Create Entries

You can register the arrival of packages intended for users or departments within your organisation; shipments may come from individuals, companies, or external entities. GIO 2 will display a form to record the relevant information and activate the Mailroom Assistant, which will provide personalised guidance according to the shipping rules defined for your organisation.

Initial Considerations

To register a new shipment, the Client Administrator must have configured the shipping rules for entries. If these rules are not set, a warning will appear and you will not be able to register the new shipment.

To create a new entry:

1. On the main screen of GIO 2, in the Mailroom module, under the Physical Shipments menu, select the option New shipment > New entry

2. The shipment registration form will be displayed, and a Mailroom Assistant will automatically appear, providing recommendations to guide you through the process, changing dynamically based on each record and taking into account the shipping rules configuration. Next, complete the form fields:

Choose the relevant information for the General Data of the shipment:

• QR Code: Scan or enter the QR code associated with the shipment.       

• Type of shipment: Choose the type of package to register.

• Number of Packages: Indicate the number of physical units that make up the shipment. This number must match the items received by the Back Office.

• Carrier: Enter the name of the carrier company delivering the package.

• Delivery note number: Enter the reference number of the delivery note associated with the shipment. This number is necessary to identify the document supporting the package entry.

Complete the information corresponding to the Delivery Data of the shipment:

• Recipient: Select the department or person within the organisation to whom the shipment is addressed. When selecting both the type of shipment and the recipient, the Mailroom Assistant will automatically display information about the Delivery Format and the Location where the package should be delivered.

• If desired, you can delete the selected recipient by clicking the Delete icon .
• You can search for the recipient by selecting them from the list, entering information in the Recipient field or using the Advanced Search option.

Enter the information corresponding to the Sender Data of the shipment:

• Sender: Enter the name of the organisation sending the shipment.

• Person: Indicate the name of the individual sender of the shipment.
• Address: Specify the sender's address.

Enter any Observations or other relevant information about the shipment:

Attach Images of the shipment; you may add up to five (5) images related to the delivery, which will serve as visual support for identification or traceability.

3. The content of the Mailroom Assistant will update dynamically according to the data entered and the defined shipping rules. Below are some examples of the information displayed:

• If the shipping rule configuration for the shipment type requires document digitisation, the system will inform that the shipment must be digitised. It will also display the corresponding personal or departmental folder to associate the digital shipment, along with a message indicating the need to enter the assigned QR Code.

• If it is detected that the recipient's delivery point belongs to a building not managed by the operative registering the shipment, the system will display an informational message to the Back Office user indicating that the shipment must be redirected.

4. Once you have completed the shipment fields, click the Create button to confirm the shipment registration.

5. If you want to register the current shipment and continue registering a new shipment, press the Create and add another button.

6. To cancel the shipment creation, press the Cancel button.

Advanced recipient search

You can access the Advanced Search by selecting the corresponding option within the Recipient field. This functionality will allow you to locate specific recipients using additional filters.

 

Upon accessing the Advanced Search, a pop-up window will open with the list of recipients. From there, you can select a specific entry or apply filters to facilitate finding the desired recipient.

 

Once you find the recipient, tick the box corresponding to the record and click the Select button to confirm your choice.

The selected data will appear in the Recipient field, and you may continue with the shipment registration.

⚠️ Additional considerations

• The shipment status will be assigned automatically according to the defined workflow for managing incoming shipments.

• The new shipment will be displayed on the main screen of GIO 2, within the corresponding TAG, according to the configuration defined for the shipment type and assigned status.

• An inactive operative does not allow management of the shipments assigned to them. Back Office users will not be able to perform any operations on such shipments while the operative remains inactive.