-facing or internal notes — to the steps that follow.

This step watches your Shopify store for new orders and activates the workflow the moment one is created. No configuration is required — MESA connects to your Shopify store automatically. The order data, including the order number, customer details, and any notes attached to the order, is passed forward to the next step. If no new orders come in, the workflow simply waits.

App connector: Filter • Time to complete: 0 minutes (Auto-configured)

Why this matters: Not every Shopify order includes notes, and sending empty or blank content to Trello would create useless cards. This filter makes sure only orders that actually have notes move forward, keeping your Trello board clean and relevant.

This step checks whether the order's note field contains any content before allowing the workflow to continue. If the field is empty or contains only whitespace, the workflow stops here — no Trello card is created and no AI step is triggered. If a note is present, the full order payload passes through to the next step. No configuration is needed; the filter is already set up to check the order note field automatically.

App connector: Ask • Time to complete: 0 minutes (Auto-configured)

Why this matters: Raw order notes can be messy, inconsistent, or written in shorthand by customers or staff. This step uses AI to parse the note and turn it into a clean, actionable summary — so whoever reads the Trello card knows exactly what needs to happen without deciphering the original text.

This step sends the order note to MESA's built-in AI and asks it to rewrite the content as a clear action item suitable for a Trello card description. The AI makes its best judgment based on the note's content and doesn't ask follow-up questions — it produces a polished summary in one pass. If the note is too ambiguous for the AI to interpret, it will flag it with an "ERROR" prefix in the output so you can catch it. No configuration is required; the prompt is already written and ready to go.

App connector: Trello • Time to complete: 2 minutes

Why this matters: This is where everything comes together. The AI summary and the order details are used to create a Trello card in the board and list you specify — giving your team a ready-to-act task without any manual data entry.

This step creates a new card in Trello using the order number as the card title and the AI-generated summary as the card description. You'll need to select two things: the Trello board where cards should be created, and the specific list within that board (for example, "To Do" or "Orders to Fulfill"). Both fields are dropdown selectors — MESA will pull in your connected Trello boards and lists automatically once your Trello account is linked. Each card title follows the format "Shopify Order #1234 has notes" so cards are easy to identify at a glance.

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Frequently asked questions

What kinds of order notes does this workflow pick up?

The workflow captures any text in Shopify's standard order "Notes" field — this includes notes added by customers at checkout, notes added manually by staff in the Shopify admin, and notes added through other apps that write to that field. It does not capture order tags or line item properties unless those values are also written into the notes field.

What happens if the AI can't make sense of the note?

If the note is too vague or incomplete for the AI to produce a useful summary, it will prefix the output with "ERROR" and describe what information is missing. The Trello card will still be created with that error message as the description, so nothing gets silently dropped — you'll always have a record that the order came in, even if the summary needs a manual review.

Can I change which Trello board or list cards go to after the workflow is active?

Yes. You can edit the Create Card step at any time and re-select a different board or list from the dropdowns. Changes take effect immediately on the next order that comes in with notes — no need to recreate the workflow from scratch.

Make this template your own!

Customize this workflow even further:

Tag cards by order type or priority

Add a second Trello step after the card is created to apply labels based on order details — for example, tagging high-value orders or those containing specific keywords in the notes. This lets your team visually triage cards without reading each one.

Route cards to different lists based on note content

Use a Filter or condition step between the AI summary and the Trello card creation to send different types of orders to different lists — for instance, routing wholesale notes to a "B2B Orders" list and custom requests to a "Personalization Queue."

Notify your team in Slack when a card is created

Chain a Slack step after the Trello card creation to post a message in a channel with the order number and a link to the card. Your team gets notified immediately without having to check Trello manually.

Store summarized notes in a table for reporting

After creating the Trello card, save the order number, original note, and AI summary to a MESA table. Over time, you'll have a searchable log of every flagged order and the action that was taken.

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