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


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Users
 
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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 selected 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

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 by

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:

  • 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<
  • If you want to invite a new user, click Invite new 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.
  • 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.
  • 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.
  • 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.
  • If you select Use department privileges, references and defaults, click Invite User. The Users screen displays showing that the new user has been added.
  • 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.
  • 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.
  • 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.
  • Click Invite user or Create user (depending on the method you chose). The user information is saved. You will return to the Users screen.

Profile Screen



To set up the Profile screen, complete the following sections:

  1. User details—Enter the information for each field. (Required fields are in bold.) Select a department from the drop-down menu. You must assign the user to a department before you can proceed. 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.
  2. 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.
  3. 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.
  4. Select Customize privileges, references and defaults to allow the user to customize the Privileges, References, and Defaults screens.
  5. 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, is 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.

  1. Address book—Select the address book privileges that you want to give to your users.
  2. General—Select Process return shipments to allow users to access 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. Select Hide rate quote to restrict users from accessing the courtesy rate quote and hide all rate quote information in FedEx Ship Manager at fedex.com screens.
  3. Additional preferences (Users can changes these settings)—Select the privileges that you want to give your users.
  4. FedEx services—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, Invoice number, and PO 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.

To set up the References screen, complete the following sections:

  1. Reference name—The reference name options are Your reference, Department number, PO number, and Invoice number.
  2. Validation—Select one of the configuration options from the drop-down menu.
  3. List display—Select a reference list from the drop-down menu.
  4. Reference default—Enter a reference or click Select to display the References screen to choose a reference.
  5. 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.

  1. Default shipping information—Select default shipping information (e.g., Service type, Package type, Currency).
  2. Pickup/Dropoff—Select the default pickup or drop-off option that users will use.
  3. Customize options—Select the options to create a pending shipment, set a reminder to print any pending shipment labels, display the shipment confirmation screen, display an additional shipment options screen, enable a service selector for your Freight service screen (FedEx Express Freight services only), display the Recipient ID field on the main Ship screen, display and list rates (along with the rate associated with your FedEx account number) when the 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 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:

  • 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.
  • 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.
  • If you select Use department privileges, references and defaults, click Invite User. The Users screen displays showing that the new user has been added.
  • 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.
  • 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.
  • 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.
  • Click Save/Update. The user information is updated. You will return to the Users screen.

Reassign 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:

  • Select the appropriate user and click Delete. A delete user confirmation screen displays.
  • 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:
    1. Print this error screen.
    2. Correct the records containing errors and import the file again.
    3. 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.

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