You can now share your data in both GS1Trade Sync and GS1Trade Packaging.
Whether you should share data via GS1Trade Sync or GS1Trade Packaging depends on your customers wishes. Make an agreement with your customer before you start.
Data sharing consists of two simple steps:
Review the products you want to share
Specify the recipient(s)
Choose whether to share via GS1Trade Sync, GS1Trade Packaging, or both.
Publish the products under the "Sharing" and "Pucblish data" tab.
Important
If your company already subscribes to GS1Trade Sync, data will always be shared with GS1Trade Sync as a minimum. Products that already exist in GS1Trade Sync will automatically be shared with data recipients when you publish in GS1Trade Packaging.
If the product is not yet created in GS1Trade Sync, you must afterwards define recipients in GS1Trade Sync. See the guide on how to set up recipients and publish in GS1Trade Sync.
This guide describes how to share data depending on whether you:
Only subscribe to GS1Trade Packaging.
Subscribe to both GS1Trade Packaging and GS1Trade Sync.
Before You Start
Make sure your products are prepared and configured so they can be shared with your customer. All packaging associated with the product must be entered.
Components must be created, integrated and environmental gradin completed
Units must be created and linked to products
(If applicable) Packaging systems must be created
GTIN must be created for the product
Agree with your customers whether they want to receive data in GS1Trade Sync, GS1Trade Packaging, or both.
You only subscribe to GS1Trade Packaging
Assign recipients for each GTIN in the system:
Select the product you want to share and go to the "Sharing Settings" tab.
The product must have all packaging data and a GTIN. The system will notify you if a GTIN is missing.
Click Add recipient(s). Products can be shared with one or several recipients. The list contains all companies and their GLNs that have access to GS1Trade Packaging. Click Add selected recipient(s).
Recipients can be removed by clicking the X.
Choose whether to share data to GS1Trade Sync or GS1Trade Packaging
By default, data is sent to both GS1Trade Sync and GS1Trade Packaging.
If your recipient only wants data via GS1Trade Packaging, disable Publish to GS1Trade Sync under Sharing Destinations.
If one of your recipients requires GS1Trade Sync, make sure Publish to GS1Trade Sync remains enabled.
Note: If you mistakenly share data to GS1Trade Sync, you can simply avoid publishing the product. In that case, the data will not be made available to recipients in GS1Trade Sync.
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" and "Publish data" 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.
You Also Subscribe to GS1Trade Sync
If your company already subscribes to GS1Trade Sync, data will always be shared with GS1Trade Sync as a minimum. In this case, you manage data recipients in GS1Trade Sync, not in GS1Trade Packaging.
If you also want to share data via GS1Trade Packaging, you must specify the recipient for the product in GS1Trade Packaging.
How to proceed
Go to the "Sharing Settings" tab for the product in GS1Trade Packaging.
Ensure the product has all packaging data and a GTIN.
Select whether you want to share only to GS1Trade Sync or also to GS1Trade Packaging (If unsure, ask your customer where they prefer to receive data).
If you only share to GS1Trade Sync. No further action is required in GS1Trade Packaging. When you publish a product from GS1Trade Packaging that already exists in GS1Trade Sync, data will automatically be shared with the recipients you have configured in GS1Trade Sync.
If you also share to GS1Trade Packaging
Click Add recipient(s). Productscan be shared with one or many recipients. The list consists of all companies/GLNs with access to GS1Trade Packaging. Chose one or several recipients you want to share data with. Click add recipient(s).
Go to "Sharing" and "Publish Data" in the main menu.
Click Publish to start the publication.
Under "Publications" you can see when the publication is completed.
If the product does not yet exist in GS1Trade Sync, it will automatically be created. You must then log into GS1Trade Sync, assign recipients, and publish.
Sharing Updates to an Already Shared Product
No problem. Go to "Sharing" in the main navigation and select "Publish Data". Search for the relevant product(s). Select them and click Publish.
Under "Publications", you can track the status.
Status Publication completed means that the data has been shared with the recipient.
Status Approval required means that you are about to send data where changes affect products that are not part of your current publication.
Click Review publication to see which additional products will be shared
If you agree, click Approve and publish. If not, click Close to cancel
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 Rema 1000, Coop, and Salling. Go through all products (GTINs) and assign the correct recipients. Under "Sharing" filter by "Recipient" and select for example Rema 1000 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 Rema 1000 - 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) choose 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
