1. Receipt Status Management is a very useful tool. Here you can create a new status, edit any status, add email and/or text notification and setup auto status changes.


    What is a Status?


    A status is a change of location of the item that is being tracked. There are many default statuses but if the option is purchased the customer can create their own statuses to help the workflow.

  2. MODIFY DEFAULT STATUSES

    1. Most of the time default statuses are used but need to be modified in some way. However, they do not have a modification button next to them. These steps will set up the Default status so it can be modified.

    2. In the list of Statuses choose which one to modify.

    3. Enter the Code and Description EXACTLY like below. It is case sensitive.

    4. Select the Options that say “Yes” below next to the Status you are mimicking.

    5. Select “Add”.

    6. The Status will now have a next to it. It will also have “X” denoting it can be deleted. However if the status was deleted it would go back to the default mode and would not actually delete.

  3. Creating a new Status

    1. Go to Admin.

    2. Select “Tracking Status Management” under Advanced.

    3. Enter the Code and Description. The code is a short name for the Status that is being created *Code needs to be capitalized and no spaces.

      1. Attention

        Code needs to be capitalized and no spaces.

    4. Then choose what options you want to use for the status: Requires Signature, Transfer of Custody, Release Package, Share, Action, Hold, Available to Portal Users, Portal Users claim package, Clear Storage Location.

      1. Require Signature: if you check this property for a tracking status, then mailroom manager needs to ask for a signature to be able to change package tracking to this specific status.


        Transfer Custody: This status signals that if package takes this new tracking status, then it is under the responsibility of a new person (been relocated to a new place). For example, if you need to create a new status that specifies delivery of a package at its final destination, like Delivery to a colleague, then you should check both Transfer Custody and Release Package properties to configure this delivery status. As another example, if a package should be delivered to a location temporarily before being delivered at its final destination, then for the status that marks its temporary delivery location, Transfer Custody property should be selected.


        Release Package: selecting this property for status means that a package that takes this tracking status has been delivered and WTS will not anymore display it in the list of delivered packages.


        Share: if you have more than one account created for a client, then you can decide which information these accounts can share with each other within employee portal. If Share property is NOT selected for a status in one account, then this status will not appear in package history statuses in other accounts that have access to this account packages.


        Action: Setting this property, will make this status appear in the list of available statuses in the Actions page in Mobile App and in WTS web application. But it is possible to not set this property for a status. For example, let’s say that you want that all statuses pass on Delayed Delivery more than 24 hours if a received package is not delivered within 24hours, on the other hand, you want that this change of status to be automatic and no one should be able to change a package status manually to Delayed Delivery more than 24 hours. In this case, you need to uncheck this property for this status.


        Hold: If you set this property for a status, then changing package to this status will block the package delivery. Mailroom staff won’t see this package on handheld device nor on the list of undelivered packages.


        Available to Portal Users: You need to set this property for a status that should be available in Employee Portal, so users can set status of their package to this status. For example, Refuse to accept delivery, Urgent delivery expected, Delivery to colleague authorized, etc.


        Portal Users can claim package: if Portal user set a package to a status for which this property has been set, mailroom manager will know that a recipient claims a package.


        Clear Storage Location: if you have specified maximum capacity for each storage location, then when you change package to this status will clear the space occupied by the package.


      2. Note

        Each option has a description next to it to denote how the package will change with the status change.

    5. Select “Add”.

  4. Modifying Existing Statuses

    1. Modifying a status allows options for the status to be edited, setting up email, text for different groups under that status, schedule automatic status changes. Once all changes have been completed to save them select “Save Receipt Status”.

    2. Select next to the status being modified.

    3. Modify Existing Receipt Status appears with different tab options.

  5. Tracking Status Options Tab

    1. These are the same options available when creating a status.

    2. Select or de-select options for the status.

  6. Communication Tab

    1. This tab will allow an email/text be sent out to different parties when the item/package is set to the status. For this feature to work correctly the customer will need the option to send out emails/text, have the smtp email server setup and connected, and an email address and/or cell configured with the recipient.

    2. Select from the drop down if creating an email or SMS text.

    3. Select who the email/SMS text is being sent to. This can be the Recipients, the sender, a WTS user or other. Depending on the choice of email recipient there needs to be an email address/cell in the database for that person. If Other is chosen an email address will need to be entered after.

    4. The next section will only be used if the customer utilizes Classification and is sending the email/text to Recipients. Also the customer wants to send an email/text out depending on the classification that is assigned to the Recipient. Select “Add Rule”.

    5. Select to configure the Email/SMS text that was created.

    6. Enter the Title (subject line) and Body of the email. To help personalize the message to each Recipient use the “Insert Keyword” button on top. Drop down the options and once one has been chosen click “Insert Keyword” and that item will insert into the body of the email where the cursor last was. The Keyword will pull the information being requested in the email from the receive data. Example below.

      1. Note

        All options for the body are available and work. It is not recommended to add a picture to texts.

      2. Also if a recipient receives multiple packages/items in the system within the 5minutes of the first one, WTS will combine all packages into one email so they do not get multiple emails at the same time.

    7. Select “OK” once the email/text is setup. Now anytime a package/item is set to this status the email/text will be sent.

    8. To delete Click the “X” next to the Email/text created.

  7. Schedule Tab

    1. The schedule tab allows the system to set automatic status changes without a user setting the status. This feature is used a lot of times for second and/or final notices to the sender. If the package/item is delivered before the set time for the status to change the status will not change and no email will go out.

    2. Select “Schedule Status Change”.

    3. Choose the status that the package is supposed to change to automatically after it reaches the current status. All statuses will show in this list.

    4. Select the time frame of the status change using the drop down first.

    5. Enter the multiplier of the time frame chosen.

Date created:
08/22/2018 12:14:13
Last updated:
02/21/2019 10:24:30
Product(range):
WTS Package Tracking
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