Data sharing in GS1Trade Packaging works in two different ways, depending on whether you
Only subscribe to GS1Trade Packaging
Subscribe to both GS1Trade Packaging and GS1Trade Sync.
Before you start:
Products must be configured and ready to be shared with customers, meaning all packaging associated with the product must be entered:
Components created, integrated, and environmentally graded.
Units created and linked to products.
(If applicable to you) Packaging systems created.
GTIN must be entered on the product.
If you only subscribe to GS1Trade Packaging
Assign recipients for each GTIN in the system:
Go to the "Sharing settings" tab under the relevant product. This is where you assign the costumers with whom you wish to share data.
The product must be created with all packaging data and a GTIN. The system will notify you if a GTIN is missing.
Click here Add recipients if none are added yet. Products can be shared with one or multiple recipients.
You will see a list of companies, where you can search by company name or GLN number. All Danish companies with access to GS1Trade Packaging are set up with GLN. Without searching, you will see a shortlist of users you have previously shared data with.
Find and select the recipient(s) and click Add.
Recipients can be removed by clicking the X.
Publish Data in GS1Trade Packaging
Once you have added recipients to all your products, you are ready to publish your data. When you publish, your data is sent to the selected recipients.
Go to the "Sharing" tab in the main menu.
The list shows all shareable products and can be sorted by configured recipients.
Select one or multiple products to include in a single publication.
Click Publish to share. The publication process will now begin.
In the "Publications" tab, you can see the status of each publication.
If the status shows Publication completed the data has been successfully published.
Status Approval required means that you are about to publish data where changes affect products that are not part of your current publication.
Click Review publication and you will now see the additional products that will also be shared.
If you agree click Approve and publish. Otherwise click Close and nothing will be published.
Make sure the product is created in GS1Trade Sync before you publish from GS1Trade Packaging.
Go to the "Sharing settings" tab under the relevant product in GS1Trade Packaging.
The product must be created with all packaging data and have a GTIN. The system will notify you if the GTIN is missing.
When you publish from GS1Trade Packaging, data will automatically be shared with the data recipients you have already set up subscriptions for in GS1Trade Sync.
Go to the "Sharing" tab in the main menu. Here you will also see a message that recipients are managed via subscriptions in GS1Trade Sync.
Click Publish. The publication process will begin.
In the "Publications" tab, you can see the status of each publication.
If the status shows Publication completed the data has been successfully published.
Status Approval required means that you are about to publish data where changes affect products that are not part of your current publication.
Click Review publication and you will now see the additional products that will also be shared.
If you agree click Approve and publish. Otherwise click Close and nothing will be published.
We recommend taking a systematic approach and publishing data recipient by recipient - especially if you have many products and recipients.
For example, we could have products for both Rema1000, Coop, and Salling. Go through all products (GTINs) and assign the correct recipients. Under "Sharing" filter by "Recipient" and select for example Rema1000 first. Chose all products with the specific recipients and click Publish to share.
In this first release of the system, it is not possible to view detailed publication data under "Publications". Therefore, we recommend noting the time of publication along with a description of the content and recipient - for example, all PL products for Rema1000 - in a separate Excel sheet or other note format. This will help you keep track and maintain an overview.
We are working on improving data sharing in a future release, so you will have a better overview of your data sharing activities.
Final notes
Can products be shared more than once? If a product and its packaging data remain unchanged, the system will cancel redundant publications.
Changes and corrections must be published to take effect. Data is not automatically synced.
If you edit packaging used by multiple products, remember to re-publish all relevant products. The system will alert you.
Best Practice:
Make recipient configuration part of your master data setup: Create product, create packaging, do the environmental grading, and if you don't subscribe to GS1Trade Sync; who is receiving the data? Next it's a seperate workflow to do the data publishing.
Alternatively the following can be a good process for you: assign recipients to each GTIN first and (only if you don't subscribe to GS1Trade Sync) chose data recipients in the "Sharing settings" tab, follow same process for all wanted products, under "Sharing" all relevant products are marked and data is send.
Watch an introduction to data sharing in the system here
