FedEx Ship Manager at fedex.com - Quick Help - Tutorial - Users

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Users
The Users feature contains the following screens and functionality. You can move between the Profile, Privileges, References, and Defaults screens by clicking Previous or Next.

  • Users—Displays key information about users, such as the User alias, User name, Department ID, and Status. The administrator can add, update, delete, import, and export users.
  • Profile—Displays user information in the User details, Accounts available, and User settings sections. See Profile Screen for more information.
  • Privileges—Displays selected rights and privileges for the user in the Address book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.
  • References—Displays reference information in the Reference name, Validation, List display, Reference default, and Apply to return shipments sections. See References Screen for more information.
  • Defaults—Displays profile information in the Default shipping information, Pickup/Drop-off, and Customize options sections. See Defaults Screen for more information.

With the Users feature, you can perform the following functions:

  • Search
  • Add New User
  • View All Users in Company
  • View Users by Department
  • Update User
  • Delete User
  • Import User
  • Export User

Search

Search by keyword

To search for a user, enter key information in the text field. (This field is case-sensitive.) Select User alias, User name, Department ID, or Status from the drop-down menu. Click Search. The Users screen displays information based on your text entry.

Sort

You can sort any of the columns by selecting User alias, User name, Department ID, or Status from the drop-down menu. Click Sort. The Users screen sorts the selected column.

Add New User

To add/set up a new user, follow these steps:

  1. If you want to create a user, click Create user within the Users section of the Welcome to Shipping Administration screen or click Create new user on the Users screen.
  2. If you want to invite a new user, click Invite user within the Users section of the Welcome to Shipping Administration screen or click Invite new user on the Users screen. The Invite new user screen displays and defaults to the Profile screen.
  3. Complete the User details section that identifies the user. (Required fields are in bold). You must assign the user to a department before you can proceed. In the Department field, select a department from the drop-down menu.
  4. Complete the Accounts available section. You can assign the user to a department account by selecting an existing account from the Accounts assigned drop-down menu. See Profile Screen for more information.
  5. In the User settings section, select the Use department privileges, references and defaults checkbox to allow the user to view the Privileges, References, and Defaults screens but not make any changes. You can view these settings by selecting View settings. Deselect this checkbox to allow the user to access the Privileges, References, and Defaults screens and make changes.

    Select Customize privileges, references and defaults to allow the user to customize the Privileges, References, and Defaults screens.

    Select one of the following options in the Assign user as section:

    Select Regular user (non-admin) to allow the user to have access to FedEx Ship Manager functionalities and screens. A regular user does not have access to Shipping Administration functionalities and screens.

    Select Department administrator to allow the user administrative privileges, including adding, updating and deleting users and Departments only within the Department that he/she is assigned as an administrator. For example, if a user is assigned Department administrator for a Department called "Human Resources," he/she can only view/edit users that are assigned to "Human Resources."

    Select Customer administrator to allow the user creation/control/edit privileges for all of the Department administrators.
  6. If you select Use department privileges, references and defaults, click Invite User. The Users screen displays showing that the new user has been added.
  7. IIf you select Customize privileges, references and defaults, click Next. The Privileges screen displays and includes the Address book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.
  8. After completing the Privileges screen, click Next. The References screen displays and includes the Reference name, Validation, List display, Reference default, and Apply to return shipments sections. See References Screen for more information.
  9. After completing the References screen, click Next. The Defaults screen displays and includes the Default shipping information, Pickup/Drop-off, and Customize options sections. See Defaults Screen for more information.
  10. Click Invite useror Create user (depending on which method you chose). The user information is saved. You will return to the Users screen.

Profile Screen


User details

Department—Select a department from the drop-down menu. You must assign the user to a department before you can proceed.

User alias—The User alias is the unique name that is assigned to the user when he is initially added. Users are identified by user aliases when searching for or viewing a user profile or when the administrator is running a report. The User alias is a maximum of 10 characters and is alphanumeric. Enter a User alias.

Note: User aliases can be deleted or deactivated, but they cannot be modified.

First name—Enter the first name of the user.

Last Name—Enter the last name of the user.

Email—Enter the email address for this user.

Accounts available

In the Accounts available section, assign a user to a department account by selecting an existing account from the Accounts assigned drop-down menu. This account number is the sender account number for billing purposes when the user is logged in to Shipping Administration to ship with FedEx Ship Manager ® at fedex.com. The Accounts assigned list displays the FedEx account(s) that are available for the department to which the user has been added. The account number is the sender account number when they are using Shipping Administration to ship with FedEx Ship Manager at fedex.com.

You can reassign a user to another FedEx account number at any time.

User settings

In the User settings section, select the Use department privileges, references and defaults checkbox to allow the user to view the Privileges, References, and Defaults screens but not make any changes. Deselect this checkbox to allow the user to access the Privileges, References, and Defaults screens and make changes.

Note: If this option is selected, updates made to the department Privileges, References, and Defaults screens will be enforced for this user. If the user is assigned to another department, the new department settings for privileges and defaults will be applied.

Note: This setting cannot be used for users that will be assigned administrator privileges.

Select Customize privileges, references and defaults to allow the user to customize the Privileges, References, and Defaults screens.

Select one of the following options in the Assign user as section:

Select Regular user (non-admin) to allow the user to have access to FedEx Ship Manager functionalities and screens. A regular user does not have access to Shipping Administration functionalities and screens.

Select Department administrator to allow the user administrative privileges, including adding, updating and deleting users and Departments only within the Department that he/she is assigned as an administrator. For example, if a user is assigned Department administrator for a Department called "Human Resources," he/she can only view/edit users that are assigned to "Human Resources."

Select Customer administrator to allow the user creation/control/edit privileges for all of the Department administrators..

Privileges Screen

The Privileges screen allows the administrator to give users in the department certain rights and privileges by checking the appropriate boxes. If a box is unchecked, the user does not have that privilege.

Address book

Personal address book—Provides access to the Personal Address Book, where Shipping Administration users can create and manage up to 2,000 recipients from the Address book screen and select from these addresses on the Ship screen.

Shared address book—Provides access to the Shared Address Book screen where Shipping Administration users can access the shared address books of other Shipping Administration users in the company. Shipping Administration users cannot add, edit or delete recipients in a shared address book unless they are the owner of the address book.

Central address book—Provides access to recipients in the Central Address Book screen and via the drop-down menu on the Ship screen.. Users without Administrative privileges cannot add, edit or delete entries in the Central address book.

Sender profile/Add new senders—Allows users to create up to 500 Sender profiles which can be managed from the Sender information screen in the address book. Additional senders can also be selected from the Ship screen when Change sender address is selected.

General

Process return shipments—Allows users access to this option under the Customize features section of their Preferences screen. This enables users to configure return shipping functionality that will display on the Ship screen. When you select this privilege, a popup displays requiring you to enter a telephone number for a returns contact. This section also allows users to require a Return Merchandise Authorization (RMA) number.

Hide rate quote—Restricts users from accessing the courtesy rate quote and hides all rate quote information in FedEx Ship Manager at fedex.com screens.

Additional preferences (Users can change these settings)

Set up thermal printer—Allows users to access additional printer options by displaying this section under the Customize features section of their Preferences screen. From here users can configure a thermal printer for printing shipping labels to a local thermal printer. If this privilege is not selected, users will only be able to print to a laser or inkjet printer (default).

Set up additional handling charges—Allows users access to these options under the Customize features section of their Preferences screen. From here users can set up additional handling charges (fixed or variable) for both FedEx Express and FedEx Ground shipments. These additional charges will display when the user requests a courtesy rate quote and accesses the shipping details for a particular shipment. This capability allows users to charge back additional costs of the shipment to customers.

View/Update default shipping information—Allows users to access and configure Default shipping information (e.g., default service, package type, billing details) on their Preferences screen.

View/Update default references—Allows users to enter or update the reference defaults that the administrator has assigned in the References screen. If this privilege is assigned, the Set up Reference Options button and popup will display on their Preferences screen.

FedEx services

This section allows the administrator to select any of the available domestic, intra-Canada, international, and special services for a user. By checking Select all, the administrator is giving the user all of the privileges within that section. By checking Apply to return shipments, the administrator is giving the user the ability to use the selected services for processing return shipments.

References Screen

The References screen allows the administrator to configure information for references users will see on the FedEx Ship Manager screens. These reference configuration options are activated by selecting the appropriate options from the drop-down menus (as required).

A reference is an optional number or a description that appears on your FedEx invoice or within the Shipping Administration administrative reports. You have the option of configuring up to 4 default reference codes that will auto-populate the corresponding reference fields on the FedEx Ship Manager ® screens when Shipping Administration users log on. Defaults can be entered for Your reference, Department number, PO number, and Invoice number. The Your reference field displays on the Ship screen and the other fields display on the secondary screens.

For FedEx Express shipments, the information entered in the Your reference field will display on your company's FedEx Invoice.

For FedEx Ground shipments, the information entered in the Your reference and PO number fields will display on your FedEx invoice.

All reference fields will display on the Report and in the Shipment Confirmation screen, the Shipment Details, Shipment Record, and Reports for Shipping Administration users.

Shipping Administration users will be able to update certain Preference settings if they have been given the appropriate privilege in the Privileges screen.

Reference name

The reference name options are Your reference, Department number, PO number, and Invoice number.

Validation

Select one of the configuration options from the drop-down menu:

Not required (text field)—User will view a text entry field on the Ship screen and is not required to enter a reference in order to ship.

Not required (view list)—User will view a popup screen after clicking Select on the Ship screen. The user can select any entry and then click OK to continue. The selected reference populates the reference field. The selected references are entered into a reference database or a specific reference list, depending on the administrator’s selection. This option requires the administrator to provide references.

Required (text field)—User will view a text entry field on the Ship screen and must enter an alphanumeric entry in the field in order to continue (ship).

Required (view list)—User will view a popup screen after clicking Select on the Ship screen. The user can select any entry and then click OK to continue. The selected reference populates the reference field. The selected references are entered into a reference database or a specific reference list, depending on the administrator’s selection. This option requires the administrator to provide references.

Default and cannot change—User will view their default reference as text on the Ship screen. The user cannot change the default reference text.

Required with validation (text field)—User will view a text field on the Ship screen and must enter a reference that matches one in the database or a specifically assigned list to continue (ship). This option requires the administrator to provide references to validate against.

Required with validation (view list)—User will view a popup screen after clicking Select on the Ship screen. The user can select any entry and then click OK to continue. The selected reference populates the reference field. The selected references are entered into a reference database or a specific reference list, depending on the administrator’s selection. This option requires the administrator to provide references to validate against.

List display

Select a reference list from the ones displayed on the Ship screen and validated against. As an administrator, you need to select a list only for reference options that require it.

Reference default

Enter a reference or click Select to display the References screen to choose a reference.

Apply to return shipments

Check the appropriate box to apply the reference settings to return shipments.

Defaults Screen

The Defaults screen allows the administrator to set a number of default options (e.g., default services, billing options) that users will see on the FedEx Ship Manager screens. These default configuration options are activated by checking the appropriate boxes. If a box is unchecked, this setting is not automatically enabled. Default settings entered here correspond with the options that are available on the Preferences screen.

Shipping Administration users will be able to update certain Preference settings if they have been given the appropriate privilege in the Privileges screen.

Default shipping information

Service type—Select the default FedEx shipping service that you want users to use from the drop-down menu. Delivery options vary based on the destination, packaging requirements, delivery time, and cost. If users are shipping via FedEx Freight or FedEx Ground, the type of service is preselected. For a list of service types available using FedEx Ship Manager, see FedEx Service Types.

Package type—Select the default type of packaging that users will use from the drop-down menu. If users are shipping via FedEx Express Freight or FedEx Ground, Your packaging is the default. For a list of package types available using FedEx Ship Manager, see FedEx Packaging Types.

Currency—Select the default currency. Default currency will be USD if another currency is not selected.

Bill shipment to—Select the default billing type (whether shipments will be billed to the Sender, Recipient, or Third Party as a default).

Bill shipment to account # (shipping charges)—Enter the FedEx account number if shipments are being billed to the Recipient or Third Party.

Bill duties/taxes/fees to—Select whether duties and taxes will be billed to the Sender, Recipient, or Third Party (for FedEx Express shipments only).

Bill duties/taxes/fees to account # (duties and taxes)—Enter the FedEx account number if duties and taxes are being billed to the Recipient or Third Party.

Pickup/Drop-off

Select the default pickup or drop-off option that users will use.

Customize options

Enable processing of pending shipments—If this option is selected, the option to create a pending shipment will display on the Ship screen. This allows a user to enter all shipment information ahead of time and print the labels when their packages are ready to be shipped.

Always remind user to print pending shipments—Sets a reminder to print any pending shipment labels.

Always show shipment confirmation window—Select this option to have the shipment confirmation screen appear after users complete preparations for each shipment.

Always go to additional shipment options page—Select this option to have the additional shipment options screen appear after users complete the main Ship screen for each shipment.

Enable service notification selector (Freight services only)—Select this option to enable the Service Selector for your Freight service screen. The service selector notifies you of the delivery commitment time and any surcharges resulting from the origin and destination of the shipment.

Display recipient ID field—Select this option to have the Recipient ID field displayed on the main ship screen.

Display list rates—Select this option for users to see the list rate, as well as the rate associat4ed with your FedEx account number, when user selects Get courtesy rate.

View All Users in Company

As an administrator, you can view a list of Shipping Administration users in the entire company or only those users in a particular department. From this list, select a user profile to update or view, or delete the user completely from the user database.

To view all users in the company, click the Users tab in the secondary navigation bar. The Users screen displays all of the users in the company grouped and sorted by department. Another way to view all of the users is to select View all users from the Filter by department drop-down menu. The Users screen displays all of the users in the company grouped and sorted by department.

Expired Status

If Expired is displayed beside the user alias in the Status column, that user has not accepted the invitation before it expired. Expired status allows administrators to keep track of who did or did not accept the invitation. Expired users will have to be reinvited or deleted by the administrator. (The system will not remove them automatically.)

View Users by Department

To view users by department, select a department from the Filter by department drop-down menu. The resulting Users screen displays a list of all of the users in that department. This list includes the User alias, User name, Department ID, and Status columns for each user.

You can also view users by a department by clicking the Admin Home tab on the secondary navigation bar. When the Welcome to Shipping Administration screen displays, select the appropriate department from the View by dept drop-down menu in the Users section and click Go. The resulting Users screen displays a list of all of the users in that department.

Expired Status

If Expired is displayed beside the user alias in the Status column, that user has not accepted the invitation before it expired. Expired status allows administrators to keep track of who did or did not accept the invitation. Expired users will have to be reinvited or deleted by the administrator. (The system will not remove them automatically.)

Update User

To update user information, follow these steps:

  1. Click Update user within the Users section of the Welcome to Shipping Administration screen or click Edit on the Users screen. The Edit user screen displays and defaults to the Profile screen.
  2. In the User details section, the user information displays. In the Accounts available section, the department account displays in the Accounts assigned area. You can assign the user to a different department account by selecting an existing account from the Accounts assigned drop-down menu. See Profile Screen for more information.
  3. If you select Use department privileges, references and defaults, click Invite User. The Users screen displays showing that the new user has been added.
  4. If you select Customize privileges, references and defaults, click Next. The Privileges screen displays and includes the Address book, General, Additional preferences, and FedEx services sections. See Privileges Screen for more information.
  5. After completing the Privileges screen, click Next. The References screen displays and includes the Reference name, Validation, List display, Reference default, and Apply to return shipments sections. See References Screen for more information.
  6. After completing the References screen, click Next. The Defaults screen displays and includes the Default shipping information, Pickup/Drop-off, and Customize options sections. See Defaults Screen for more information.
  7. Click Save/Update. The user information is updated. You will return to the Users screen.

Reassign a User to Another Department

If you want to reassign a user to another department, select the appropriate department from the Filter by department drop-down menu within the Users screen. The resulting Users screen displays a list of all of the users in that department. Update the user profile and reassign the user to an alternate FedEx account number.

Note: If Use department privileges, references and defaults is selected, then the privileges, references, and defaults settings for the new department will be enforced. Also, if a user is reassigned to another department, past shipping activity for that user will display under the old department ID.

Delete User

To delete a user profile, access the Users screen and follow these steps:

  1. Select the appropriate user and click Delete. A delete user confirmation screen displays.
  2. Click OK. The user is removed from the system. You will return to the Users screen.

Import User

To import a user profile, access the Users screen and follow these steps:

  1. Before importing a user file, ensure that the file is formatted properly. Please refer to the Shipping Administration Import Guide for detailed instructions on completing the import templates and for the proper layout and format of the data. The file must be saved to a comma-separated values (csv) format prior to importing into Shipping Administration. Note: A maximum of 250 records can be imported at one time. Therefore, if you need to import more than 250 users, you will need to create several files before importing them.

    Note: The department(s) and account number(s) that you assign to a user must already be set up in Shipping Administration for your company. The user can only be assigned to an account number that has already been added to the department to which they are being assigned.

    Note: For Canadian users, the Saturday Delivery for Freight and Inside pickup/Inside delivery (Freight only) fields default to No because those services are not available in Canada.
  2. Complete your import file by entering the required information in the following fields. Although the remaining fields contain FedEx defaults, you can still change them.
    • Company ID
    • Department ID
    • User Name
    • User ID
    • Password
    • Address 1
    • Address 2
    • City
    • State or Province (Canada)
    • Zip code or Postal code (Canada)
    • Phone number
    • E-mail
    • FedEx Account Number
    • Inherit Department setting for
    • Deactivate User
    • Admin Privileges
  3. Click Import. The Import users screen displays.
  4. Enter the location of your file, or click BROWSE to search for it—Click Browse and select the appropriate file to import (e.g., .csv).
  5. Select Import action desired—Select Invite New Users from the drop-down menu.
  6. Click Import. The Importing screen displays showing your import status.
  7. If your import is successful, the Import successful screen displays.
  8. If the imported file exceeds 250 records, the Import error screen displays. Remove some of the records from the file and try to import it again.
  9. If the imported file is uploaded outside of the available timeframe, import it again within the specified timeframes.
  10. If your import is successful but contains errors, the screen displays those errors. Follow these steps:
    • Print this error screen.
    • Correct the records containing errors and import the file again.
    • For reference, copy and paste the error table into a Microsoft® Excel file or print it.

Export User

To export a user profile, access the Users screen and follow these steps:

  1. Click Export. The Export users screen displays.
  2. Select database to export data from—Select Users from the drop-down menu.
  3. Click Export to export the data. A confirmation screen displays showing that your data has been successfully exported. Note: When you export user files from Shipping Administration, the system defaults to the comma-separated values (csv) format.

This information is provided to you and its use is subject to the FedEx Automation Agreement under which you obtained or have been authorized to use FedEx Ship Manager @ fedex.com. No warranties are extended and all warranties, including without limitation, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED, regarding this information. Any conflict between this information and the Automation Agreement, or transportation agreement between you and FedEx, or between this information and the FedEx Service Guide will be governed by the Automation Agreement, the transportation agreement and the FedEx Service Guide, in that order. Your use of this information constitutes your agreement to these terms.
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