Order Notes Management System

I need to set up a standardized order notes management system for my Shopify store team. Here are the details:

Store name: [YOUR STORE NAME]
Team size: [NUMBER OF STAFF HANDLING ORDERS]
Departments involved: [e.g., Customer Service, Warehouse, Shipping, Management]
Common order issues: [e.g., address changes, custom requests, gift wrapping, delayed shipping]

Please help me create:


  A standardized note template format that all team members should use when adding internal notes to orders. Include fields like: date, staff initials, department, action taken, and follow-up needed.
  Example note templates for these common scenarios:
    
      Customer requested an address change
      Customer called about a missing item
      Order flagged for manual review
      Gift wrapping or special packaging instructions
      Partial refund issued
      Replacement order created
    
  
  A color-coding or prefix system for note categories, for example: [CS] for customer service, [WH] for warehouse, [SH] for shipping.
  Guidelines for when to use internal notes versus customer-visible notes.
  A process for flagging orders that need attention from a specific department using notes.
  Rules about what information should never be put in order notes (sensitive data, personal opinions).
  A weekly review process for orders with unresolved notes.
  Best practices for keeping notes concise but informative.
  A training checklist for new team members on how to use the order notes system.
  Instructions for searching and filtering orders by note content in Shopify admin.