Unknown Scans Export (EDI)

Unknown Scans Export (EDI)

SUMMARY / PURPOSE

Use this article to create and manage export rules for Unknown Scans in TransVirtual.
This guide explains when to use Unknown Scan export rules, how they work, and what is required to notify customers or internal teams when unknown scans occur.

OVERVIEW

The Unknown Scans – Export feature allows users to automatically send notifications or data exports when a consignment generates an unknown scan.
Using export rules, these notifications can be sent via:
  1. Email
  2. SMS
  3. FTP
  4. Web services
  5. Other supported export frameworks
This helps ensure visibility of scanning exceptions and allows timely investigation or follow-up.
This page can be found under Import/Export > Data Export > Unknown Scans.

STEP-BY-STEP INSTRUCTIONS      

Create/Add a New Rule
1. To create a new rule, go to the Export Consignments Status Updates page, where you will see a similar screen as shown below.

 
2. On the Export Unknown Scans 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 in the rule name field and select the Export Framework with the help of drop-down button, then click on the Create as shown above.
In this example we are going to select the "Unknown Scans Notification to Customer" in Rule name and SMS in Export Framework. 
4. Once the rule is created, it will be added to the Export Rules list and highlighted in orange color as shown below.
  
5. Now, click on the newly added rule, the details of this rule will appear on the right side of the page as shown below.

6. In the rule detail section, you can add/update the detail of the rules as described in the Update/Edit the Rule paragraph.
7. Before updating the rule, first set the data filter as describe below.


Data Filter
The data filter is the driving force behind when the rule will and won't apply to a consignment.
1. To see the data filter tab, navigate to the bottom of the page where you'll find the 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 are going to select Headport Destination in Select Field, Equal in Logic and Brisbane in Select Value field.

Update/Edit the Rule
1. To update/edit the rule details, first click on the applicable rule, and the details of that rule will display on the right side of the screen as shown below.



2. You can update the details as follows:
      a. Rule Name: This is the name given to rule. It can be changed at any point but should reflect what the rule will be used for or does. In this example will keep the rule name as it was set during the initial creation.
      b. Trigger Period: This determines how often this EDI rule will work for new files to export. In this example, it will be set as Every 2 mins but if required you can update it also by clicking on Settings button.
      c. Export Framework: This specify how the information will be exported from Transvirtual. In this example SMS is selected. You can update the export framework setting by clicking on the Settings, next to this field.         
You have the ability to customize the FTP, E-mail, Webservice, Printer, Account Package and Email using the Settings button.
Export Framework Setting
            i. Click on the Export Framework setting, a pop-up to Edit the email settings for this export rule will display.


     
        ii. Fill the details i.e., Mobile number and manually enter the message which you want to share with this EDI rule.
The Validate button at the bottom of this window can be used to preview what the SMS will look like.
            iii. Once done, click on Update to save the changes.
    f. Enable Export: To enable new rule, click on the toggle in the Yes position, and then click on the Update button to save the changes. Once completed, the color of the rule will change to White which means that this rule is enabled.


The Memo and Email EDI Errors are not mandatory fields, so in this example we leave them 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 button, the rule will be deleted from database as shown below.

 


COMMON ISSUES & TROUBLESHOOTING

Issue: Notifications are not being sent
Cause: Export rule is disabled or export framework settings are incomplete.
Resolution: Confirm the rule is enabled and destination details are correctly configured.

Issue: Notifications are sent for the wrong consignments
Cause: Data filter conditions are too broad or incorrect.
Resolution: Review and refine the data filter logic, then retest.

Issue: SMS or email content is incorrect
Cause: Message template was not reviewed before enabling the rule.
Resolution: Use the Validate option to preview the message and update as required.

Issue: Rule does not trigger as expected
Cause: Trigger period or rule conditions are not aligned with scan events.
Resolution: Check the trigger frequency and confirm the rule conditions match the intended scenario.

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