Table of Contents
List of Tables
List of Examples
This document provides an overview of the PageDNA Shipping System. The manual Shipping System is free (Create Shipments).
To gain access to Shipping Import, you or your vendor must be enabled by PageDNA. There is a one-time integration fee per vendor. For more information on pricing, integration needs or if you need access please contact PageDNA Sales at sales@PageDNA.com.
The Shipping System provides a simple way to track items from the time an order is placed until the moment it arrives at the customer's doorstep.
The Shipping Module provides the following benefits:
Both end-users at a corporation as well as PageDNA Partners (manufacturers and distributors) can now view where each order is within the production workflow.
Customers can track their orders from the Ordering Site by merely entering a Last Name, Email Address or Tracking number to retrieve and view status on specific orders. Alternatively, end users can simply click a link within their Confirmation Email to check on the status of an order.
PageDNA’s integration with FedEx, UPS, and DHL tracking websites allows your users to track their packages all the way to their doorstep.
The Shipping System can send email notification to requestors upon shipment of their items. Users who have placed multiple orders will only receive a single Shipment Notification email with information for all items shipped for them on that day.
Upon placing an order, users receive a confirmation email with a new feature: a direct link to the Shipping Tracking system. If users click this link, they are immediately shown the order status for that particular order:
The status shown to the end user clearly reflects whether the order has been "Shipped" (green), is "Awaiting Approval or In Production" (yellow), or "Cancelled" (red), thereby preventing users from having to call or email to find out the status of an order. Orders shipped via FedEx, UPS, and DHL include a direct link to the FedEx/UPS/DHL tracking websites, whereby packages can be tracked directly to the doorstep:
Alternatively, users lacking a confirmation email or wishing to view an Order History can search for orders by Email Address, Last Name, or by entering a Tracking number for an order. This feature is extremely useful for ‘power users’ at the corporation who place orders frequently and have many orders to track at a given time.
Lastly, each requestor for whom products shipped on that day may optionally receive a concise email detailing all items shipped that day, along with FedEx/UPS/DHL tracking numbers, if included. This proactive step, if enabled, further diminishes customer service inquiries regarding order status.
The core shipping controls are found within the Menu for each of your online ordering sites:
Four different Menu options are provided, and each is described in detail in the following documentation:
View previous shipments and delete them if necessary
Select from unshipped items and then enter shipment information
Sends a single email to each requestor with report of shipped items
Activate and configure shipping options for each client here.
Other features and configuration instructions important for exposing the shipping system to the end users are described toward the end of this document in the aptly titled section "Exposing the Shipping System to End Users".
Table of Contents
The first step is to Activate your site within the ‘Shipment Preferences’ Menu item. Click the "Shipment Preferences" link within the Menu to open the Shipment Preferences display:
The next step is to simply edit the shipping preferences for the selected client. Following is an overview of the fields:
Orders placed after this date and time will be available within the "Create Shipments" interface for this client. The default Date and Time is set to the current time for inactive clients.
You are provided with up to 5 shipping methods for each customer. The idea here is that you will configure these shipping methods based on how frequently they are encountered for this customer, with Ship Method 1 being the most-often used method. Make sure to specify at LEAST one method.
These settings configure the drop-down list shown when Creating Shipments. Note that you can create your own description for these fields on a per-client basis. In other words, you may wish to call the 'Local Truck' shipping method 'Bay Area Local Truck', as shown in this example.
If checked, this will pre-select the "Notify Requestors" option while creating shipments, although this can be overridden at the time of shipment creation.
If checked, this will automatically send notifications. This is particularly relevant for shipment uploads. Note that because shipment uploads can cover multiple sites, you need to set this for EACH site that your upload might contain.
Once everything is ready, click "Save Preferences and Activate Client". You may later edit these preferences from within this interface.
At the top of the screen you will see a list of every Client you have access to from the Production Hub. The default client chosen within the "Shipment Preferences" interface is the client you were last using the Menu for, but can setup any of your clients from this single interface by simply selecting the client name and then clicking ‘Filter’.
Activated clients are shown with the word [ACTIVE] following their name in the list, to help you identify which of your accounts are currently using the Shipping system.
Now that your client is activated, orders will begin to trickle into the Create Shipments area for processing. To visit this interface, click Create Shipments in the green navigation bar in Shipment Preferences, or from Create Shipments in the site's Menu. You can also create shipments in the Shipping tab of the Order Manager (located under the Popular section in the Menu).
The token (order number) is followed by a hyphen and another number. If there is more than one item in an order, the number following the hyphen increases incrementally. In the screenshot below, GQ93DG was an order for business cards and #10 envelopes. The "name" is the imprint name for variable items, if one is present. There was no imprint name on the #10 envelopes, so no name appears. No name will appear for static items. The Type column shows the item tag. The date appears in the format used on the site, e.g. US vs. European. The time stamp is in the time zone specified for the site.
To create a shipment, simply check the boxes next to each item in the shipment, then enter relevant shipping information (if any) before clicking a button.
In the screenshot above, we have selected two business cards: one belonging to John Doe and the other belonging to Sally Smith. These items' checkboxes are enabled because they will be shipped in the same carton to the same address. You can see by their tokens (PageDNA order numbers) that they are two different orders. Sally Smith also ordered 2500 #10 envelopes. Nothing else will fit inside a case of 2500 #10 envelopes. The envelopes will ship on a different UPS tracking number. Next, scroll to the bottom and enter shipping information for this shipment.
In this case, the items are shipping via UPS Ground. A tracking number has not yet been entered. If shipping via "local truck", you would leave the Tracking # field blank. When FedEx, UPS, or DHL methods are used and a tracking number is provided, the user will be able to use it to track the shipment to their doorstep. Notify Requestor is enabled, which will flag these items for email notification. Please note that email is not sent immediately – see the next topic, "Send Shipment Notification" for more information on how email notification works.
Once you click the Process Shipment button, these items will be removed from the queue and a shipment will have been created in the database. You can then move on to your next shipment, or change clients.
At the top of the screen you will see a list of all Clients (sites) for which you currently have shipping enabled. The "default client" is the last one for which Create Shipments was used. You can switch to any other live "client" by simply selecting its name from the list and then clicking the Filter button. This will pull up a list of orders waiting in the queue for the chosen "client." You can select a different "client" instead of going to the other site's Menu. We did this to make it easier for your shipping department to process shipments for more than one site.
At the end of the day, after all shipments have been processed, it is time to send "Shipment Notification" emails to requesters. Shipment Notification emails help decrease order status inquiries to customer service.
When the Order Manager is used to resend the Shipment Notification email, this will appear in the order's history. You can use the Find Order tool in the Hub or in the site's menu to see an order's history.
Because some users place orders for multiple people, we advise sending shipment notification once a day ONLY per client – this will ensure that each user receives a single email, containing information for all orders they placed containing items that shipped that day.
Note that only a single email is sent for each requester with an outgoing shipment or shipments. For example: if you have 15 orders placed by 10 people shipping out one day, only 10 emails will be sent.
The email sent to customers can be configured on a per-site basis using the Menu Item "Shipment Notification Email" - documentation on this is found elsewhere in our library.
To schedule automated notification at the same time each day, contact support for assistance. To manually send shipment notification, select "Send Shipment Notification" either from the green navigation bar in any Shipping menu item or from the Menu for your client. The following interface will be displayed:
Simply click the "Send Shipment Notification Emails" button and email will be sent to the users in the list below, with information on their items. The email will appear to come from the same address as their Confirmation Email (as configured within the "Site Info" menu item – Customer Service email). A sample email is shown below.
Example 6.1. A sample shipment notification e-mail
From: firstname.lastname@example.org To: email@example.com Subject: Shipment Notification The items listed below have shipped. ------------------------------------ Order ID: F044YI Name: Enstad, Steven Title: Vice President Carrier: UPS - Ground Tracking: http://wwwapps.ups.com/etracking/tracking.cgi?InquiryNumber1=12312312312312123 Items: Business Cards w/Phone numbers on back ------------------------------------ Please note: -Some items in your orders may ship separately. -Tracking numbers will not appear immediately in FedEx, UPS, or DHL tracking systems. -If Tracking Links do not work, cut and paste the URL shown above into your Web Browser.
To view past shipments, click "View Shipments" within the green navigation bar or from the Menu.
Simply click the checkbox next to the shipment you’d like more information on, and then click the button below to call up the shipment info:
All shipment information is displayed. From this interface, you may now select the shipments again and "Delete" them, if necessary.
Deleting a shipment may be useful if you create a shipment with the wrong items, or if you need to reship items. Deleting a shipment simply releases all items back into the "Create Shipment" queue for further processing.
Sites with Shipping System activated have a report type called "Shipped Items" which lets you run reports filtered by shipment status ( Shipped/Not Shipped ) on your site. This works like out other reports, documented elsewhere.
If you wish to expose this report to your users, note that you can only "grant" access in "Knight External Users" to the entire reports section - so please keep in mind if you want the customer to have access to the "Shipped Items" report they will - at this time - need to be given access to all reports on the site.
Now that the Shipping System is up and running, it is important to give your end users access to various Shipping features. There are two main places you need to make changes to take full advantage of the Shipping System:
First, visit the "Index Page" menu item. You will want to turn on the "PageDNA Shipping System ‘Track your Order’ Button" feature, which provides users with a link on the start page of the Stationery Ordering System to check status of their orders (button highlighted below):
Once users find their order, they can view the product status in a friendly, color-coded interface:
If FedEx, UPS, or DHL tracking numbers were provided when creating shipments, users will be offered a link to the FedEx, UPS, or DHL website with detailed tracking information.
Lastly, visit the "Site Variables" menu item and check the box for "Enable PageDNA Shipping System Tracking Link" in the "Confirmation Email" section. This will provide end users with a link to the interface shown above for each of their orders, contained within their Confirmation Email.
One of the ways users can find orders is through a link available on the Index Page (edit in site menu). This link takes users to a page where they can search for orders by Tracking Number, Last Name or email address of the person who placed the order.
The search page is edited using the menu item "Tracking Search Form" found under the "Shipping" section.. You can change the text as well as whether you want to show the date the tracking system was enabled.
The search results page is edited using "Tracking Results Form" - also found under the "Shipping" section of the menu.
Once users search for an order or orders using the "Track Orders" interface, results are displayed. The text options for this display are edited using the "Tracking Results Form" menu item.
Three things of note:
The text options include an "arbitrary" extra column, which will appear directly after the Requestor column. You will need to use a standard variable for this field.
There are also options to include a link for each order listed in the results to resend either the Confirmation Email, Shipment Notification Email, Approval Granted Email, or the Quote Confirmation Email, of which only one can be enabled on the Shipping Tracking Results page.
It is possible to cancel an order from the tracking results web template. It is NOT possible to cancel individual items in an order.
A profile user can be allowed to cancel an order on the Tracking Results Form page. The cancel column can be activated in the Tracking Results Form template by enabling the "Include links per order to cancel the order" checkbox. Shipping Tracking needs to be enabled on the site for the user to be able to access the Tracking Results Form page. Please see our documentation in the two preceding chapters on Exposing the Shipping System to End Users and Edit "Track Orders" Page to enable and configure this.
If you have questions on features in this interface, please contact support at support@PageDNA.com.
Table of Contents
This chapter defines the import mechanisms PageDNA supports for passing shipping data into our system.
When an order ships, the uploaded data can be passed on to the order requestor, answering that frequent customer service call ("Where's my order?"). Email notification can optionally be sent to users upon shipment, with a single click. Customers love this, and it cuts down on customer service costs.
There are two options when using Ship Import Format:
Flat File, with flexible format
XML, in cXML ShipNotice format
The data format can be either an Excel or a tab-delimited text file. Any newline format is accepted. The first line or row should be field name headers. This format is very easy to generate from Excel and should be easy to automatically export from SQL database systems.
PageDNA does not help our customers figure out how to get reports out of their shipping system - there are far too many versions of different shipping systems / platforms out there for us to know how they all work. Most - if not all - shipping systems give you the ability to store one or more external order IDs (PageDNA’s Order number such as F12345-1) in the shipment record as well as provide a mechanism to generate reports containing the information referenced below. If you need help getting a report out of your system, the best first bet is to check your shipper documentation or contact support for your system. We may be able to help you as well, but this is not included in the routine Shipping Import setup.
You can include orders for multiple sites in your upload file. The only site-specific setting that we use during import is the setting for shipping notifications.
You can include non-PageDNA orders in the upload file. We just ignore any record that doesn't have a PageDNA order number.
There are two ways of getting the file to the server:
HTTP upload is done manually using menu item Shipping Import (although you use this from a single site, your shipments will be imported across multiple sites). If you wish to use FTP, please contact support@PageDNA.com.
The specific FTP site to upload files to will be set up upon request. Please specify an email address where errors during the import process can be sent.
The file name used is not important. The field layout should be as follows:
Table 12.1. Field Layout
|Field Number||Field Name||Example|
|3||method||FedEx - Priority Overnight|
Field 1: token-item
The token number (Order Number) plus the item number (1, 2, 3). This uniquely identifies an item. The item number is sent (by default on new sites) both in the EPS e-mail and is part of the EPS file name. The item number is also something we can put into our order export format. You can use just the plain order number (F07891) to mark all items in an order shipped. You can include multiple items in a shipment by separating them with commas or slashes (F07891-2,F12345-3).
Field 2: ship date
Ideally, this should be the date the product was entered into the shipping computer. This field is required - if you cannot get the actual ship date from your system, then use the date that the files were prepared for prepared for export. The format is yyyy-mm-dd hh:mm:ss-tz
-tz means -timezone, how many hours behind GMT is your location. For more information, see http://www.timeanddate.com/worldclock/
Field 3: method
The shipping method used. This should be a human readable string. We recommend using names defined in Shipping Rate Editor so that you can update the mapping between names and shipping methods, but support can perform a manual mapping if necessary.
Field 4: tracking-num
The tracking number. This tracking number should be the value that the shipping carrier will accept for order tracking purposes. If the tracking number is not available pass a blank value. This tracking number is used to coalesce shipments that send multiple items in a single box. Shipments delivered via Local Truck would not need this code filled in. This tracking number is used to generate URLs that customers can click on to jump directly to the carrier sites.
(optional) Field 5: shipcost
The actual final cost of the shipment. Note that because shipments can cross multiple orders, this cost is not re-allocated back to the orders.
PageDNA can customize the import process on a site-by-site basis. Once done for one site, the customization can be used by other sites upon request.
Customization can happen on a few different levels:
We can customize the data format (for instance, to use a non-tab-delimited file or use multiple files).
We can use different field layouts (for instance, if the data available on the printer's system has two separate fields for the method that are codes).
We can handle different data format in certain fields (for instance, if the date will come over in a different format).
Send an email to support@PageDNA.com discussing what you need changed and PageDNA will provide a quote. Attaching a sample file will help.
PageDNA can accept XML files representing shipment information. The format is cXML ShipNotice DTD found on cxml.org (Fulfill.zip).
The XML document should be POSTed using Content-type: text/xml to https://www.nationsprint.com/hub/ext/shipnotice.cgi.
<?xml version="1.0"?> <!DOCTYPE cXML SYSTEM "http://xml.cxml.org/schemas/cXML/1.2.005/Fulfill.dtd"> <cXML version="1.2.006" payloadID="83693972" xml:lang="en-US" timestamp="2008-01-30T08:39:29"> <Header> <From> <Credential domain="CompanyName"> <Identity>pagedna</Identity> </Credential> </From> <To> <Credential domain="CompanyName"> <Identity>pagedna</Identity> </Credential> </To> <Sender> <Credential domain="CompanyName"> <Identity>pagedna</Identity> </Credential> <UserAgent>unk</UserAgent> </Sender> </Header> <Request deploymentMode="production"> <ShipNoticeRequest> <ShipNoticeHeader shipmentID="312312321" noticeDate="2007-01-01"> <ServiceLevel>Next Day</ServiceLevel> </ShipNoticeHeader> <ShipControl> <CarrierIdentifier domain="companyName">UPS</CarrierIdentifier> <ShipmentIdentifier>1Z9999W99999999999</ShipmentIdentifier> </ShipControl> <ShipNoticePortion> <OrderReference orderID="FT317F"> <DocumentReference payloadID="43410490"/> </OrderReference> <Extrinsic name="ship_cost">$12.55</Extrinsic> <ShipNoticeItem quantity="1" lineNumber="1"> <UnitOfMeasure>BX</UnitOfMeasure> </ShipNoticeItem> </ShipNoticePortion> </ShipNoticeRequest> </Request> </cXML>
The ShipNotice processor expects the following pieces of data (expressed in terms
of XPaths relative to
The cXML envelope information is recorded and used for identification purposes. Any Credential domain and values are accepted, but shipments will not be processed unless the name matches PageDNA’s records.
Name of your company (ie, the entity that is shipping the package).
noticeDate is used if shipmentDate not provided. One or both must be provided, and the value must be a valid date.
The ServiceLevel is used to determine the correct carrier company and method. See Method for determining shipmeth for more information.
There should be one and only one ShipControl element.
There should be at least one CarrierIdentifier element. The following domains are accepted: "companyName" and "SCAC". If the carrier cannot be found then the ShipNotice is rejected. Only UPS and FedEx are accepted at this time.
Required. This should be the UPS or FedEx tracking number.
Required. This should be a PageDNA order number. This is the only way an order is referenced; the DocumentReference element is not used.
Optional. Any cost passed here is saved for reporting purposes.
Required. This should match the item_id of the item in an PageDNA order number.
The PageDNA ShipNotice processor use a global set of shipment method definitions, rather than any site-specific or organization-specific mapping.
Given the carrier (e.g. UPS) and a textual description of the service (e.g.
Next Day Air), the PageDNA ShipNotice processor will first
find all service descriptions for the carrier in the PageDNA global database, and
then find the closest match textually.
The service descriptions for UPS, DHL,and FedEx are as follows. Using these values exactly will ensure the correct match.
FedEx - 1 Day Freight FedEx - 2 Day Freight FedEx - 2 Day Service FedEx - 3 Day Freight FedEx - Europe First FedEx - Express Saver (3-Day) FedEx - First Overnight (8 AM) FedEx - Ground FedEx - Ground Home Delivery FedEx - International Economy FedEx - International Economy Freight FedEx - International First FedEx - International Priority FedEx - International Priority Freight FedEx - Priority Overnight (10AM) FedEx - Standard Overnight (3PM) UPS - Ground UPS - Next Day Air UPS - Next Day Air Early AM UPS - Next Day Air Saver UPS - Second Day Air UPS - Second Day Air AM UPS - Standard To Canada UPS - Three Day Select UPS - Worldwide Expedited UPS - Worldwide Express UPS - Worldwide Express Plus DHL/Airborne - Express (12 PM) DHL/Airborne - Next Day (3 PM) DHL/Airborne - Second Day (5 PM) DHL - Ground
If you need to grant a third party manufacturer the ability to upload shipment information in the site's Shipping Import tool (located under the Shipping section in the site's menu) so the uploaded information is processed by the site and shipment notifications are sent to users, you will need to do the following:
Add the manufacturer as a delivery method in Manufacturer Setup (in the site's menu). Email delivery will work.
Grant the manufacturer menu access in User Admin (in the site's menu) and access to Shipping Import.
Please see Administration of Site Users with User Admin for documentation.
Contact PageDNA Support to have the manufacturer linked to the site. (If they are not linked to the site, they will receive a "token not found" error when they attempt to use Shipping Import in the menu.)
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PageDNA has integrated with a very useful third-party product called OnPoint Shipping. OnPoint Shipping is a web-based tool for your shipping department that saves time because it eliminates re-keying of addresses, simplifies creation of shipping labels and packing slips, and provides useful manifests and reporting tools. Our integration means that you can send all your PageDNA orders to OnPoint and your shipping department will have all address and line item information immedately available. OnPoint will notify the PageDNA system after an order is shipped so that notifications will go out to customers and the tracking information is available in Order History.
This integration costs nothing from PageDNA. OnPoint charges a low monthly fee. Please see below.
Onpoint Home Page:
Features and Benefits:
Please direct all additional OnPoint questions to:
Jack Perry, Onpoint On Demand
Direct: (603) 269-2841
Watch a demo of OnPoint Connect on our Online Demos of Web-to-Print Storefronts
Before requesting integration with OnPoint, which is covered in the next topic, Shipping Methods in the Shipping Rate Editor need to be configured so the Code and Description for each Shipping Method matches OnPoint's standard shipping Codes and Descriptions. These Codes and Descriptions are for all types of Shipping Methods, including Real Time Lookup of Shipping Rates, Fixed Cost Delivery, Flat Cost Per Piece, No Cost Information, etc. Please right click and download OnpointShippingCodes.xls for a list of Shipping Method Descriptions and matching Codes. Change the Codes and Descriptions for your Shipping Methods so they match those in the spreadsheet.
The Shipping Rate Editor (SRE) must be used in order to transfer shipping information to OnPoint. Best practices are to use both the SRE and the Bill Page to set shipping methods.
If you are not using the Bill Page, the SRE needs to be used to set the shipping methods to be displayed on the Shipping Page. There is a checkbox on the Shipping Page to "Use Shipping Rate Editor methods."
If you want users to be notified via email automatically of shipments processed via OnPoint:
Go to Shipment Preferences under the Shipping section in the site's menu
Set the shipping methods used on the site (should you need to use the Order Manager to process shipments)
Enable both checkboxes for "Notify by default in Create Shipments" and "Automatically send notifications"
Once you are satisfied this integration will fit your needs, visit the first storefront's menu you would like integrated, go to the Shipping section of the menu and use the "Onpoint Shipping" menu item to get the ball rolling.
We are working on a way to generate packing lists from the "View Shipments" screen.