Uploading data

In Routing workspace, you can upload routes to Track & Trace in the following two ways:

• Export the results of a planning task if you create routes using the Planning service.
• Import data from an Excel file if you set the order delivery sequence yourself.

Preparing data

To upload routes to Track & Trace successfully, you should know the following:

• How you want couriers to receive information about routes and send their coordinates.
• If the courier needs to call the recipient.
• Which depots will be included in the routes in Track & Trace.

Mobile apps or GPS trackers

To get information about their route and share their location, couriers can use a GPS tracker or the Yandex Courier app.

GPS trackers

Yandex Courier

1. Ask your GPS tracker provider to add data relay to the Yandex server.
2. Get GPS tracker numbers from your provider.
3. In the Planning file, open the Vehicles sheet and add a Number of the GPS tracker (IMEI) column.
4. In the Number of the GPS tracker column, enter the numbers you received.

You can edit the GPS tracker number in the file and the Planning interface.

1. In the Planning file, open the Vehicles sheet and add a Courier ID column.
2. Enter a unique username for each courier.

You can edit the courier's username in the file and in the Planning interface.

If you enter the courier's phone number in +1хххххххххх format in the Courier ID and Courier phone fields, they won't have to enter their username to log in to Yandex Courier.

Note

For phone numbers with the + symbol to be uploaded to Track & Trace correctly, enter the ' (single quote) symbol before the plus.

Clients' mobile phone numbers

Before departing for a delivery, the courier may need to confirm the customer's availability or notify them of any delays and arrange a new delivery time.

To allow the courier to contact customers by phone, provide the customers' phone numbers. There are two ways to do this:

• Specify the customers' phone numbers on the Orders sheet. This will make the Call button appear in the Yandex Courier app.

• On the Orders sheet, specify the customer's phone number in the order comments in the format:
  <a href="tel:<phone number>">Call</a>. This will make the Call button appear in the Logistics coordinator's note field.

Depot

Alert

To upload a route to Track & Trace successfully, be sure to specify the depot in the company settings and the Planning file (task).

1. Specify the depot number:
   • In the Planning file on the Depot sheet in the Depot number column.
   • In the Planning task on the Depots tab.
2. Upload the planning file or fill in the data in the interface and run planning.

Manual route configuration

Alert

Make sure routes are created for all orders specified on the Orders sheet. Otherwise, the system returns an error when importing data. See an example of a route file that's filled out correctly.

If you set the order delivery sequence yourself, add several more settings in the planning file:

1. Go to the Routes sheet and fill out the following columns:
   • Vehicle ID
   • Shift
   • Order number
2. Match the order number with the Vehicle ID and the Shift during which the courier delivers the order.
3. Set the order delivery sequence.

Exporting to Track & Trace

Once you've planned and edited the routes, export them to Track & Trace for tracking.

The date may be automatically added to the order number when exporting planning results to Track & Trace. This happens when the new order number matches the one that already exists in Track & Trace.

For example, if Track & Trace already has an order with number Order 1, the card of the new order will have the number Order 1 YYYY-MM-DD.

Importing from Excel

Import manually created routes to Track & Trace:

1. In the left menu of Routing workspace, select Track & Trace → Dashboard.

2. In the upper-right corner, click Import → Routes. The import interface opens.

3. In the upper-left corner, click Upload file and upload the necessary file from your computer.

4. Check the system notifications on all tabs and correct the data if necessary.

   If the order numbers are duplicated, the system will suggest solutions. If you select Keep duplicates and rename numbers in the new route, the duplicate orders will be renamed. The planning date in the YYYY-MM-DD format will be added to their name.

5. Go to the Settings tab:

   • Select the date when couriers must perform these routes.
   • Select the necessary order status.

6. In the lower-left corner, click Import.

7. You can see the planned routes in the Dashboard section.

Filling in Excel files

Orders sheet

Orders by all routes.

Field	Description
id	Order number in your system. The value must be unique for the entire sheet. The maximum length is 80 characters.
point.lat	Order location latitude.
point.lon	Order location longitude.
title	Location name/Client name. Displayed in the app. For example, Red Rose or John Doe. The maximum length is 1023 characters.
address	Address of the location. Displayed in the app. The maximum length is 1023 characters.
phone	Phone number to which an SMS notification of the courier's arrival will be sent. If there are multiple numbers separated by commas, the Yandex Courier app lets the courier select one of them. No SMS notification is sent in this case. The maximum length is 80 characters. You can leave this field empty.
time_window	Delivery time window. All routes are uploaded as of the shipment date. For example, the shipment date is May 1. If the delivery window is May 2 from 9:00 to 10:00, specify the window in 1.9:00–1.10:00 format, and if the delivery is scheduled for May 3, in 2.9:00–2.10:00 format, and so on.
shared_service_duration_s	Handling time at location, sec. Time for document delivery or parking. It affects the time when the delivery status is registered.
service_duration_s	Order handling time, sec. Time for order delivery.
shipment_size.weight_kg	Order weight, kg.
comments	Comment on the order. There is no limit on the maximum length.
shared_with_company_ids	IDs of the companies that have access to the order. Learn more
shared_with_company_numbers	Other names (synonyms) of the companies that have access to the order. Learn more
customer_number	External customer number of the order.

Vehicles sheet

Vehicle parameters.

Field	Description
id	Username for accessing the mobile app. A username can be the courier's ID or phone number, the vehicle's license plate, or other means of identification. The maximum length is 80 characters.
ref	Vehicle number or any other unique identifier of the vehicle. Displayed in the interface. The maximum length is 255 characters.
imei	GPS tracker number (if available). Accepts a value from 1 to 9223372036854775807.
phone	Courier phone number (if available). The maximum length is 80 characters.
depot_id	ID of the depot (the id column on the Depot sheet).
shifts.0.time_window	Start and end time of the shift. Tracking starts after the shift start time. For more information, see Route tracking.
shifts.1.time_window	If the vehicles don't make second runs on the current day, this field can be left empty. If they do, specify the time window for the second run.

Depot sheet

Depot parameters. If there are multiple depots, fill in a separate row for each depot.

Field	Description
id	Depot number. The maximum length is 80 characters.
ref	Additional depot ID. The maximum length is 1023 characters.
title	Depot name. The maximum length is 1023 characters.
point.lat	Depot latitude.
point.lon	Depot longitude.
address	Depot address. The maximum length is 1023 characters.
time_window	Depot working hours. Does not affect tracking. You can specify 00:00–23:59.

Routes sheet

A binding between orders and vehicles.

Field	Description
vehicle_id	Vehicle ID (the id column on the Vehicles sheet). The maximum length is 80 characters.
shift_index	Shift number. If the vehicles don't make second runs on the current day, set 0.
location_id	Order number (the id column on the Orders sheet). The maximum length is 80 characters.
route_number	Route ID. Used if a customer has their own unique route_number that they want to identify routes by. For the route number in Track & Trace to match the route_number, specify one or multiple shifts shifts.N.time_window on the Vehicles sheet.

Working with duplicates

Duplicates are orders with duplicate numbers.

If there are duplicates in the route that you import from Excel, Track & Trace will warn you about this. Notifications and possible actions will be shown in the Import routes window on the Orders tab .

To import data, select one of the following actions:

Keep duplicates and rename numbers in the new route

Duplicate orders are renamed so that the route date is added to the duplicate number.

Example

You need to import a route for July 1 where Order 1224047488 is a duplicate of the order from the route for June 30.

Once imported with the Keep duplicates and rename numbers in the new route condition, the order from the June 30 route still has the number Order 1224047488, while the number of the order from the July 1 route is changed to Order 1224047488 2021-07-01.

Keep duplicates in the new route only

A duplicate is moved from the old route to the new one.

Example

You need to import a route for July 1 where Order 1224047488 is a duplicate of the order from the route for June 30.

Once imported with the Keep duplicates in the new route only condition, the order with the number Order 1224047488 from the June 30 route is deleted, while its duplicate remains in the July 1 route with the number unchanged.

Leave unchanged

This option means that the system doesn't perform any actions with duplicates.

If you try to import a route immediately after selecting this option, Track & Trace returns an error saying "Couldn't send imported data". First, replace duplicate orders on the Orders tab.

To avoid this error, manually delete the duplicate from Track & Trace before importing the route:

1. Right-click on the row with the duplicate.

2. Click Delete row.

   

3. Go to the Routes tab.

4. In the route table, delete the row with the duplicate.

5. Click Import.

If you changed your mind and want to undo an action, click Cancel. You'll return to choosing an action with duplicates again.

Order statuses when uploading routes

When uploading routes to Track & Trace, you need to select a status for newly created orders.

Status	When it's assigned	Buttons in the Yandex Courier app
Not approved	If the courier needs to call the recipient before going to the delivery address.	The Optimize route and Confirm order delivery buttons are only available after a call is made.
Approved	If there is no need to make a call before delivering the order.	All buttons are available at once.

Uploading additional routes

You can upload routes for a date that already has planned orders (for example, in case of additional planning).

When you add new routes for a day for which they already exist, you receive a warning:

• When exporting data from Planning: In the export to Track & Trace window.
• In the import interface: On the Routes tab.

Then you need to choose the appropriate action.

Option	Action
Only add new routes	All old routes remain intact and new ones are uploaded. Limitation This option can be used when the routes you are uploading do not include any orders whose IDs are already present in Track & Trace.
Replace all	All old routes are deleted and new ones are added.
Replace all except routes in progress	Only routes that have not been started yet are deleted. New routes are uploaded.

Troubleshooting

Most often, when exporting or importing data, the system warns you about issues related to order IDs or depot numbers. You can resolve these issues both in the Planning file and the interface.

Below is a table with their possible reasons and ways to resolve them.

Issue	Possible cause	Solution
Order with ID <order_id> is already in Track & Trace	Identical order numbers. Orders have not been completed on the current day and have been uploaded again to be used when planning routes for the next day.	In the Export solution window, click Duplicate repeat orders. These orders will have their numbers changed automatically, with the route date added at the end of <order_id>.
Depot with number <depot_id> not found	The depot isn't added in Routing workspace. Incorrect depot number is given in the Planning file on the Depot sheet.	Add the depot and specify its number in the Planning file or the interface (if the depot is not added). Edit the depot number in the Planning file or the interface (if the depot number is incorrect).

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