Unknown Scans Export (EDI)

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 a screen similar to the one below will display.
  2. On the Export Unknown Scans page, click New Rule as shown above. A pop-up titled "Create a new export rule" displays, as shown below.
  3. Enter the Rule Name in the rule name field and select the Export Framework using the drop-down button, then click Create as shown above. In this example, "Unknown Scans Notification to Customer" is selected in Rule Name and SMS in Export Framework.
  4. Once the rule is created, it is added to the Export Rules list and highlighted in orange, as shown below.
  5. Click the newly added rule. The details of the rule display on the right side of the page, as shown below.
  6. In the rule detail section, add or update the rule details as described in the Update/Edit the Rule section.
  7. Before updating the rule, set the data filter as described below.

Data Filter

The data filter determines 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 to find the Data Filter section.
  2. In the Data Filter section, select the details for Select Field (Screen 01), Logic (Screen 02), and Select Value (Screen 03), then click Add Rule. The rule detail displays on the Data Filter screen (Screen 04), as shown below.

    In this example, Headport Destination is selected in Select Field, Equal in Logic, and Brisbane in Select Value.

Update/Edit the Rule

  1. To update or edit the rule details, click the applicable rule. The details of that rule display on the right side of the screen, as shown below.
  2. Update the details as follows:
    • Rule Name: This is the name given to the rule. It can be changed at any time but should reflect what the rule is used for. In this example, the rule name is kept as it was set during initial creation.
    • Trigger Period: This determines how often this EDI rule checks for new files to export. In this example, it is set to Every 2 mins, but it can be updated by clicking the Settings button.
    • Export Framework: This specifies how the information is exported from TransVirtual. In this example, SMS is selected. The export framework setting can be updated by clicking Settings, next to this field.

    The FTP, Email, Webservice, Printer, and Account Package export settings can be customised using the Settings button.

    Export Framework Setting

    1. Click the Export Framework setting. A pop-up to edit the email settings for this export rule displays.
    2. Fill in the details, i.e. Mobile number, and manually enter the message 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.
    3. Once done, click Update to save the changes.
    • Enable Export: To enable the new rule, click the toggle to the Yes position, then click Update to save the changes. Once completed, the rule's colour changes to white, indicating that the rule is enabled.

    The Memo and Email EDI Errors fields are not mandatory, so in this example they are left blank.

Delete the Rule

  1. To delete the rule, click the delete icon. A confirmation dialog displays; click Yes to delete the rule from the 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 make any necessary updates.

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.