GS1 Data Source. Guide to the Management of Digital Files for Suppliers

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1 Guide to the Management of Digital Files for Suppliers Version 1.3, Final - approved, 25 May 2018

2 Summary Document property Name Value GS1 Data Source Date 25 May 2018 Version 1.3 Status Description Final - approved Guide to the Management of Digital Files for Suppliers Version Control Version Date Revised by Summary of revision 0.1 November 2016 Luc van den Abeelen First draft 1.0 December 2016 Luc van den Abeelen First version May 2018 Mirjam Vermaas Update of screen prints a.o. Disclaimer GS1 tracht middels haar beleid ten aanzien van intellectueel eigendom (hierna: IE-beleid) mogelijke onzekerheid betreffende aanspraken op intellectueel eigendom weg te nemen. Dit doet GS1 door van de deelnemers aan de Werkgroep die dit document heeft ontwikkeld te eisen dat ze ermee akkoord gaan om GS1-leden een royaltyvrije licentie of een RANDlicentie voor essentiële octrooien te verlenen, zoals dit is gedefinieerd in het IE-beleid van GS1. Daarnaast wordt er de aandacht op gevestigd dat de mogelijke invoering van een of meer onderdelen van deze Specificatie onderhevig kan zijn aan een octrooi of ander intellectueel eigendomsrecht waarvoor geen essentieel octrooi geldt. Een dergelijk octrooi of ander intellectueel eigendomsrecht valt niet onder de licentieverplichtingen van GS1. Bovendien is de overeenkomst om licenties te verlenen onder het IE-beleid van GS1 niet van toepassing op intellectuele eigendomsrechten en aanspraken van derden die geen deelnemers waren aan de Werkgroep. Daarom worden alle organisaties die werken aan implementatie in overeenstemming met deze Specificatie, door GS1 aangeraden om te bepalen of er octrooien zijn waarvoor geldt dat ze mogelijk een specifieke implementatie omvatten die de organisatie aan het ontwikkelen is in overeenstemming met de Specificatie en of er een licentie onder een octrooi of ander intellectueel eigendomsrecht nodig is. De vaststelling of er al dan niet een licentie nodig is, dient te worden gemaakt in het kader van de details van het specifieke systeem dat door de organisatie is ontwikkeld in overleg met de eigen octrooiadviseur. DIT DOCUMENT WORDT ALS ZODANIG AANGEBODEN ZONDER VERDERE GARANTIES IN WELKE VORM DAN OOK, WAARONDER GARANTIES VAN VERKOOPBAARHEID, NIET-INBREUK, GESCHIKTHEID VOOR EEN BEPAALD DOEL OF ENIGE GARANTIE VOORTVLOEIEND UIT DEZE SPECIFICATIE. GS1 aanvaardt geen aansprakelijkheid voor schade die voortvloeit uit het gebruik of misbruik van deze Norm, of het nu gaat om bijzondere of indirecte schade, gevolgschade of schadevergoedingen. GS1 aanvaardt eveneens geen aansprakelijkheid voor inbreuk op intellectuele eigendomsrechten met betrekking tot het gebruik van of het zich beroepen op informatie uit dit document. GS1 behoudt zich het recht voor om te allen tijde wijzigingen aan te brengen zonder voorafgaande kennisgeving. GS1 geeft geen garantie voor het gebruik van dit document, aanvaardt geen aansprakelijkheid voor fouten die dit document zou kunnen bevatten en is niet verplicht om de hierin opgenomen informatie te actualiseren. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 2 van 15

3 Table of contents 1 Introduction System context Management of Digital files in GS1 Data Source Working with digital files and GTINs Route A: Adding a digital file and linking it to a GTIN Route B: generating and managing media objects Adding digital files Editing digital files Removing digital files Searching for digital files Distributing digital files Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 3 van 15

4 1 Introduction Suppliers can add 'digital assets' to their product data in GS1 Data Source. These are illustrations or documents that suppliers can exchange with retailers in addition to the data about their products. This guide describes the functions of the user interface and the processes of adding and maintaining digital files. This guide uses the terms Digital assets and Media objects because the system contains a number of tabs with these names. Both these terms refer to digital files. 1.1 System context You can upload digital files using the GS1 Data Source data pool. This application saves the digital file in an external cloud for digital files, where it is safe and always accessible. The cloud generates a Uniform Resource Identifier to the saved digital file and sends this automatically. This Uniform Resource Identifier and all the metadata about the file are stored in GS1 Data Source. In order to be able to exchange information about digital files, various GDSN characteristics and object metadata are available which are included in the reference to the file; this reference is linked to the external cloud containing digital files. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 4 van 15

5 2 Management of Digital files The web interface tool enables you to add, remove, update and search for these files in GS1 Data Source. Open the tool by clicking the tab Digitale bestanden (Digital Assets) in the menu bar at the top. All of your saved digital files are displayed in this tab: Digital assets tab If you are working with digital files for the first time, this tab will obviously be empty. 2.1 Working with digital files and GTINs There are two ways to work with digital files and GTINs. This guide refers to them as Routes A and B. In Route A, you generate a digital file and link it directly to a GTIN. Route B describes how to generate a digital file and save it, so that you can manage it at a later point in time Route A: Adding a digital file and linking it to a GTIN To link a digital file to a GTIN, first open the GTIN by double clicking it: Options available for adding digital files Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 5 van 15

6 Add a new digital file by clicking this button:. Note: You can only upload one digital file at a time. A file selection window appears. Upload the digital file from the required source and then click Aanmaken (Generate): Selecting the dialogue window This opens a window with input fields for all the possible characteristics of digital files. The thumbnail/pictogram to the left is populated automatically: Editor for the addition of digital files Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 6 van 15

7 You can enter data in various fields here, three of which are mandatory: Type of information (product photo, safety data sheet, etc.) File Format Name (pdf, jpg, xl etc.) File Name (the file name itself) Then click the icon to bewaar (save) the file; a draft version is saved: Then click the vrijgeven (release) icon: only after that can you assign the digital file to a GTIN: The screen below is shown. Click Ja (Yes) if you want to release the files. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 7 van 15

8 Note: If you return to the list of your digital files, you must click verversen (refresh) in order to display the file you have added in the list: If a digital file is added to a GTIN and this item is released and published to GS1 Data Source, all changes in the digital file must be sent to all the retailers involved by publishing the GTIN again. Note: If you have added a digital file to a GTIN, you must always release the GTIN in question at CE level to be able to see the file displayed in GS1 Data Source. Digital files are not communicated individually, only in combination with the GTINs to which they have been added Route B: generating and managing media objects To add a media object, open the tab Digital Assets. The list of results is displayed. You can carry out various operations using the buttons on the function bar. The available options are always visible; inactive options are displayed in grey. All digital files made are, in the first instance, saved here and can later be added to their respective items (see adding digital files): Digital assets tab For the option Create a new digital asset, click : Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 8 van 15

9 Available options for generating digital files A file selection window appears. Upload the digital file from the required source and then click Create: File selection window This enables you to open a window with input fields for all the possible characteristics of digital files. The thumbnail/pictogram to the left is populated automatically: Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 9 van 15

10 Editor for generating digital files Here you can enter data in various fields, three of which are mandatory: Type of information (product photo, safety data sheet, etc.); File Format Name (pdf, jpg, xl, etc.); File Name (the file name itself). Enter the required information to classify the digital file made and the existing data and to ensure that the mandatory data are correctly entered. Save the file to complete the process. Before the digital file can be assigned to an item, it must first be released. GS1 Data Source saves the file as a draft version: Click the icon to bewaar (save) the file: a draft version is saved: Click the vrijgeven (release) icon. Only after that can you assign the media object to a GTIN: Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 10 van 15

11 2.1.3 Adding digital files If you add a digital file to a GTIN, you create a relationship between the two of them. It is not possible to release a GTIN if the digital file which has been added does not have a released version. A released revision of an item always refers to the related released version of the digital file added to it. To add digital files to GTINs, open Mijn artikelen (My items) on the menu bar of the dashboard. Then select the item by double clicking the box at the beginning of the line in the list of results. This will open the detail view of the GTIN. Click the button right of the screen to add an existing digital file. in the field to the The button for adding an existing digital file All the existing digital files, including the file name and the type of information, will now be displayed on the screen. Select a digital file using the search function or by clicking the box at the beginning of the line of the file in question. Click the button Assign to item to add the file to the corresponding item. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 11 van 15

12 Add to an item The released digital file is displayed in the window to the right of the screen. Note: If you have added a digital file to a GTIN, you must always release the GTIN in question at CE level to be able to see the file displayed in GS1 Data Source Editing digital files Open the editor by double clicking on a digital file: You can update, save and release digital files using the media object editor. The window with digital files to the top left of the screen contains thumbnails or pictograms of the files and the references to them in the cloud with digital files. The references cannot be edited. The taskbar of the window with digital files contains a button Upload: Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 12 van 15

13 Upload function Click this button to change or replace the media object file Removing digital files Sometimes it may be necessary to update or remove a released digital file during a product cycle. To do so, you must first remove the file from the item. The file itself is not removed in the process; only the connection between the GTIN and the digital file in the cloud is deleted. To remove a digital file, open the detail view of the GTIN. The window Attached Digital Assets to the right of the screen displays all the digital files which have been added to the GTIN. To delete the connection, click the digital files and use the button Data Source detaches the media object from this GTIN: to remove the selected files. GS1 Removing the selected digital file Searching for digital files You can display all existing digital assets with the search option (Zoeken [Search]). To do so, open the tab Digital Assets in the main menu at the top of the screen. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 13 van 15

14 List of saved media objects The list of results (on the right) contains all the saved digital files (irrespective of whether they have been added); the window to the left of the screen contains the search parameters. You can search for saved digital assets using the Work context: - Latest versions; - Release; - Never released; - Digital Asset Update: to be released soon. Work context Use the window on the left to refine the search results. Select the Type of Information, File Name, the Content Description or the File Format Name. The standard setting of the work context is the most recent search. Click Reset to delete the attributes. Next, go to the search function by clicking on the button Search. GS1 Data Source searches for the corresponding digital files and displays them in a list Distributing digital files As soon as a digital file has been created, released and assigned to an item, this is delivered to the retailer as part of a CIN when published again. The file is saved in the cloud for digital files; only the reference and the CIN message are sent to the retailer. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 14 van 15

15 Multiple digital files can be added to a GTIN. After completion of this process, the GTIN is released. If a GTIN is published to at least one retailer or makes up part of a published hierarchy, the trade item data are also sent to GS1 Data Source and synchronized with retailers subscribed to the item. If a media object which has been added to a GTIN is a draft version, the GTIN to which it has been added cannot be released. When the revision of a GTIN is released, the related data are always sent. If there is only a draft version of an item, no CIN is communicated. Versie 1.3, Final - approved, 25 May GS1 Nederland Pagina 15 van 15