Auto File Manifest

Filing shipping manifests manually can take time and may be missed during busy fulfilment periods. The Auto File Manifest macro helps automate this process by generating the shipping manifest through Linnworks, downloading the manifest PDF, and sending it by email to the configured recipient.

This scheduled macro is designed to run automatically based on the configured schedule. Once set up, it can help your team receive manifest PDFs without manually downloading and emailing them each time.

The macro uses Linnworks shipping service requests, downloads the generated PDF, and sends it as an email attachment using the configured SMTP email settings.

Keep manifest filing consistent by automatically generating and emailing manifest PDFs on schedule.

Configure the Macro

Once the app is installed, you need to set up the configuration, so the system knows when to run the manifest process and where to send the generated PDF.

This is a one-time setup and can be adjusted anytime based on your business needs.

Steps to Configure

Key Benefits

Managing shipping manifests manually can be repetitive, especially when manifests need to be generated and shared regularly. This macro helps automate the process by filing the manifest, downloading the generated PDF, and emailing it to the configured recipient.

How It Works

This macro runs on a configured schedule and handles the manifest PDF email process automatically.

Usage of App

This macro is designed to run automatically from the macro schedule. It is useful when manifest PDFs need to be generated and sent to a team mailbox or operational contact on a regular basis.

ServerName

Defines the SMTP server used to send the manifest email.

useSSL

Defines whether SSL should be enabled for the SMTP email connection.

port

Defines the SMTP port used for sending the email.

username

Defines the SMTP username used to authenticate the email request.

password

Defines the SMTP password used to authenticate the email request. This value should be stored securely and should not be shared publicly.

fromEmail

Defines the sender email address used on the manifest email.

fromName

Defines the sender display name shown on the manifest email.

toEmail

Defines the recipient email address that receives the manifest PDF.

toName

Defines the recipient display name used in the outgoing email.

subject

Defines the email subject used when sending the manifest PDF.

Manifest PDF Attachment

The macro attaches the downloaded PDF file using the name format Manifest_ddMMyyyy_hhmmss.pdf.

Execution Logging

The macro logs API responses, email responses, and email sending confirmation.

Key Points to Remember

• The macro is intended to run as a scheduled macro

• The class name in the code is AutoFileMenifest

• The macro sends requests to the Linnworks ShippingService API

• The macro downloads a PDF from the generated PDF URL

• The downloaded PDF is attached to an email

• The attachment file name uses the format Manifest_ddMMyyyy_hhmmss.pdf

• SMTP settings must be configured correctly before the macro can send emails

• Email credentials should be stored securely and not exposed in shared documents

• The macro logs the ShippingService response and email response

• If the email process fails, the macro logs the error message and returns false

What You Can Expect

• Manifest PDF is generated and emailed
  The macro downloads the generated PDF and sends it as an email attachment.

• Email is sent to the configured recipient
  The recipient is controlled by the toEmail and toName settings.

• Email uses the configured sender details
  The sender is controlled by fromEmail and fromName.

• Attachment is named automatically
  The macro names the attachment using the current date and time.

• Execution details are logged
  The macro logs API responses, email responses, and email sending status.

Overall Impact

This macro helps reduce manual manifest handling by automatically filing manifests, downloading the PDF, and emailing it to the configured recipient. It improves consistency, saves admin time, and helps teams keep manifest records available in a predictable location.

What To Do When You Receive a Manifest Email

When the scheduled macro sends the manifest email, review the attached PDF and continue with your normal manifest handling process.

Steps to Follow

Why This Matters

Automating manifest generation and delivery helps:

• Reduce manual admin work

• Avoid missed manifest downloads

• Keep manifest files available by email

• Improve consistency in fulfilment workflows

• Support scheduled end-of-day or regular manifest processing

Best Practices

To get the most value from this macro, configure the schedule and email settings carefully.

Recommended Guidelines

• Use a dedicated recipient mailbox
  Send manifest emails to a shared fulfilment or operations mailbox so the team can access them.

• Schedule the macro at the right time
  Run the macro after the relevant shipping activity has been completed.

• Protect email credentials
  Do not include SMTP passwords in public documentation, screenshots, or shared notes.

• Check email delivery after setup
  Confirm that the manifest email arrives successfully and includes the PDF attachment.

• Monitor macro logs
  Review the logs if the email does not arrive or if the manifest attachment is missing.

• Keep SMTP settings updated
  Update server, port, username, password, and SSL settings if your email provider changes requirements.

Regular manifest automation helps keep fulfilment documentation consistent and easier to manage.

Example Scenario

To better understand how this works, here’s a simple example:

If the macro is scheduled to run once daily after dispatch processing:

• Manifest PDF generated successfully → Email sent with PDF attachment

• PDF URL is unavailable → Attachment may not be created correctly

• SMTP settings are incorrect → Email sending fails and the error is logged

Your team can then review the mailbox or macro logs to confirm whether the manifest was generated and sent successfully.

What This Means

• Manifest PDFs can be generated and delivered automatically

• The team does not need to manually download and email the PDF

• Email delivery depends on valid SMTP configuration

• Logs should be reviewed when an email is not received

Final Summary

The Auto File Manifest macro helps automate the manifest process by using Linnworks shipping service requests, downloading the generated manifest PDF, and emailing it as an attachment to the configured recipient.

By reducing manual handling, improving consistency, and delivering manifest PDFs automatically, this macro helps support smoother fulfilment and end-of-day shipping workflows.