Mass Lane Upload in PDF

1. Mass Lane Upload
2. How It Works
3. Draft Lanes & Confirmation Flow
4. How Validaide builds lanes from your PDF

Mass Lane Upload

With Mass Lane Upload, Freight Forwarders and Pharmaceutical Manufacturers can upload a PDF, and Validaide will automatically build the lanes for them.

This feature is available as a paid add-on module for Pharmaceutical Manufacturers and Freight Forwarders.

Access to the Feature

• For Pharmaceutical Manufacturers:
  Pharmaceutical Manufacturers interested in this module can connect directly with our sales team by clicking the “Upload Hub” and selecting the “Upgrade” button.

• For Freight Forwarders:
  Freight Forwarders interested in this module can contact their designated Customer Success Manager or our support team to request access.

How It Works

Editors and Tenant Administrators can upload up to 50 PDF files at once (max. 10 MB per file).
Once uploaded, the system processes each PDF and automatically creates a Draft lane based on the detected information.

The system:

• Extracts transport steps (flight, road, ocean, warehouse, etc.)
• Identifies carriers and locations
• Adds durations where available
• Applies packaging rules
• Handles transfers according to Validaide logic

If required information is missing (e.g., no carrier, no duration, no matching flight), the corresponding step will not be created.

Draft Lanes & Confirmation Flow

All lanes created via Mass Lane Upload are assigned the new status: Draft.

If the module is enabled, Draft lanes appear in a new tab in the lane overview called Uploaded Lanes.

Draft lanes:

• Do not appear in dashboards
• Are not included in counts or exports
• Cannot be added to workflows
• Can be filtered by lane name
• Can be deleted 
• Do not support copy, download, or refresh actions

When opening a draft lane, users see a message: 

“This lane was generated from {{pdfName}} and is pending Customer Success confirmation before moving to the default lane view.”

The Validaide Customer Success Team reviews each uploaded lane to ensure accuracy.

Once confirmed:

• The lane moves from Uploaded Lanes to All Lanes
• The action is recorded in the audit trail and audit log
• The lane behaves like any standard lane

If the lane was uploaded by a Manufacturer and a Forwarder is known, the lane is created in the Forwarder environment. In that case, only the Forwarder can edit it.

Viewers and Editors can view Draft lanes, but only Tenant Administrators can confirm them.

Tenant Administrators can move a lane from Draft → No Workflow using the Confirm Lane Creation button.

Upload Hub

All uploaded files are visible in the new Upload Hub.

Users can see:

• File name
• File size
• Upload date & UTC time
• File type (PDF)
• Uploader name & email
• Upload status (In Progress / Error / Complete)

How Validaide builds lanes from your PDF

1. Missing Location Handling

Point Start / Point Finish

• The system selects the correct location when available.

• If the location is not found, the provided address is added instead.

• If a location cannot be determined, the step is not added.

Lane Steps - Location Logic

For lane steps, the system determines the correct location using:

• Company location

• Supplier locations

• Locations not currently included in the supplier list

• Name search (when applicable)

If a valid location cannot be identified, the step is not created.

2. Missing Company Handling

• If a company is not found, the company name is displayed in the lane step.

• The system does not automatically create a new company.

3. Lane Step Capabilities & Default View

When Location Exists

• The default view is applied according to Validaide’s existing logic.

• Packaging type is determined based on the PDF:

  • If no packaging type is specified in the PDF → default to Non-insulated.

  • If the PDF only contains the word “Passive” → set to Passive Insulation.

When Company Exists

• The default view is applied according to Validaide’s existing logic.

4. Flight Steps

When creating flight steps, the system:

1. Checks:

   • Origin

   • Destination

   • Duration (with a ±60-minute buffer)

2. Attempts to find matching flights in Validaide.

3. If matching flights are found:

   • All matching flight codes are added to the flight step.

Flight Creation Rules

A flight step will not be created if:

• The carrier is not provided.

• No matching flights are found.

• Duration is missing.

Transfers are handled according to Validaide’s existing transfer logic.

5. Road Steps

For road transport:

• The forwarder is added as the carrier.

• Duration is added.

• Company locations are added if found.

• Transfers are handled according to Validaide’s existing logic.

6. Ocean Steps

• If no carrier is provided, the ocean step is not created.

• Transfers are handled according to Validaide’s existing logic.

7. Point Start

• The correct location is selected if available.

• If not found, the provided address is added.

• The step is only added if the following step is a road step.

8. Point Finish

• The correct location is selected if available.

• If not found, the provided address is added.

• The step is only added if the previous step allows it.

9. Warehouse Steps

• The correct duration is added.

• The forwarder is added as the company.

• If the location is not found in the system, the warehouse step is not created.