You now have the option to share your data in both GS1Trade Sync and GS1Trade Packaging. Whether you should share in GS1Trade Sync or in GS1Trade Packaging depends on where your customer wants to receive data. You need to agree this together before you get started.
Data sharing then consists of two simple steps:
Review the products you want to share
Specify recipient
Specify whether you want to share to GS1Trade Sync, GS1Trade Packaging or both
Publishing the products under the "Sharing" and "Publish Data" tab
Be aware:
If your company already subscribes to GS1TradeSync, data will always be shared to GS1Trade Sync as a minimum. Products already in GS1Trade Sync will automatically be shared with data recipients when you publish in GS1Trade Packaging.
If the product is not already created in GS1TradeSync, you must subsequently specify data recipients in GS1TradeSync. Read more about how to create data recipients and publish in GS1Trade Sync.
In this guide you can read a detailed description of how to share data depending on whether you:
Subscribe to GS1Trade Packaging only
Both subscribed to GS1Trade Packaging and GS1Trade Sync
Before you get started
Products must be prepared/set up to be shared with the customer, i.e. all packaging associated with the product must be entered.
Components created, integrated and environment graded.
Devices created and associated with products.
(If applicable to you) Packaging systems created.
GTIN must be created on the product.
Agree with your customers who will receive data whether they want to receive data in GS1Trade Sync or GS1Trade Packaging (or in both systems).
You are only subscribed to GS1Trade Packaging
Specify the recipient for each GTIN in the system
Select the product you want to share. Go to the "Share settings" tab.
The product must be created with all its packaging data and a GTIN. The latter will be provided by the system if it is missing on a product.
Click Add recipient(s). Products can be shared with one or many recipients. The list contains all the companies and associated GLNs that have access to GS1Trade Packaging. Click Add selected recipient(s).
Recipients can be both added and removed from the list. The latter is done by clicking the X.
Specify whether data should be shared to GS1Trade Sync or GS1Trade Packaging
By default, data is sent to both GS1Trade Sync and GS1Trade Packaging. If your data recipient only wants to receive data in GS1Trade Packaging, turn off Publish to GS1Trade Sync under "Sharing destinations".
If you have multiple recipients on a product and one of the companies wants to receive data in GS1Trade Sync, make sure that Publish to GS1Trade Sync is enabled.
NB: If you have shared data to GS1Trade Sync by mistake, you can always not publish the product. In that case, the data will not be made available to data recipients in GS1Trade Sync.
Publish data in GS1Trade Packaging
Once you have added recipients to all your products, you are ready to publish data. When you publish your data, it will be sent to the recipient.
Go to the "Sharing" tab and "Publish Data" in the main menu.
The list presents all shareable products and can be sorted by who is configured as the recipient.
Select one or more products for one publication.
Click Publish. The publication is now in progress.
Under the "Publications" tab you can see the status per publication.
If the status is set to Publishing complete, the data is published.
You are also subscribed to GS1Trade Sync
If your company already subscribes to GS1TradeSync, data will always be shared to GS1Trade Sync as a minimum. In this case, you manage data recipients in GS1Trade Sync and not in GS1Trade Packaging.
If you also want to share data to GS1Trade Packaging, you must specify the recipient on the product in GS1Trade Packaging.
Here's how you do it:
Go to the "Share settings" tab under the given product in GS1Trade Packaging.
The product must be created with all its packaging data and a GTIN. The latter will be provided by the system if it is missing on a product.
Choose whether you only want to share data to GS1Trade Sync or also to GS1Trade Packaging. Are you in doubt? Ask your customers/recipients where they want to receive data.
You only need to share data to GS1Trade Sync
You don't need to do anything more on the product. When you publish a product from GS1TradePackaging that already exists in GS1TradeSync, data will automatically be shared with the data recipients you have already set up publications for in GS1TradeSync.
You also need to share data to GS1Trade Packaging
Click Add recipients. Products can be shared with one or many recipients. The list contains all the companies and associated GLNs that have access to GS1TradePackaging. Select the recipient(s) you want to share data with. Click Add selected recipient(s).
Go to the "Sharing" and "Publish data" tab in the main menu. Here you will also be notified that data recipients are managed via publications in GS1TradeSync.
ClickPublish. The publication is now in progress.
Under the "Publishings" tab, you can see when the publishing is complete.
You need to share an update on an already shared product
No problem. Go to the "Sharing" and "Publish data" tab in the main menu and search for the product(s) in the overview. Select and click Publish.
Under the "Publications" tab you can see the status.
Status Publish complete means that the changes have been shared with the recipient.
Approval requiredstatus means that you are sending data where changes have been made that affect products that are not part of what you are currently publishing.
Click onReview publication.Hereyou can see the products that will be further shared.
If you agree, clickApprove and publish. Alternatively, clickCloseand nothing will be published.
We recommend taking a systematic approach and publishing your data customer by customer - especially if you have many products and recipients.
For example, we could have products for Rema 1000, Coop and Salling. Go through all products (GTINs) and add the correct recipient. Under "Sharing" we therefore filter on Recipients and select, for example, Rema 1000 first. Select all products with the given recipient and click Publish.
In this first release of the system, it is not possible to see the details of the publication in the "Publications" tab. Therefore, we recommend instead to note the time of the publication with a description of content and recipient - for example, all PL products for Rema 1000 - in a separate Excel sheet or other note format. This way you help yourself to keep an overview.
We are working on improving data sharing in an upcoming release to give you a better overview of your data sharing activities.
Worth knowing
Canproducts be shipped multiple times? For an unchanged product with unchanged packaging data to the same customer, the publication will be canceled by the system and not published to the recipient.
Corrections and changes to data must be published before they take effect. Data is not automatically synchronized with your recipients.
If you change any packaging that is used by multiple products, remember to publish all the products that use the changed packaging. The system will give a warning about this.
Best practice:
Make the configuration part of the master data creation: Create product, create packaging data, perform environmental grading and if you don't subscribe to GS1Trade Sync; who should receive the product? Next, it is a separate workflow to decide when this data should be published.
Alternatively, the following may be a beneficial process for you: Go to each GTIN and (only if you do not subscribe to GS1Trade Sync) select data recipients under "Share settings", complete process for all desired products, under "Sharing" select all included products and send out.
Watch an introduction to data sharing in the system here
