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

Shipment-related Actions:

• Shipping to a Single Address (Console)
• Bulk Upload: Shipping to Multiple Addresses
• Shipping Request Via API
• Downloading the CSV File of Shipment Requests
• Notifying End-Users of Shipment and Delivery

Viewing Shipments

On the Shipments tab, you can sort on the Channel partner name, the Date, the Recipient email, the Delivery, Type, Status, Ship date, and Delivery date columns. To view all the details for a given request, including the email address of the person who made the request and the status of the request, click on the ID of the request.

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. Channel partner name:  All purchase orders (POs) show the channel partner name, which can even be Yubico itself.. Date:Date on which the shipment request was made. Shipment address:  The address to which the shipment was or will be sent. Recipient email:  Emails are sent automatically to the recipient about the shipment status: sent out, in transit, etc. Delivery:Normal or Expedited (rush) Type:How the shipping request was created, Manual or Automated (these terms are explained in Shipments: Overview above). 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. Tracking:To see where a shipment has got to, click its tracking number to go to the site of the shipper. Ship date:Date on which the shipment was despatched. Delivery date:Date on which the shipment arrived at its destination.

Search

The Search term field on the upper left of the Shipments tab enables you to locate any element in a shipping request, even partial words or numbers. Clear filter refreshes the search functionality.

A list of shipments filtered by your parameters is displayed.

To return to viewing the list of search results after clicking into one of the list items, click Go back. The list remains available even after refreshing the browser window while on a page of search results.

To begin again with new search parameters, reset the search by clicking Clear filter.

Advanced Search

Advanced search enables you to enter any specific parameters as shown in the screenshot below. On the Shipments tab, click Advanced search. Enter search terms in the fields you would like to filter for. If applicable, click the corresponding Exact match checkbox(es). Finally, click Search.

Advanced search

Shipment Request Status

To find out whether individual shipment requests have been processed, have been delivered, the prices, the inventory from which they came, etc., either:

• 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.

The screenshot below shows one of the most common errors: the recipient’s company name is missing, and in the cases where this error appears, there are multiple companies at the address given. No costs are displayed because nothing was shipped.

Shipment Request ID Popup

The delivery shipping costs are covered in Shipping.

Note

Sometimes the information on the shipment request ID popup is so voluminous that to dismiss the popup, you need to 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 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:

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.

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.

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