Check who could see the order note you just saved

The saved note type determines the first branch

Open the affected order and locate the exact entry by its time, author and wording. Record whether the entry is a system note, a private note or a customer note. WooCommerce documents these as different kinds of order record. An employee’s intention to leave a private reminder does not change an entry saved as a customer note.

If the entry is a customer note, treat it as customer communication requiring investigation. If it is a private note, that establishes its classification inside WooCommerce; separately check any evidence that the text was copied into an email or another support channel. If the type cannot be established from the available record, leave visibility unresolved. Do not recreate the action with the original text to find out which button was used.

Separate the stored text from the message evidence

Keep the original note in the authorized order record and preserve any existing message evidence before a correction changes the context. Record the order reference, note time and time zone, actual text, and who found it. In the worksheet, use an internal reference and a short description of the issue; leave the full customer record in the system that already holds it.

Compare the saved note with the body and recipient shown by an existing outgoing message record, if one is available. A buyer-provided copy can establish what that copy contains. Distinguish a recorded send attempt from evidence of delivery or a buyer’s acknowledgment. A customer-note classification supports WooCommerce’s documented email behavior, but it does not prove that this buyer read a particular message.

Write the strongest supported conclusion and the remaining gap separately. Missing mail records do not establish that no email left the store. A private note label does not explain a separately received copy. Conflicting evidence is a reason to preserve both records and assign investigation, rather than choose the more reassuring one.

Correct the communication without rewriting its history

Assign a case owner to compare the content with what the buyer should have been told. Separate an inaccurate order statement, an unintended internal comment and any sensitive information that may have been included. Each needs a specific response; do not distribute the original comment more widely just to explain the mistake.

Keep the correction linked to the original note and message references. Record the decision, who authorized it, which channel will carry it and what was actually sent. Do not assume editing or removing a store entry recalls an email already sent. Any decision to change the stored record should preserve enough history for the authorized team to explain the sequence.

A private-note setting is a communication classification, not evidence of legal privilege. This worksheet makes no determination about privilege, disclosure duties or legal remedies. Where the content raises such a question, route that question to the person responsible for it while the support owner preserves the factual record.

Close the visibility question and scope any workflow review

The incident can be described clearly when the team has identified the saved note type, the content supported by available message evidence, any unresolved delivery question, and the owner of the correction. Record the correction’s own message reference. A staff instruction to select the intended note type before saving addresses the action that triggered the incident; it does not replace checking this order.

For a Prism checkout-review consultation, describe the website, the research-only products and the order-communication step that needs review. Summarize the visibility problem without pasting the note or customer messages into the public form. Prism’s published support includes storefront review, processing preparation and help with a provider’s website questions; confirm the requested order-workflow scope, responsibilities, fees and terms before work. Follow-up is by email, and the request does not book an appointment, buy a service or submit a processing application.

Note visibility incident

Use one worksheet for the actual note. Keep full messages in authorized systems and enter references here. Mark unknown when evidence is unavailable. The result should distinguish note type, outgoing content and confirmed receipt, then assign the unresolved part to an owner.

Worksheet entries are not submitted by Prism’s worksheet and are not saved by the site. Use record types, availability, anonymized observations, or match/mismatch results. Do not enter government identifiers, customer names or addresses, customer messages, receipt-access links, card or bank details, passwords, or keys. Send sensitive documents only through the provider’s verified secure channel.

These are temporary notes. Leaving or reloading this page may clear them. Worksheet entries are not sent automatically. If you copy notes into the consultation message and submit the form, Prism receives them as part of your request.