Scanned Documents

Storage

• You can store scanned documents on your own server or use one of our document servers.
• Most document servers make documents available through a webserver so that they can be viewed by using a URL (http://...). But it is also possible to make them available through FTP.
• If you need an FTP account then let us know via Backoffice -> Bug Tracking and we will create the account and let you know the password.

How to link

• Documents need to have unique filenames, for example by having the shipmentID in the filename.
• Cargooffice must be able to create the link, so use u number that is known to Cargooffice (shipmentID, orderReference, trackingNbr etc.)
• If you don't want to use a known number in your filename (a number that users might guess) then you could use an MD5 or SHA1 hash of a number that is known to Cargooffice. We will alter the link accordingly.
• If you can't use any known number, you have to let Cargooffice know the filename. Most users send the exact filename along with a status change (e.g. with the status 'documents available'). The field names used by Cargooffice to store the filename are: attFile1 and attFileRealName1. The first (attFile1) is just a description of the file, the real filename (or URL) must be placed in field attFileRealName1. If you have more than one file you might use attFile2, attFile3 etc. See an example of an XML EDI file below.
• If you use your own document server then please store a test-document and let us know the URL via Backoffice -> Bug Tracking so that we can create the link.

Example XML EDI

Example of an XML file to let Cargooffice know the file names of attached documents.
Field status is not required.
The file can either be send by email (as an attachment) or by FTP to Cargooffice.
Read the EDI documentation.

<orderData>
  <orders>
    <order>
      <CN>1234</CN>
      <shipments>
        <shipment>
          <shipmentID>3103945</shipmentID>
          <status>+2012-03-10 15:20 documents attached</status>
          <attFile1>description of document 1</attFile1>
          <attFileRealName1>http://12.34.56.78:8080/doc3103945.pdf</attFileRealName1>
          <attFile2>POD signature</attFile2>
          <attFileRealName2>http://12.34.56.78:8080/sig3103945.pdf</attFileRealName2>
        </shipment>
      </shipments>
    </order>
  </orders>
</orderData>

Signature files

• Use FTP to upload signature files or signed consignment notes (use bug tracking (Backoffice -> Bug tracking) to ask for an FTP account and a password, if you don't already have one).
• It is best to use a filename that starts with the shipmentID followed by a dot, some random number and an extension (e.g. 3105071.1234.pdf).
• If you want to link multiple files to 1 shipment, use different random numbers or extensions, e.g:
  
  • 3105071.1234.pdf
  • 3105071.1235.pdf
  • 3105071.1234.png
• Upload these files to directory data/signatures.
• Use these extensions:
  
  • .png,
  • .jpg
  • .gif
  • .pdf.
• Once uploaded you and your clients are able to see the signature in the Booking Details form (see the examples).