Upload Labels
How to Access
"Shipments" → "Upload Labels"
Table of Contents
- 1. About This Feature — Overview / How to Access / 3 Use Cases
- 2. Feature Guide — Operation Flow / Step Guide / Preview
- 3. FAQ — 8 Questions + Important Notes
- 4. Related Features
1. About This Feature
Quick Jump: Overview | How to Access | Use Cases
1.1 Overview
Use this feature when you've downloaded a batch of label PDFs from a logistics provider's portal and want the system to automatically match them to the corresponding Fulfillment. After uploading, the system creates a shipment for each label and links it to the Fulfillment, saving you from matching one by one. If a filename doesn't match any Fulfillment, you can search and assign it manually.
1.2 How to Access
"Shipments" → "Upload Labels"
1.3 Use Cases
Quick Links: Batch Upload Labels | CSV Filename Mapping | Re-upload Missing Labels
Scenario 1: Batch Upload Labels Downloaded from a Logistics Provider
Situation: Downloaded 50 label PDFs from the T-Cat Express portal, need to batch upload them to the system.
How to do it:
- When downloading labels from the provider's portal, make sure each filename (without the .pdf extension) exactly matches the Task Name
- Go to the "Upload Labels" page
- Select the correct 貨主
- Drag all PDF files to the upload area
- If filenames are the Task Name, skip the mapping upload step
- Preview, confirm, then click "Confirm Upload"
Result: After the upload completes, the system creates a shipment for each label and links it to the corresponding Fulfillment. View them in "Shipment List".
Scenario 2: Using CSV to Map Complex Filenames
Situation: The provider's label filenames are sequential numbers (001.pdf, 002.pdf...), so you need a CSV to specify the mapping.
How to do it:
▸ Prepare the CSV File
- Click "Download Template" to get the CSV template
- Fill in the mapping in Excel (Fulfillment Name, Tracking Number, Filename)
- Save as CSV format
▸ Upload Files
- Go to the "Upload Labels" page
- Upload all PDF files
- Upload the CSV mapping file
- Preview and confirm the mapping is correct, then click "Confirm Upload"
Result: After the upload completes, labels are correctly mapped even with non-Task Name filenames. View them in "Shipment List".
Scenario 3: Re-upload Missing Labels
Situation: Found that some Fulfillment labels failed to upload and need to be re-uploaded.
How to do it:
- Confirm the Task Name that need re-upload
- Prepare the corresponding PDF label files
- Go to the "Upload Labels" page
- Select the correct 貨主
- Upload the missing PDF files
- Preview, confirm, then click "Confirm Upload"
Result: After the upload completes, the missing labels are filled in. Confirm in "Shipment List".
2. Feature Guide
Quick Jump: Operation Flow | Step Guide | Preview
2.1 Operation Flow Overview
Upload Labels uses a three-step wizard flow:
| Step | Name | Required |
|---|---|---|
| Step 1 | Upload Labels — upload PDF label files | Yes |
| Step 2 | Upload Mapping — upload a CSV mapping file | No (can skip) |
| Step 3 | Preview & Confirm — review matches and upload | Yes |
2.2 Step Guide
▸ Step 0: Select 貨主
Before starting the upload, you must select the target 貨主.
- Select the target 貨主 in the "Select Merchant" dropdown (if you only have one 貨主, it is selected automatically)
- To switch after selecting, click "Change" and select again
▸ Step 1: Upload Labels
- Drag PDF files to the upload area, or click to select files
- You can select multiple PDF files at once
- Confirm the correct number of files are selected
- Click "Next"
Supported File Formats: PDF files (.pdf)
File Naming Recommendations:
- Use the Task Name as the filename (e.g., ORD-2024-001.pdf)
- If you don't upload a CSV mapping, the system uses each filename (without the .pdf extension) as the Task Name for matching, so the filename must exactly match the Task Name
- Files with duplicate names can't be added twice; the system warns that the filename already exists
▸ Step 2: Upload Mapping (Optional)
This step is optional. If your PDF filenames are the Task Name, you can skip this step.
When to Upload a CSV?
- When PDF filenames are not the Task Name
- When you also want to record the Tracking Number
- When PDF filename formats are complex and can't be auto-matched
CSV Format Description:
Fields marked with * are required
| Field | How to Fill | Notes |
|---|---|---|
| *Fulfillment Name | Fill in the Task Name from the system | Must exactly match the Task Name in the system |
| Tracking Number | Fill in the tracking code from the logistics provider | Optional; recorded on the created shipment |
| Filename | Fill in the matching PDF filename (including the .pdf extension) | Optional; must exactly match an uploaded PDF filename. If left empty or unmatched, that row only records the Tracking Number without attaching a label |
CSV Format Rules:
- The first row is the header row and must match the template (Fulfillment Name, Tracking Number, Filename)
- Separate fields with commas (,)
- Click "Download Template" to get a correctly formatted template before filling it in
▸ Step 3: Preview & Confirm
The system shows the match result for every label to be uploaded. After confirming, click "Confirm Upload". Uploads run one by one with an overall progress bar; success and failure counts are shown when finished.
2.3 Preview
Preview Table Fields
| Field | Description |
|---|---|
| Fulfillment Name | The Fulfillment to be associated |
| Tracking Number | Shown if specified in the CSV |
| Filename | The uploaded PDF file |
| Match Status | Whether the label matched a Fulfillment |
| Upload Result | Shows "Upload successful" or "Upload failed" (with the failure reason) |
Match Status Descriptions
| Match Status | Display | Description | Action |
|---|---|---|---|
| Matched | Green checkmark | The Fulfillment and file are correctly matched | Ready to upload |
| File missing | Red text | The file specified in the CSV wasn't uploaded | The row still uploads, but only records the Tracking Number without a label; to attach the label, go back to Step 1 and add the file |
| Fulfillment not found | Red text | The Task Name doesn't exist in the system | Click the field to search and manually assign a Fulfillment; unassigned rows are not uploaded |
3. FAQ
Quick Jump: FAQ | Important Notes
3.1 FAQ
▪ What if the PDF filename is not the Task Name?
Use a CSV mapping file to specify the relationship:
- Click "Download Template"
- Fill in the Task Name and filename mapping
- Upload the CSV in Step 2
If only a few rows don't match, you can also search and manually assign the Fulfillment directly in the preview step.
▪ How many PDF files can I upload at once?
There is no quantity limit. Labels upload one by one — the more files, the longer it takes, so keep the page open during the upload. If you have many files, uploading in batches is recommended.
▪ What to do if an upload fails?
Handle based on the failure reason:
| Failure Reason | Solution |
|---|---|
| Fulfillment not found | Verify the Task Name is correct and belongs to the selected 貨主 |
| Invalid file format | Confirm the file is in PDF format |
| Network error | Refresh the page and try again |
| System error | Contact technical support |
Failed rows show the failure reason in the "Upload Result" column. Successful rows are unaffected — after fixing the issue, re-upload only the failed ones.
▪ Can I upload labels for the same Fulfillment multiple times?
Yes, but each upload creates a new shipment for that Fulfillment. If you need split packages, you can upload multiple labels. Uploading the same label twice creates duplicate shipments — before uploading, check in "Shipment List" whether the Fulfillment already has a label.
▪ What to do if the CSV file format is wrong?
Check these common issues:
- Encoding: Make sure the CSV uses an encoding that supports your language
- Header Row: The first row must match the template (Fulfillment Name, Tracking Number, Filename)
- Delimiter: Must use commas (,) as separators
- Complete Filename: Filenames must include the extension (.pdf)
Using the system-provided template is recommended to ensure the format is correct.
▪ Where are uploaded labels stored?
Labels are stored in the system. Find the corresponding shipment in "Shipment List" (its Label Status shows "Generated"), or open the order's detail page from "Order List" and click "Download" in the shipments section to get the label file.
▪ What file formats are supported?
Currently only PDF format (.pdf) is supported. If your labels are in other formats (like PNG or JPG), convert them to PDF before uploading.
▪ Can I close the page during the upload?
Not recommended. Labels upload one by one; closing the page interrupts the rows that haven't uploaded yet. Successfully uploaded files are unaffected; the remaining files need to be uploaded again.
3.2 Important Notes
⚠️ Important Reminders
- 貨主 Selection: Always confirm the correct 貨主 before uploading; labels only match the selected 貨主's Fulfillment
- Fulfillment Validation: The Task Name must exist in the system and belong to the selected 貨主; rows showing "Fulfillment not found" that aren't manually assigned are not uploaded
- Avoid Duplicate Uploads: Each upload creates a new shipment; check whether the Fulfillment already has a label first
- File Preparation: Make sure the PDF files open normally, and keep the page open with a stable network connection during the upload
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Shipment List | View the shipments created after uploading | Go |
| Order List | View and download uploaded labels in order details | Go |