Proof of Delivery Export
In Transvirtual there is the ability to setup Proof of Delivery EDI (Electronic Data Interchange) Export Rules that can send out Proof of Delivery (POD) information to a location, via FTP, Email, etc.
This article will detail how to setup a common example, sending POD images and signatures via email to a consignment customer when their delivery has been completed. To see the page, go to Import/Export > Data Export > Proof of Delivery.
Create/Add a New Rule
1. To create a new rule, go to the Export PODs page, where you will see a similar screen as shown below.
2. On Export PODs page, click on the New Rule button as shown above, a pop up of Create a new export rule will display as shown below.
3. Manually enter the Rule Name where you input what you want this rule to be called and select the Export Framework with the help of Drop-down button and then click on the Create as shown above.
In this example we will use Sample Email Export as a Rule name and Email in Export Framework.
4. Once rule is created, it will display on Export Rules list and highlighted in Orange color as shown below.
The Orange color shows that this rule is not yet active.
5. Now, click on the new rule and the details for this rule will appear on the right side of the page as shown above. Here you can add/update the detail of the rule as applicable.
6. Before updating the rule detail, first set up the data filter. Data filters are the driving force behind how the system determines when an EDI rule will and won't apply to a consignment.
Data Filter
1. To see the data filter tab, on rule detail screen, scroll down at the bottom of the page, where you will see Data Filter section.
2. On data filter section, select the details for Select Field (Screen 01), Logic (Screen 02) and Select Value (Screen 03) and then click on Add Rule, the rule detail will display on Data Filter screen (Screen 04) as shown below.
- In this example, we used PODType in Select Field, Equal in Logic and Left as Instructed in Select Value field. The above Data Filter will only apply to a consignment when a POD has been attached to it and it is a Left as Instructed type of POD. However, there are different type of PODs that can be uploaded to a consignment, if required you, we can add more logic to apply this rule to consignments with Signed on Paper PODs and Completed Type PODs as shown below.
- The Data Filter will now apply this rule to consignments where the attached POD type is either Complete OR Signed on Paper OR Left as Instructed.
- These 3 POD types cover the standard POD types (there are other types you can add in if needed) for when a delivery has been fully completed and will be what we will use for this example.
- If it suits, you can simply specify a customer name in your data filter (Customer Name = 'X') rather than specifying POD types as per the above.
- Doing this will then simply send ALL POD types to the email (or other endpoint) listed. However, if doing this, you must ensure the receiver email addresses, or other endpoints are correct for any consignments with this customer. The customer listed against the rule (in the data filter) will be the customer that the PODs are sent to.
- Ensure to use the data filter builder if using this method and make sure to test where possible to identify if any changes are required.
- Once data filter is configured, now update the rule/edit the rule as described below.
Update/Edit the Rule
1. Now, click on newly added rule, and you will see the rule details on the right side as shown below.
2. You can update the details as follows:
a. Rule Name: Name given to rule. Can be changed at any point but should be reflective of what the rule will be used for/does. This example will leave rule name as was set on initial creation.
b. Trigger Period: This may come up blank initially, however, when the rule is enabled, it will default to Every 2 mins if you don't make a selection for this field. This section is used to specify how often this EDI rule will run. If needed, you can click on the Settings button next to this field and can select when you want this rule to run.
- Select a time period and click on Update to save the changes.
For this example, though we are going to set as Every 2 mins; this essentially means any applicable POD data will be exported as soon as it becomes available.
c. Limit Exports: This section can be used to specify whether this EDI rule should be triggered more than once for the same event. If needed, you can limit the number of times the same export will occur. In this example we are going to select it as Not Required.
d. Export Framework: is used to specify how the information will be exported from Transvirtual. In this example we are selecting it Email, here you can update the export framework setting by clicking on setting button, a pop-up to Edit the email setting will display.
You have the ability to customize the FTP, E-mail, Webservice, Printer, Account Package and SMS using the Settings button.
Export Framework Settings
Once you click on the export framework setting, you will see a screen similar to the below.
a. On Edit the email settings, you can update/add the basic details related to email as below.
i. Send to Consignment Sender Email: Enable the toggle if you wish to send the email to sender mail ID.
ii. Send to Consignment Receiver Email: Enable the toggle if you wish to send the email to a receiver mail ID.
iii. Send to Consignment Creator: Enable the toggle if you wish to send an email to consignment creator.
iv. Send to Customer Contact: If you wish to send an email to customer contact, then select the applicable option with the help of drop-down button. In this example we are going to send the Email to a Customer Contact.
The Customer Contact emails will be based on what has been setup in the relevant Customer Card under the Contact Details Tab as shown below.
For Example: If you selected 'General' as the Customer Contact field, when the export triggers against a consignment with AR1 as the customer, it will send to the email listed against the General contact which is test02@gmail.com.
v. Email To: Manually enter the email in the email to field.
The Email To field should typically be used for internal staff unless the Data Filter for this EDI rule is limited a particular customer. Any emails listed in the Email To section will receive all emails generated by this EDI rule; so, it is advisable that only internal staff emails be listed here. For this example, we are going to leave this field blank as we are sending emails to a Customer Contact. vi. Email Subject: Enter the Email Subject in this field.
In this example we are using email subject as Your consignment @Model.ConsignmentNumber has a new POD!
The @Model.ConsignmentNumber is a coding function that will automatically populate the consignment number into the email subject when the email is sent.
vii. Once you completed the above steps, the Email details page will look alike as below.
b. Once basic detail has been completed, now click on Body tab and add a message of your choosing. For this example, we are going to use the below.
- When using the @Model.ConsignmentNumber it is always advisable to use the validate button bottom. This button checks to ensure that any coding in play has not been entered incorrectly.
- After using the validate button and you have typed @Model.ConsignmentNumber correctly, you will be returned with a white screen which will display an example of what email will look like.
- Click on the Ok button on this window to return to the main email settings window you were in previously.
d. Export File Type: Select the export file type with the help of drop and down button. In this example we are using None.
If you are selecting the Export file type Advanced Format then go setting and enable signature image by using the Toggle in Yes position, and then click on Update button at the bottom of the page to save the settings.
1. In this example, we are only wanting to send the images and signatures for the relevant consignment PODs. So, when the email sent, it will now only contain the images and signatures as attachments.
e. Enable Export: To enable this new rule, click on Toggle in Yes position, and then click on Update button to save the rules.
f. Once you completed the above steps, the color of the rule will be in White which means that this rule is enabled.
The Link to Rule ID and Rule ID Errors is not a mandatory field so in this example we keep it blank.
Delete the Rule
1. If you want to delete the rule, simply click on the delete icon, a confirm dialog will pop-up, click on Yes, the rule will be deleted from database as shown below.
Related Articles
Proof of Delivery - Import
In Transvirtual you can setup EDI (Electronic Data Interchange) Import rules that allow you to upload of PODs and link them to a specific consignment. This functionality is useful when an external system send you PODs directly to your Transvirtual ...Delivery/Pickup
The Delivery/Pickup page is used to perform Deliveries and Pickups on the mobile application. Once you have Loaded Consignments onto your device. Click here for further information on doing this. Overview 1. Once you tap on the Delivery page you will ...Photos Export
In Transvirtual there is the ability to setup Photo (Image) EDI (Electronic Data Interchange) Export Rules that can send out images/photos to a location via Email, FTP, etc. 1. To see the export images page, go to Import/Export > Data Export > Photo. ...Customer Service Ticket EDI Export
In Transvirtual there is the ability to create Customer Service tickets for a consignment. The purpose of these tickets is to raise any issues to the attention of your team so that they can be resolved. Transvirtual can export any created ticket ...Equipment Transaction - Export
In Transvirtual there is the ability to setup Equipment Transactions EDI (Electronic Data Interchange) Export Rules that can send out Equipment Transaction information to a location, via FTP, Email, etc. This article will detail how to setup a common ...