How do I prepare and name shipping label files for import?

📖 Overview

This guide explains how to prepare shipping label files before importing them into the DigitBridge 3PL Client Portal. Proper file formatting and naming are essential to ensure that shipping labels are successfully processed and correctly attached to the corresponding sales orders.

🎯 Purpose

The Import Shipping Label functionality enables 3PL clients to:

Upload shipping labels in bulk for existing sales orders
Attach shipping documentation directly to those orders
Track label import and attachment status

To ensure successful processing, all label files must be correctly formatted and named before upload.

⚠️ Critical prerequisite

🚨 IMPORTANT: Sales Orders must already exist in the system before importing shipping labels.

Importing labels for orders that do not exist will result in import errors and processing failures.

📋 Prerequisites

Before starting the shipping label import process, make sure you have:
✅ Access to the DigitBridge 3PL Client Portal
✅ Existing Sales Orders in the system
✅ Shipping label files in a supported format (.zip or .pdf)
✅ Authentication credentials
✅ Customer S/O numbers that exactly match the orders already in the system

📄 Supported file formats

The system supports the following formats for shipping label import:

Format	Description
.zip	A compressed file containing multiple shipping label PDFs
.pdf	A single shipping label document

Tip: Use .zip files for larger batches of labels and .pdf for individual uploads.

📝 File naming convention

🚨 CRITICAL: Shipping label files must follow the proper naming convention for successful processing.
Files that do not match this format will fail to import.

Required format:

OrderNumber-Carton.pdf

Example:

PO_481013459-1of1.pdf

Naming rules

📋 Use the exact Order Number (matching the S/O number in DigitBridge)
📦 Include the Carton designation (e.g., 1of1, 2of3, etc.)
📄 Use the .pdf file extension
➖ Separate the Order Number and Carton designation with a hyphen (-)

Additional examples

Example File Name	Meaning
`PO_481013459-1of2.pdf`	First carton of two
`PO_481013459-2of2.pdf`	Second carton of two
`PO_481018783-1of1.pdf`	Single-carton shipment

⚠️ Common mistakes to avoid

Problem	Cause	Solution
❌ Import fails with “No S/O found”	File name does not match an existing order	Verify the Sales Order number before import
❌ File not processed	Missing or incorrect file extension	Ensure `.pdf` is included
❌ Carton number missing	Naming convention incomplete	Include carton designation (e.g., `1of2`, `1of1`)
❌ Import skipped	Incorrect separator used	Use a hyphen `-` between order number and carton

🟢 Best practices

Verify that Sales Orders exist before importing any labels
Use exact, case-sensitive Order Numbers from the system
Double-check carton counts and numbering before upload
Keep filenames short, consistent, and properly formatted
Test with a small batch of labels before uploading all at once

📋 Summary

Step	Action	Why It Matters
1	Confirm all S/Os exist	Prevent “No S/O found” errors
2	Check file format (.zip or .pdf)	Ensure system compatibility
3	Apply correct naming convention	Enable label-to-order matching
4	Verify all labels are readable	Maintain data integrity