Manage Shopify-connected products and orders

When to use this page

Use this guide if you need to:

• connect Ribbn and Shopify for day-to-day selling
• give Ribbn temporary access to help with Shopify setup
• publish Ribbn products to your Shopify store
• understand how product status and order behavior work after sync

What Ribbn and Shopify each manage

Use each platform for the part of the workflow it handles best.

Important working rule

• Make product changes in Ribbn first
• Sync those changes to Shopify
• Do not rely on edits made directly in Shopify to update Ribbn

Give Ribbn access to your Shopify account

If Ribbn needs access to help with Shopify setup, you will need to share your Shopify store details and approve a collaborator request.

Before you start

You need both of these from Shopify:

• your .myshopify.com store ID
• your collaborator request code

Step 1: Find and send your store details

1. Log in to Shopify admin
2. Go to Settings > Domains
3. Find the URL ending in .myshopify.com
4. Copy that value as your store ID
5. Go to Settings > Users and permissions > Collaborators
6. Copy the Collaborator request code
7. Email both details to viktoria@myribbn.com

Step 2: Accept Ribbn’s collaborator request

After Ribbn sends the request:

1. Log in to Shopify admin
2. Go to Settings > Users and permissions > Collaborators
3. Review and accept the Ribbn collaborator request

What happens next

After access is approved, Ribbn can help complete your Shopify setup.

Connect Ribbn to Shopify

To connect your accounts:

1. Open Shopify and Ribbn in separate tabs in the same Chrome browser
2. Install the Ribbn app from the Shopify App Store
3. In the Ribbn app inside Shopify, click Connect to Ribbn
4. Log in to your Ribbn account
5. Confirm the connection

Once connected, you can start publishing Ribbn products to Shopify.

Publish products from Ribbn to Shopify

This is the standard workflow for getting products online.

Before you publish

Make sure the product setup is complete in Ribbn, including any seller attribution, pricing, commissions, and inventory details.

This is especially important for:

• resale inventory
• consignment items
• owned inventory
• one-of-a-kind products
• products created with AI QuickList

Publish a product

1. In Ribbn, go to your product list or table view
2. Select the item or items you want to publish
3. Open the Action bar
4. Choose Shopify > Publish items on shopify

After sync, the product is sent to Shopify.

Check whether the sync worked

To review sync results:

1. Open the Ribbn app in Shopify
2. Go to Product status log
3. Review the status for each item

If a sync fails

In the Product status log, use the dropdown on the failed entry to review:

• the error message
• which item failed
• the URL handle
• the reason for failure

Use that detail to correct the issue in Ribbn, then sync again.

Create and publish multi-variant products

If your product has options such as size or color, set it up as a multi-variant product before publishing.

Set up variants in Ribbn

1. Open the product in Ribbn
2. Go to Stock Management > Product Class > Multi Variant
3. Add your variant options
4. Save your changes
5. Return to the table view
6. Select the item
7. Use Action bar > Shopify > Publish items on shopify

Example

A shoe product might use sizes such as:

• 38
• 39
• 40

Variant quantity behavior

When a product has variants, the quantity decreases at the variant level.

This helps keep the online listing aligned to the selected option that was sold.

Understand Shopify product status after sync

A synced product does not go live automatically.

What happens after a successful sync

After a product syncs successfully:

• it appears in Shopify as Draft
• it is not visible in your webshop until you change it to Active

Make a synced product live

1. Open the product in Shopify
2. Review the listing
3. Change its status from Draft to Active

Keep Ribbn and Shopify statuses aligned

This is one of the most important operational checks for connected inventory.

If you change a product’s internal status in Ribbn, that does not automatically change its Shopify visibility.

Common example

If a product is moved in Ribbn to Back to Quality Control, it may still remain visible for sale in Shopify unless you update Shopify manually.

What to do when a product should no longer be sold online

In Shopify, either:

• change the product to Draft, or
• remove the product from Shopify

Daily best practice

When a product’s status changes in Ribbn, always double-check the matching Shopify listing.

Understand order and inventory behavior

Connected-commerce workflows depend on knowing what happens after an item sells.

One-of-a-kind items

For one-of-a-kind items:

• after the item is sold, the product automatically reverts to Draft in Shopify

This helps prevent repeat sales of a single unique item.

Variant products

For products with variants:

• the quantity decreases for the variant that was sold

This supports size- or option-specific inventory tracking across online sales.

What happens if you remove or edit products in Shopify

Keep these rules in mind when managing synced inventory.

Recommended day-to-day workflow

For most stores, this is the safest operating routine:

1. Create or update the product in Ribbn
2. Complete seller attribution, pricing, and inventory details
3. Use AI QuickList where helpful for faster product creation
4. Publish the item to Shopify from Ribbn
5. Check the Product status log
6. Open the synced product in Shopify
7. Change it from Draft to Active only when ready
8. If product status changes later in Ribbn, manually update Shopify visibility too

Quick troubleshooting checklist

If something is not behaving as expected, check these first:

• Was the product fully set up in Ribbn before publishing?
• Did the sync show as Successful in the Product status log?
• Is the Shopify product still in Draft?
• Was the item moved to a different internal status in Ribbn without updating Shopify?
• Was the product edited directly in Shopify instead of in Ribbn?
• For variant items, were variants built before publishing?

Need-to-know exceptions

Unique item still showing online

If a one-of-a-kind item should not still be sellable online:

1. Check whether it has reverted to Draft in Shopify
2. If not, update the Shopify listing manually
3. Confirm no duplicate listings exist

Product pulled from sale in Ribbn

If staff move a product out of sale-ready status in Ribbn:

1. Open the matching product in Shopify
2. Set it to Draft or remove it
3. Confirm the webshop no longer shows it

Product removed from Shopify by mistake

If a product was removed from Shopify but still exists in Ribbn:

1. Open the product in Ribbn
2. Review whether it should still be sold online
3. Re-publish it from Ribbn if needed

Related operational guidance

Use this page as your reference for the most common Shopify-connected workflows:

• granting setup access
• mapping and publishing products
• checking sync results
• managing online product visibility
• handling one-of-a-kind and multi-variant inventory behavior