Overview

• DHL Express Commerce (DEC) Document Manager lets you upload documents (example: Custom Invoices,Proof Of Purchase and Licence/Permits) to the DEC platform and run rules to assign uploaded document file to unshipped orders in just one click.
  
  Please Note: Any documents which you upload, wil not visible in the user interface in the Printed Tab or Shipped Tab, however it will have been submitted to DHL with the shipment details
  
  

Set Up Documents Manager

To setup the Documents Manager:

1. Go to Settings > Documents Manager > Click on Rules Tab
2. You have the ability to set up different styles of rules to allow the system to match uploaded documents to your orders. 
   
   • • The two methods are listed below
       • Order Number - %OurRef%
       • Reference Number - %TheirRef%
         

These specific expressions relate to the below elements of an order

• • For example if you uploaded a PDF document with file name "9072.pdf" and you wanted to have it assigned to order number "9072" you would create a rule like the below. 

Upload Files To Document Manager

1. Go to Settings > Document Manager > Click on Upload Tab
2. Upload PDF’S with filenames that match the "Order Number" or "Reference Number" depending on how you configured this in the previous step 
3. Select the document type you are uploading and click upload
   
   
   1. Customs Invoice – This will disable the system generated invoice and use the file you have uploaded instead
      
      
   2. Proof Of Purchase – This will add this document type as supplementary documentation alongside the system generated customs invoice.
      
      
   3. Licence/Permit – This will add this document type as supplementary documentation alongside the system generated customs invoice.
      
      
4. Go to “File List” Tab and click “Run Rules” you will now see documents assigned to orders. You can hover your mouse over the “Assigned Orders” column to see which order has been linked
   

   Important: Document rules will not run automatically. You will have to trigger run rules manually to assign documents to orders.

 5. You can now print the orders from your order list and the relevant documents will be attached and sent electronically to DHL

FAQ

Is it possible for the rule engine to look for filenames with prefixes_OurRef/TheirRef?

Yes you can create a rule to look for filenames with specific prefixes for example, if you are uploading Licences/Permits and your file name is structured like this "Licences_OrderNumber" you can create a rule entry like the below to accomodate for this 

Is it possible to unassign a file/ files from orders?

Yes, there are two ways to remove assigned files from an order/shipment.

1. Single shipment – Click on the ‘Unlink’ option in the file row to remove selected file all assigned order
2. All shipments – click on ‘Remove assigned rule’ to remove all assigned files from all orders/shipments

Can I attach the same file to multiple orders?

Yes, you can attach same file to multiple orders.
Here’s an example where a user wants to add a file called ‘DG Certificate’ to all unshipped orders. First, the user creates the below rule under his rules list

Uploads ‘DG Certificate’ to his their list. After upload when users run the rules, DG certificate will be added to all their unshipped orders

How do I remove (delete) a file from my file list?

You can remove a file from your file list by clicking on ‘Remove’ option in the file row.

Note: when a file is removed(deleted); it also automatically removes the files from all associated orders.

Is it possible to upload multiple files with the same name?

No, document manager doesn’t allow multiple files with the same name. When you upload a file with the same name, the latest copy of the file will override the previously uploaded file.

Can I upload files with the same file name but different document type for each of them?

No, when you upload a file with the same name but different document type; the latest copy of the file will override previously uploaded file i.e., including overriding document type.