Shipments: Overview

Manage shipments from your inventory of purchased products on the Shipments tab. Even if not all your products are being shipped through YubiEnterprise Delivery, you can track shipment requests without regard to the manner in which those shipments are processed by Yubico. Shipments that are processed through YubiEnterprise Delivery (Console, API, or CSV) are considered “Automatic”, whereas the shipments created by Yubico or a channel partner at your request (e.g., by telephone) are considered “Manual”. Any given shipment request displayed on the Console’s Shipments tab will show which kind of shipment it is in the Type column.

Org Owners and Admins can request (create) shipments and edit the requests if the shipment is of the Automated type and has not yet been processed. The Status column shows the Shipment Request Status.

Shipments Tab

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Actions

From the Actions menu on the Shipments tab (next to the Create shipment request button), you can select from a number of options:

Viewing Shipments

On the Shipments tab, you can sort on all the column headings using different criteria. To view all the details for a given request, including the email address of the person who made the request, click on the ID of the request.

Shipments Tab Table Controls

Columns

To determine which columns will be shown and/or to hide or show them, click on COLUMNS in blue, below the Search field.

Columns Parameters

_images/shipment-columns.png

Filters

To determine which filters will be used, click on FILTERS in blue, below the Search field. The number on the Filters icon indicates the quantity of filters that have been set; in the case illustrated, just one: “Recipient name” contains the Bart Simpson value.

_images/shipment-filters.png

Density

To determine how the information on the Shipments tab will be shown, click on DENSITY in blue, below the Search field to select from the Compact, Standard, or Comfortable options.

_images/shipment-density.png

Column Headings - Shipments Tab

ID To view the details of a particular shipment request, click its ID to display it as a popup. To view an example of the details of a shipment request, see Shipment Request Status below. The options for the ID column are:

  • Filter
  • Hide column
  • Manage columns

Date Date on which the shipment request was made. The options for the Date column are:

  • Sort by ASC
  • Sort by DESC
  • Filter
  • Hide column
  • Manage columns

Shipment address The address to which the shipment was or will be sent. The options for the Shipment address column are:

  • Filter
  • Hide column
  • Manage columns

Recipient email Emails are sent automatically to the recipient about the shipment status: sent out, in transit, etc. The options for the Recipient email column are:

  • Sort by ASC
  • Sort by DESC
  • Filter
  • Hide column
  • Manage columns

Delivery Normal or Expedited (rush). The options for the Delivery column are:

  • Sort by ASC
  • Sort by DESC
  • Hide column
  • Manage columns

Type How the shipping request was created, Manual or Automated (these terms are explained in Shipments: Overview above). The options for the Type column are:

  • Sort by ASC
  • Sort by DESC
  • Filter
  • Hide column
  • Manage columns

Status For a list of the different statuses and their meanings, see the shipment_state_message column on the far right of Shipping Status Codes. The options for the Status column are:

  • Sort by DESC
  • Unsort
  • Filter
  • Hide column
  • Manage columns

Tracking To see where a shipment has got to, click its tracking number to go to the site of the shipper. The options for the Tracking column are:

  • Filter
  • Hide column
  • Manage columns

Ship date Date on which the shipment was despatched. The options for the Ship date column are:

  • Sort by ASC
  • Sort by DESC
  • Filter
  • Hide column
  • Manage columns

Delivery date Date on which the shipment arrived at its destination. The options for the Delivery date column are:

  • Sort by ASC
  • Sort by DESC
  • Filter
  • Hide column
  • Manage columns

Channel partner All purchase orders (POs) show the channel partner name, which can even be Yubico itself. The options for the Channel partner column are:

  • Sort by ASC
  • Sort by DESC
  • Hide column
  • Manage columns

Shipment Request Status

The shipment request Status indicates whether individual shipment requests have been processed, have been delivered, the prices, the inventory from which they came, etc. In cases where errors have occurred, do the following to get more information:

  • Click the shipment request ID in the ID column on the Shipments tab
  • Click the shipment request ID in the Recent Shipments section of the Dashboard.

Shipment Request ID Popup Example In the case below, YubiEnterprise Console Support can assist the customer to top up their shipping credit from 805 (appropriate unit of currency) to at least 1000 (appropriate unit of currency).

_images/shipment-request-id-popup-2.png

The delivery shipping costs are covered in Shipping.

To dismiss the popup, click the Go back button or hit the Escape key.

Downloading the CSV File of Shipment Requests

Organization owners, admins, and auditors can download a record of the shipment requests that have been made (the information on the Shipments tab) as a CSV file by clicking the Download CSV button next to the Shipment request button on the Shipments tab. There are two options:

  • The entire contents can be downloaded - i.e., all the rows in the table, even if there are multiple pages.
  • Search results. If a search term is entered into the Search field, the rows containing the search term will be downloaded as a CSV file.

To download the shipments table as a CSV file,

  • To get the whole table, ensure you are on the main page and not just a popup for a single shipment, ensure that the Search field is empty, and click Download CSV.
  • To get only those rows of the table that contain a particular word or partial word, enter your search term into the Search field, and click Download CSV:
_images/download-shipments-csv.png

Column Headings in the Shipment Requests Table (Download CSV)

The Shipment Requests table downloaded as a CSV file combines the information in the shipment ID popup with what is shown on the Shipments tab plus additional information. The column headings are listed below.

Note

Although all currency amounts displayed by the system are in US dollars, contracts, purchase orders, and invoices, etc. use the currency applicable to the parties involved.

  • A - shipment_id - The unique identifier assigned by YubiEnterprise Delivery to every shipment request

  • B - shipment_request_date - month/day/year

  • C - shipment_update_date - month/day/year

  • D - organization_name - Name of the customer organization on behalf of which the shipment request was made (typically the same throughout the file)

  • E - channelpartner_id - Identifier of the distributor (Yubico’s channel partner) - this is 1 if it was a direct sale by Yubico

  • F - user_email - The email address of the YubiEnterprise Delivery user who made the shipment request

  • G - country_code_2 - Two-letter country code provided in available_countries.csv

  • H - inventory_type - Depends on items entered in customer PO; e.g.,

    • Standard Inventory Keys,
    • Subscription Initial Stock,
    • Subscription Buffer Stock,
    • Subscription Replacement Stock,
    • Tier Perpetual Key,
    • YubiKey Shipment,
    • YubiKey Tier SKU Shipment

  • I - is_delivered - TRUE or FALSE

  • J - is_shipped - TRUE or FALSE

  • K - shipped date - month/day/year - Date of shipping

  • L - delivered_date - month/day/year - Date of delivery

  • M - tracking_number - Tracking number assigned by fulfillment agency

  • N - recipient_company - Name of recipient’s company

  • O - recipient_email - Recipient’s email address

  • P - recipient_firstname - First name of recipient

  • Q - recipient_lastname - Last name of recipient

  • R - recipient_telephone - Recipient’s telephone number

  • S - street_line1 - First line of street address

  • T - street_line2 - Second line of street address

  • U - street_line3 - Third line of street address

  • V - city - Name of village, town, or city

  • W - region - Name or region, state, or province

  • X - postal_code Postal code, post code, zip code

  • Y - shipment_type - Automated (entered into the YubiEnterprise system by you) or Manual (entered into the system by Yubico)

  • Z - delivery_type Normal or Expedited

  • AA - shipment_state_code - see Shipping Status Codes

  • AB - shipment_state_id - see Shipping Status Codes

  • AC - shipment_state_message - see Shipping Status Codes

  • AD - shipment_summary_description - Total number of keys plus number of each type, e.g., Total Keys: 2 yk5c:1, sky2:1 means two keys were shipped, one a YubiKey 5C and one a Security Key 2

  • AE - shipment_product_cost - Cost of product alone, without tax, VAT, or shipping

  • AF - shipment_product_taxes - Cell is populated if products are shipped to location where sales tax is applicable. Amount of sales tax levied on product

  • AG - shipment_product_vat - Cell is populated if products are shipped to location where VAT is applicable. Amount of VAT levied on product

  • AH - shipping_service_cost - Cost of shipping

  • AI - shipping_service_taxes - Cell is populated if products are shipped to location where sales tax is applicable. Amount of sales tax levied on shipping

  • AJ - shipping_service_vat - Cell is populated if products are shipped to location where VAT is applicable. Amount of VAT levied on shipping

  • AK - total_shipment_product_cost - Cost of product(s) with tax or VAT; does not include shipping costs or tax or VAT on them

  • AL - total_shipment_tax_cost - Cell is populated if products are shipped to location where sales tax is applicable. Total sales taxes levied on product(s) plus shipping costs

  • AM - total_shipping_service_cost - Total shipping costs including taxes or VAT levied on them

  • AN - total_keys_shipped - Total number of products shipped

  • AO - purchaseorder_numbers - If multiple POs were drawn on for a single request, they are separated by a pipe, e.g., PQR_123|PO-0721a

  • AP - channel_partner_name - Name of the distributor from whom you purchased, i.e., Yubico’s channel partner, whose ID is given in column E.

Notifying End-Users of Shipment and Delivery

The YubiEnterprise Delivery system automatically notifies recipients by email when products are sent to them (see the SHIPPED template below) and when they are delivered (see the DELIVERED template below) .

If there is a problem with delivery, the system automatically sends an email notification to the person who made the shipping request (see the DELIVERY EXCEPTIONS template below).

The variables in angle brackets in the templates below are automatically replaced.

SHIPPED

Subject: YubiKeys shipped!
To: <Email address of recipient provided in shipping request>

Hello, <Name of recipient, or if absent, company name>
Your YubiKeys have been shipped. If you have any questions,
please reach out to your company administrator.

<Custom text, if any>

YubiKeys Shipped:
<Type of YubiKey> <Quantity>
Delivered To: <Name and address of recipient>
<Name of Carrier> Tracking Number: <TrackingNumber>

Sincerely,
Your YubiEnterprise Delivery Service Team
This is an automatically generated message from Yubico.
Replies are not monitored or answered.

DELIVERED

Subject: YubiKeys Delivered!
To: <Email address of recipient provided in shipping request>

Hello, <Name of recipient, or if absent, company name>
Your YubiKeys have been delivered. If you have any questions,
please reach out to your company administrator.

<Custom text, if any>

YubiKeys Delivered:
<Type of YubiKey> <Quantity>
Delivered To: <Name and address of recipient>
<Name of Carrier> Tracking Number: <TrackingNumber>

Sincerely,
Your YubiEnterprise Delivery Service Team
This is an automatically generated message from Yubico.
Replies are not monitored or answered.

DELIVERY EXCEPTIONS

Subject: YubiKeys Delivery Exceptions!
To: <Email address of end-user, intended recipient>

Hello <Name of end-user>

Your Shipment request for YubiKeys has delivery exceptions.
Please reach out to your company administrator. You can also
reach out to us at YubiEnterprise Support
<https://www.yubico.com/products/yubienterprise/contact-support/>

<Custom text, if any>

Delivery Details:
<Type of YubiKey> <Quantity>

Deliver To:
<Address of intended recipient>
<Name of Carrier> Tracking Number: <TrackingNumber>

<Error text>

Sincerely,
Your YubiEnterprise Delivery Service Team

This is an automatically generated message from Yubico.
Replies are not monitored or answered.

Customizing the Automated Emails

One of the primary reasons for customizing the automated emails is when you do not need your end-users to reach out directly to Yubico if they have questions. Usually it is desirable for end-users to contact your own organization’s IT department if they have issues understanding how YubiKeys fit into your organization’s services access model.

These standard emails can be customized by adding text to the existing standard email templates. Note that the SHIPPED and DELIVERED emails are sent to every recipient, so customization is not suitable for sending an individual greeting.

Note

If you make a mistake in the HTML code when customizing the template, you can click the Restore button to return to the default. However, if your HTML is correct and you click Update, you can no longer click Restore. For this reason, consider making a copy of the default template before you customize it.

Step 1:

On the Settings page, go to the Email tab and select the template to be customized: SHIPPED, DELIVERED, or DELIVERY EXCEPTIONS.

_images/send-sample-customized-email-2.png
Step 2:

Insert the text into the template. It can accept any valid HTML, including scripts. Web and email links can be inserted as HTML link elements. Put the link target in the href attribute, and put the display text for the link between the angle brackets. For example:

Please visit <a href="https://yubico.com">Yubico's webpage</a> for more information, or
email <a href="mailto:someone@yourcompany.com">someone@yourcompany.com</a>.
Step 3:

Your HTML code is validated as you type. If your code is correct, a green banner announcing its correctness appears, and you can continue editing or click Update. However, once you click Update, the Restore button is deactivated.

If the HTML is wrong, a red banner describing the errors appears, and you can correct it and click Update once the red banner disappears, or click Restore.
Step 4:

To view the customized email just created, click Send Sample.

To file a support ticket for YubiEnterprise Delivery, click Support.