☝️ Note: you may want to read up on the basics of sharing here.
With the vast amount of information circulating on our computers and in the expansive "Cloud," having a "reference" to anchor this data is essential. This is why Cargosnap places such importance on the Reference, making it integral to our operations. We also ensure compatibility with the references you are accustomed to using.
However, when you share a file with another company, that lovely Reference may become confusing. Because: it's your reference, after all. But not your Customer's. Right?
A customer might use their Purchase Order or Delivery Number to access the same content that your company documented under your reference. When they need this information, they would likely prefer to use their own reference to look for it.
The "Customer Reference" in a share is a field exactly designed for that! Because often times, you know the Customer Reference, so let's make their lives a bit easier and use that one, right?!
Let's take a look at how that works, shall we?!
Imagine that you -WarehouseCo- have a customer -ShipCo- who list their reference on all their order documents. Maybe even as a barcode (how kind of them!).
In that case, just 3 simple steps will get you to fully use this solution.
Step 1: use a workflow to "capture" the Customer Reference;
Step 2: set up your team's default sharing settings to use the Customer Reference field in the shares;
Step 3: Share!
Let's delve into them a bit:
Step 1: use a workflow to "capture" the Customer Reference
In "Workflows" create or edit one of your workflows where you 'touch' the customer reference. If this customer reference is available in a barcode, you can set the barcode scanner step, mapping to a (new/existing) field with a name like "Customer Reference" (or whatever suits the scenario):
Step 2: set up your team's default sharing settings to use the Customer Reference field in the shares
Navigate to the Teams page and select the team for which you wish to configure the default customer reference. Here, you'll find the Default sharing settings, allowing you to choose the field (as defined in your workflow) that will be sent to your customer as their reference for the file.
Step 3: Share!
In the previous step, you can notice that the file was shared and the Customer Reference field was already filled in. This was accomplished by using the data (field) gathered in the workflow set up on the first step. With the file now shared with the customer, let's explore how it is presented to the Customer/recipient:
As you can see, the customer may now use their own reference to search for the file they want to consult from the list of files you have shared with them.
☝️ Note: Your reference will still be available for your customer/recipient to see and search on it.
💡 Advanced: Want to make it extra cool and customized? Combine your customer reference knowledge from this article to the possibility to define the subject line of your sharing e-mails (read more) and have the customer reference directly mentioned on the e-mail subject line!