Stream Tech Integration

Module 1: Overview

Stream Tech Integration is a shipping integration that connects the Linnworks Order Management System (OMS) with the Stream delivery and logistics platform.

The integration enables businesses to automate their shipping workflow by allowing orders created in Linnworks to be processed, shipped, and tracked through the Stream platform.

By linking these two systems, Stream eliminates the need for manual shipment creation and reduces operational overhead in warehouse and logistics environments. Orders managed in Linnworks can be sent directly to Stream for shipment processing, delivery planning, and tracking management.

The integration acts as a middleware layer that ensures reliable communication between Linnworks and Stream through secure API interactions.

Systems Involved

The Stream Tech Integration connects three primary systems that together form the shipping workflow.

Linnworks is the central Order Management System (OMS) used by businesses to manage sales orders, inventory, and fulfillment operations.

Within the Stream Tech Integration workflow, Linnworks is responsible for:

• Importing and managing orders from sales channels

• Assigning shipping services to orders

• Managing warehouse operations

• Sending order data to the Stream platform

• Displaying shipment tracking information

Orders typically originate in Linnworks after being imported from various sales channels such as eCommerce stores or marketplaces.

Stream Platform

The Stream platform is responsible for handling the operational aspects of shipment processing and delivery management.

Stream manages:

• Shipment creation

• Depot management

• Delivery methods

• Delivery runs and routing

• Label generation

• Tracking number creation

• Shipment status updates

Once an order is sent from Linnworks to Stream, the Stream platform processes the shipment and coordinates delivery operations.

Stream Tech Integration Layer

The Stream Tech Integration Layer is the component responsible for connecting Linnworks with the Stream platform.

Its responsibilities include:

• Synchronizing orders between systems

• Sending shipment creation requests to Stream

• Retrieving tracking numbers

• Synchronizing shipment status updates

• Applying order identifiers in Linnworks

• Managing delivery run and sequence information

This integration layer ensures that both systems remain synchronized and that shipment data flows correctly between them.

Key Capabilities

The Stream Tech Integration provides several key features designed to simplify shipping and logistics operations.

Order Synchronization

Orders created in Linnworks can be automatically retrieved and sent to the Stream platform for shipment processing.

This ensures that shipping operations are triggered directly from the order management system without requiring manual data entry.

Shipment Creation

Once an order is sent to Stream, the platform creates a shipment record based on the order details and the assigned delivery service.

Shipment creation includes validating the order information, assigning the correct depot and delivery method, and preparing the shipment for delivery planning.

Shipping Label Generation

The integration allows shipping labels to be generated through the Stream platform.

Users can configure:

• label format

• number of label copies

• label reference information

This allows warehouses to produce labels suitable for different shipping and packaging workflows.

Delivery Service Assignment

Shipping services are configured in Linnworks and mapped to Stream depots and delivery methods.

These services determine how an order will be processed when sent to the Stream platform.

Examples of services include combinations such as:

Courier (Justin Depot)

Collection (Justin Depot)

Rcollection (Rishvi)

The selected service determines which depot and delivery method will be used when the shipment is created.

Tracking Number Synchronization

Once a shipment is accepted and created by Stream, the platform generates a tracking number.

The integration automatically retrieves this tracking number and updates the corresponding order in Linnworks. This allows users to view shipment tracking information directly within the order record.

Delivery Run Management

The Stream platform allows shipments to be grouped into delivery runs, which represent delivery routes or scheduled delivery batches.

Run identifiers are synchronized back to Linnworks, allowing warehouse teams to see which run a shipment belongs to.

This helps with delivery planning and operational coordination.

Shipment Status Updates

Shipment status updates from Stream are synchronized back to Linnworks using webhooks and integration updates.

For example, when a shipment is marked as Delivered, the integration can automatically update the corresponding order status in Linnworks.

This provides real-time visibility into shipment progress and delivery completion.

Who Should Use This Integration

The Stream Tech Integration is designed for organizations that manage shipping operations through Linnworks and rely on Stream for delivery and logistics management.

Typical users include:

Benefits of the Integration

Using the Stream Tech Integration provides several operational benefits:

• Automated shipment creation

• Reduced manual data entry

• Centralized order and shipment visibility

• Faster warehouse operations

• Reliable shipment tracking updates

• Improved coordination between order management and delivery systems

These capabilities allow businesses to streamline shipping workflows while maintaining accurate and synchronized shipment data across both systems.

Module 2: System Architecture

The Stream Tech Integration follows a modular architecture that connects the Linnworks Order Management System with the Stream delivery platform through a dedicated integration layer.

This architecture enables seamless communication between the two systems and ensures that order data, shipment information, tracking updates, and delivery planning details are synchronized accurately.

The integration architecture is designed to:

• automate shipment processing

• maintain consistent data synchronization

• reduce manual operational work

• support scalable logistics workflows

Architecture Overview

The integration consists of four main components that work together to process and manage shipments.

Flowchart TD

A[Order Sent to Stream] --> B[Shipment Created]
B --> C[Shipment Assigned to Run]
C --> D[Run Identifier Applied]
D --> E[Delivery Day Retrieved]
E --> F[Day Identifier Applied]
F --> G[Sequence Assigned]
G --> H[Sequence Identifier Applied]

Core Components

Linnworks Order Management System

Linnworks is the central system where orders are created, managed, and prepared for shipment.

Orders may originate from various sales channels connected to Linnworks, such as:

• eCommerce websites

• online marketplaces

• retail platforms

• custom integrations

Within the integration workflow, Linnworks is responsible for:

• managing order data

• assigning shipping services to orders

• managing warehouse locations

• initiating shipment creation through the integration

• receiving tracking numbers and shipment updates

When an order is ready to be shipped, Linnworks sends the order information to the Stream Tech Integration layer.

Stream Tech Integration Layer

The Stream Tech Integration Layer acts as the bridge between Linnworks and the Stream platform.

This layer is responsible for coordinating communication between the two systems and ensuring that shipment data is properly transferred.

Primary responsibilities of the integration layer include:

• retrieving orders from Linnworks

• validating shipment information

• sending shipment requests to Stream

• retrieving tracking numbers from Stream

• updating Linnworks orders with shipment details

• managing identifier updates in Linnworks

• synchronizing delivery run and sequence data

This layer also handles error handling and validation responses, ensuring that any issues returned by the Stream platform are reflected in Linnworks.

For example, if an order fails validation when sent to Stream, the integration will:

• apply the Error from Stream identifier

• add a note to the order describing the validation issue\

Stream API Platform

The Stream platform provides the shipping and delivery infrastructure used to process shipments.

The integration communicates with Stream using secure API endpoints.

The Stream platform performs several key logistics operations:

• shipment creation

• delivery method assignment

• depot management

• shipment routing

• delivery run creation

• label generation

• tracking number generation

• shipment status updates

Once a shipment request is received from the integration layer, the Stream platform validates the order and creates a shipment record.

If the shipment is successfully created, the platform generates a tracking number and begins the delivery workflow.

Depots and Delivery Network

Stream uses depots and delivery methods to determine how shipments are processed and dispatched.

A depot represents a physical logistics location responsible for handling shipments.

Delivery methods represent the type of delivery operation performed, such as:

• courier delivery

• trunk delivery

• collection services

• specialized vehicle delivery

These depot and delivery method configurations are defined within the Stream platform and are retrieved by the integration when configuring services in Linnworks.

However, services themselves must be created manually by Linnworks users.

Each service in Linnworks maps to a specific combination of:

• depot

• delivery method

This mapping ensures that shipments created through the integration are routed correctly within Stream.

Data Flow Between Systems

The integration architecture supports two primary data flows:

Order Submission Flow

The first flow occurs when orders are sent from Linnworks to Stream.

sequenceDiagram

• participant L as Linnworks

• participant I as Integration Layer

• participant S as Stream Platform

L->>I: Order Ready for Shipment
I->>S: Send Shipment Request
S->>S: Validate Order
S->>I: Shipment Accepted
I->>L: Apply "Sent to Stream" Identifier

If validation fails, the system instead returns an error response.

The integration then applies the Error from Stream identifier and records the validation issue in the order notes.

Shipment Update Flow

The second flow occurs when Stream returns shipment updates to Linnworks.

sequenceDiagram

participant S as Stream Platform
participant I as Integration Layer
participant L as Linnworks

S->>I: Shipment Created
S->>I: Tracking Number Generated
I->>L: Update Order Tracking Number

S->>I: Delivery Run Assigned
I->>L: Apply Run Identifier

S->>I: Sequence Assigned
I->>L: Apply Sequence Identifier

This ensures that Linnworks always contains the most up-to-date shipment information.

Integration Responsibilities

To maintain reliable synchronization between systems, the Stream Tech Integration performs several critical tasks.

Architecture Benefits

The Stream architecture provides several operational advantages.

Module 3: Installation & Setup

The Stream Tech Integration must be installed and configured within Linnworks before it can begin processing shipments.
This module explains how to install the integration and configure the required settings so that Linnworks can communicate with the Stream platform.

The installation process consists of two main stages:

1. Creating the integration in Linnworks

2. Configuring the integration settings

Once the setup process is completed, the integration will be able to synchronize orders, create shipments, and retrieve tracking information from the Stream platform.

Prerequisites

Before installing the integration, ensure the following requirements are met:

• Access to a Linnworks account with administrator permissions

• Valid Stream API credentials

• Stream platform account configured with required depots and delivery methods

• Required warehouse information configured in Linnworks

These prerequisites ensure that the integration can authenticate with the Stream platform and process shipments correctly.

Installation Process

Automatic Setup During Installation

When the Stream Tech Integration is installed, the system automatically creates several order identifiers used to track shipment status.

These identifiers allow the integration to track the lifecycle of orders sent to the Stream platform.

Important note:

Users DO NOT need to manually create these identifiers.
They are automatically created during installation.

Automatically created identifiers include:

• Sent to Stream

• Error from Stream

• Run identifiers

• Day identifiers

• Sequence identifiers

These identifiers will be used later during order processing.

Integration Configuration Page

After installation, the configuration screen will appear.

This page contains all settings required for the integration to operate correctly.

Configuration sections include:

• Stream API Credentials

• Partner Account

• Sender Address

• Warehouse Configuration

• Date Configuration

• Advanced Settings

• Label Configuration

• Stream Configuration

• Webhook Configuration

• Order Synchronization

Each section controls a specific part of the shipping workflow.

Screenshot – Integration Configuration Page

Stream API Credentials

The integration must authenticate with the Stream platform using API credentials.

Required fields:

https://www.demo.go2stream.net

These credentials are typically provided by the Stream platform administrator.

Screenshot – API Credentials Configuration

Sender Address Configuration

The Sender Address defines the origin address used for shipments created through the integration.

Required fields include:

• Contact Name

• Company Name

• Address

• City

• Region / State

• Country

• Postal Code

• Contact Phone Number

This information may appear on shipping labels and shipment documentation.

Screenshot – Sender Address Settings

Warehouse Configuration

The warehouse configuration determines which Linnworks warehouse will be used when processing shipments.

Option available:

Use Default Warehouse Location

When enabled:

• The selected warehouse will automatically be used for all shipments created through the integration.

This ensures that shipments are associated with the correct warehouse location.

Screenshot – Warehouse Configuration

Date Configuration

The integration allows automatic assignment of shipment pickup dates.

Available option:

Use Current Date as Pickup Date

When this option is enabled, the shipment pickup date will automatically be set to the current date when the shipment is created.

This simplifies shipment scheduling for warehouse teams.

Screenshot – Date Configuration

Completing the Setup

After all required settings have been configured:

1. Review the integration configuration

2. Save the configuration

3. Enable order synchronization if required

Once these steps are completed, the integration will be ready to begin processing orders.

Orders that meet the configured criteria will then be eligible to be sent to the Stream platform for shipment creation.

Module 4: Service Configuration

The Service Configuration module defines how orders are routed from Linnworks to the Stream platform for shipment processing.

In the Stream Tech Integration, services determine which Stream depot and delivery method will be used when creating shipments.

Unlike some shipping integrations that automatically assign delivery services, Stream relies on services that are manually configured in Linnworks.

These services act as the mapping layer between Linnworks and the Stream platform.

Once configured, the selected service assigned to an order determines how the shipment will be created and processed in Stream.

How Services Work

A service in Linnworks represents a shipping option that maps to a specific Stream configuration.

Each service contains two key components:

• Depot

• Delivery Method

When an order is sent to Stream, the integration reads the service assigned to the order and uses the configured depot and delivery method to create the shipment.

Example service structure:

Service Name (Depot)

Example services:

• Justin Delivery (Justin Depot)

• Courier (Justin Depot)

• Trunk (Justin Depot)

• Collection (Justin Depot)

• Rcollection (Rishvi)

• Rishvi Vehicles (Rishvi)

These services determine which logistics configuration will be used for shipment creation.

Depot and Delivery Method Synchronization

The Stream Tech Integration retrieves available depots and delivery methods from the Stream platform.

These values are synchronized with Linnworks and become available as selectable options when configuring services.

If new depots or delivery methods are created within the Stream platform, they will automatically become available within Linnworks during service configuration.

However, it is important to note the following rule:

The integration does NOT automatically generate services.
Services must be created manually by Linnworks users.

This design ensures that users maintain full control over how services are mapped and used for shipment processing.

Creating Services in Linnworks

To configure a service for use with the Stream Tech Integration, a Linnworks user must create a shipping service and select the appropriate Stream configuration.

The service setup process typically involves the following steps:

1. Create a new shipping service in Linnworks

2. Select the appropriate Stream depot

3. Select the corresponding delivery method

4. Save the service configuration

Once the service is created, it becomes available for assignment to orders.

Screenshot – Service Configuration

Service Assignment

After services are created, they can be assigned to orders within Linnworks.

The assigned service determines how the order will be processed when it is sent to the Stream platform.

When an order is synchronized with Stream, the integration reads the service assigned to the order and applies the corresponding Stream configuration.

This ensures that the shipment is created using the correct depot and delivery method.

Order Processing Workflow

The service configuration plays a critical role in the order processing workflow.

The typical process is as follows:

1. Depots and delivery methods are synchronized from Stream.

2. A Linnworks user creates services using these options.

3. The service is assigned to an order in Linnworks.

4. The Stream Tech Integration retrieves the order.

5. The shipment is created using the configured depot and delivery method.

This workflow ensures that shipments are routed correctly within the Stream platform.

Additional Service Options

The service configuration page also includes additional options that control how shipment data is processed.

Override Packaging Split

The Override Packaging Split option allows the integration to override the default packaging behavior when creating shipments.

When enabled, this option allows shipments to be grouped or split according to custom packaging rules.

This feature can be useful when warehouse operations require specific packaging configurations.

Skip Composite Parent

When this option is enabled, the integration ignores the parent item of a composite product and processes only the individual component items during shipment creation.

This ensures that shipment data reflects the actual items being shipped rather than the bundled product structure.

This option is particularly useful for businesses that use composite products or bundled product listings.

Best Practices for Service Configuration

To ensure reliable shipment processing, users should follow these recommended practices when configuring services.

Maintain Consistent Naming

Use clear and consistent service naming that reflects the associated depot and delivery method.

Example:

Courier (Justin Depot)

Verify Depot and Delivery Method Mapping

Ensure that each service is mapped to the correct Stream depot and delivery method.

Incorrect mappings may result in shipment validation errors.

Review Service Configuration Regularly

If new depots or delivery methods are added to the Stream platform, review existing services to ensure they are still configured correctly.

Summary

The Service Configuration module defines how shipments are routed from Linnworks to the Stream platform.

By manually configuring services and mapping them to Stream depots and delivery methods, users can control how orders are processed during shipment creation.

Correct service configuration ensures that:

• shipments are routed to the correct depot

• the correct delivery method is used

• order synchronization with Stream operates reliably

Module 5: Label Configuration

The Label Configuration module controls how shipping labels are generated when orders are processed through the Stream Tech Integration.

Shipping labels are created when a shipment is successfully generated in the Stream platform. These labels contain the shipment information required for warehouse operations, delivery routing, and package identification.

The label configuration settings allow administrators to control:

• the format of the shipping label

• the reference information displayed on the label

• the number of label copies generated

• how labels are generated during shipment creation

These settings allow businesses to adapt label generation to match their warehouse operations and printing workflows.

Label Generation Workflow

Shipping labels are generated as part of the shipment creation process. When an order is sent to the Stream platform, Stream creates the shipment and generates the shipping label.

The typical workflow for label generation is shown below:

flowchart TD

A [Order Created in Linnworks] –> B [Service Assigned]
B –> C [Order Sent to Stream]
C –> D [Shipment Created in Stream]
D –> E [Shipping Label Generated]
E –> F [Label Available in Linnworks]

Once the shipment is accepted by Stream, the system generates the shipping label and makes it available in Linnworks for printing.

On-Demand Label Generation

The Stream Tech Integration supports on-demand label generation, allowing shipments to be created immediately when a shipping service is assigned to an order.

When a shipping service is applied to an order in Linnworks, the integration can instantly send the order to the Stream platform for shipment creation. This eliminates the need to wait for scheduled synchronization and allows warehouse staff to generate shipping labels immediately.

Once the order is processed successfully by Stream, the integration retrieves the shipment details and updates the order in Linnworks.

This includes:

• shipment confirmation

• tracking number

• generated shipping label

This feature allows warehouse users to process shipments faster and begin dispatch operations without delay.

On-Demand Shipment Workflow

The on-demand shipment process follows this workflow:

flowchart TD

A [Order Created in Linnworks] –> B [Shipping Service Assigned]
B –> C [Order Sent Instantly to Stream]
C –> D [Stream Validates Shipment]
D –> E [Shipment Created]
E –> F [Tracking Number Generated]
F –> G [Tracking Number Synced to Linnworks]
G –> H [Shipping Label Generated]

This process enables rapid shipment processing directly from the Linnworks interface.

Tracking Number Synchronization

Once a shipment is successfully created in the Stream platform, Stream generates a tracking number.

The integration retrieves the tracking number immediately and updates the corresponding order in Linnworks. This allows warehouse teams and administrators to view shipment tracking information directly within the order record.

Tracking numbers are added automatically once the order is accepted by Stream and do not require manual input.

API Processing Limit

To ensure stable and reliable system performance, the Stream Tech Integration applies a processing limit when sending orders for on-demand shipment creation.

Due to API limitations, the integration processes a maximum of:

Label Format

The Label Format setting determines the layout and structure of the generated shipping label.

Different formats may be used depending on the type of printer used in the warehouse or the courier’s label requirements.

Available Label Formats

• Label Format Description

• Default (4×6 with QR & Barcode) Standard shipping label including QR code and barcode

• Portrait without QR Vertical label layout without a QR code

• Portrait Standard Standard portrait label layout

• Compact (100x50mm without QR) Smaller label format designed for compact printers

The default 4×6 format is commonly used because it is compatible with most warehouse label printers.

Screenshot – Label Configuration

Number of Labels

The Number of Labels option controls how many copies of the shipping label are generated for each shipment.

Available options include:

1. label copy

2. label copies

3. label copies

4. label copies

5. label copies

Generating multiple label copies can be useful in warehouse environments where additional labels are required for operational processes.

Common Use Cases

Multiple labels are often used for:

• packaging identification

• internal warehouse tracking

• courier documentation

• shipment verification

For example, one label may be attached to the package while another is used for warehouse record keeping.

Label Printing Process

Once the shipment has been successfully created and labels are generated, users can print the labels directly from Linnworks.

The label printing process typically follows these steps:

1. A shipping service is assigned to an order.

2. The order is sent to the Stream platform.

3. Stream validates the shipment request.

4. The shipment is created.

5. Stream generates the shipping label.

6. The label becomes available in Linnworks.

7. The warehouse team prints the label and attaches it to the package.

This automated workflow ensures that shipping labels are generated consistently and reduces manual processing steps.

Best Practices for Label Configuration

To ensure efficient warehouse operations, administrators should follow these recommended practices when configuring label settings.

Use a Standard Label Format

Most warehouse environments use the 4×6 label format, as it is compatible with standard shipping label printers.

Verify Printer Compatibility

Before selecting a label format, ensure that the selected format is supported by the warehouse printers.

Configure Appropriate Label Quantity

Choose the number of labels based on warehouse workflow requirements. If multiple labels are required for internal tracking or packaging operations, configure the appropriate number of label copies.

Summary

The Label Configuration module controls how shipping labels are generated when orders are processed through the Stream Tech Integration.

Through label format selection, reference configuration, label quantity settings, and on-demand shipment processing, the integration ensures that shipping labels are generated efficiently and consistently.

The ability to generate labels immediately after assigning a shipping service allows warehouse teams to process shipments quickly while maintaining accurate tracking and shipment records within Linnworks.

Module 6: Order Synchronization

The Order Synchronization module controls how orders are retrieved from Linnworks and transmitted to the Stream platform for shipment processing.

Order synchronization is a core component of the Stream Tech Integration, as it ensures that shipment data is consistently exchanged between Linnworks and Stream.

Through synchronization settings, administrators can control:

• when orders are retrieved from Linnworks

• when orders are sent to Stream

• how shipment updates are returned to Linnworks

• how historical orders are included in synchronization

Proper configuration of order synchronization ensures that orders are processed efficiently and that shipment data remains consistent between both systems.

Order Synchronization Overview

The integration continuously monitors Linnworks for orders that are ready to be processed for shipment.

When an eligible order is identified, the integration sends the order information to the Stream platform for shipment creation.

The basic synchronization workflow is illustrated below:

flowchart TD

A [Order Created in Linnworks] –> B [Service Assigned]
B –> C [Order Eligible for Synchronization]
C –> D [Order Sent to Stream]
D –> E [Shipment Created]
E –> F [Tracking Number Generated]
F –> G [Tracking Synced to Linnworks]

This process ensures that orders created in Linnworks can be quickly converted into shipments within the Stream platform.

Enable Order Synchronization

The Enable Order Synchronization setting determines whether the integration will retrieve orders from Linnworks.

When this option is enabled:

• the integration monitors Linnworks for orders that meet the shipment criteria

• eligible orders can be sent to the Stream platform for shipment creation

If this setting is disabled, orders will not be automatically synchronized with Stream.

Enable Dispatch Synchronization

The Enable Dispatch Synchronization setting controls whether shipment updates from Stream are synchronized back to Linnworks.

When enabled, the integration retrieves shipment updates such as:

• shipment confirmation

• tracking number generation

• delivery run assignment

• shipment status updates

These updates ensure that Linnworks reflects the latest shipment status information from the Stream platform.

Order Lookback Days

The Order Lookback Days setting determines how far back the integration will search for orders when retrieving orders from Linnworks.

This is particularly useful when:

• the integration is newly installed

• orders were created before synchronization was enabled

• administrators need to reprocess recent orders

Example configuration:

7 days

With this configuration, the integration will retrieve orders created within the past seven days when checking for eligible shipments.

Synchronization Eligibility

Not all orders are automatically eligible for shipment processing.

For an order to be synchronized with the Stream platform, it must meet certain conditions.

Order Requirements

An order must typically include:

• a valid shipping address

• a configured shipping service

• required shipment data fields

Orders that do not meet these requirements may fail validation when sent to Stream.

Validation Handling

Before creating a shipment, the Stream platform validates the order information.

If validation fails, the integration will apply the Error from Stream identifier to the order in Linnworks.

Additionally, a note will be added to the order explaining the validation error returned by the Stream platform.

Example validation issues may include:

• missing address fields

• invalid postal codes

• incorrect service configuration

These validation notes help administrators quickly identify and resolve shipment issues.

Successful Order Synchronization

When an order is successfully synchronized with the Stream platform, the integration applies the Sent to Stream identifier to the order.

This identifier indicates that:

• the order has been transmitted successfully

• the shipment creation process has been initiated

This allows warehouse teams and administrators to quickly identify orders that have already been processed.

Shipment Update Synchronization

Once the shipment has been created in Stream, the platform begins returning shipment updates to the integration.

These updates include:

• tracking number generation

• delivery run assignment

• sequence number assignment

• delivery status updates

The integration applies the appropriate identifiers in Linnworks and updates the order with the latest shipment information.

Tracking Number Synchronization

When a shipment is accepted by the Stream platform, a tracking number is generated.

The integration retrieves this tracking number and updates the corresponding order in Linnworks.

This ensures that shipment tracking information becomes available immediately after shipment creation.

Best Practices for Order Synchronization

To ensure reliable order processing, administrators should follow these best practices:

Assign Services Before Synchronization

Orders must have a valid shipping service assigned before they can be sent to Stream.

Monitor Validation Errors

If an order receives the Error from Stream identifier, review the order notes to identify the validation issue.

Summary

The Order Synchronization module ensures that orders created in Linnworks are transmitted to the Stream platform for shipment creation and delivery processing.

By controlling order retrieval, shipment updates, and synchronization settings, the integration ensures that shipment data remains accurate and consistent across both systems.

Proper synchronization configuration enables efficient order processing while maintaining complete visibility of shipment status within Linnworks.

Module 7: Identifiers & Order Status Mapping

The Stream Tech Integration uses Linnworks Order Identifiers to track the status of orders as they move through the shipment lifecycle.

Identifiers allow warehouse teams, support staff, and administrators to quickly determine the processing status of an order without needing to check the Stream platform directly.

These identifiers provide visibility into key shipment events such as:

• successful order submission

• shipment validation errors

• delivery run assignment

• delivery scheduling

• sequence positioning

By using identifiers, users can easily monitor order progress and identify issues that may require attention.

Automatic Identifier Creation

During installation of the Stream Tech Integration, the system automatically creates all required identifiers in Linnworks.

Important note:

Identifiers are automatically created when the integration is installed.
Users do NOT need to create identifiers manually.

These identifiers are used internally by the integration to update order status throughout the shipment lifecycle.

Identifier Categories

The Stream Tech Integration uses several types of identifiers to represent different shipment states and delivery planning information.

The main identifier categories include:

• Synchronization identifiers

• Run identifiers

• Day identifiers

• Sequence identifiers

Each identifier category serves a specific purpose within the shipment workflow.

Error from Stream

The Error from Stream identifier is applied when an order fails validation during shipment creation.

If Stream detects an issue with the order data, the integration will:

1. Apply the Error from Stream identifier to the order

2. Add a note to the order describing the validation issue

Common validation errors may include:

• missing or invalid shipping address

• incorrect postal code

• invalid service configuration

• missing shipment data

These notes help administrators quickly diagnose and resolve shipment issues.

Run Identifiers

Run identifiers represent delivery routes created in the Stream platform.

A run is a collection of shipments that will be delivered together as part of a specific delivery route.

Run identifiers follow a strict naming syntax.

Required format:

RUN (number)

Examples:

RUN 01
RUN 02
RUN 03

When a shipment is assigned to a run in Stream, the integration retrieves the run information and applies the corresponding identifier to the order in Linnworks.

This allows users to easily identify which delivery run the order belongs to.

Run Identifier Limit

The integration supports a maximum of:

20 run identifiers

This allows the system to track multiple delivery routes within Linnworks.

Day Identifier

The Day identifier represents the scheduled delivery or collection day for the shipment.

Once a shipment is assigned to a delivery run in Stream, the integration retrieves the delivery day information and updates the corresponding order in Linnworks.

This identifier helps warehouse and logistics teams determine when the shipment is expected to be delivered or collected.

Sequence Identifier

The Sequence identifier represents the order in which shipments will be delivered within a specific delivery run.

For example, if multiple shipments are assigned to the same run, the sequence number determines the delivery position.

Example sequence identifiers:

SEQ 01
SEQ 02
SEQ 03

This information allows logistics teams to see the delivery order within the route.

Sequence Identifier Limit

The Stream Tech Integration supports up to:

20 sequence identifiers

Sequence identifiers may be applied when the sequence configuration option is enabled in the integration settings.

Identifier Workflow

The following diagram illustrates how identifiers are applied during the shipment lifecycle.

flowchart TD

A [Order Created in Linnworks] –> B [Service Assigned]
B –> C [Order Sent to Stream]
C –> D {Validation Successful?}
D –>|Yes| E [Sent to Stream Identifier]
D –>|No| F [Error from Stream Identifier]
E –> G [Shipment Created]
G –> H [Tracking Generated]
H –> I [Run Assigned]
I –> J [Run Identifier Applied]
J –> K [Day Identifier Applied]
K –> L [Sequence Identifier Applied]

This process ensures that Linnworks always reflects the current shipment status based on the latest information received from the Stream platform.

Benefits of Using Identifiers

The identifier system provides several operational advantages.

Best Practices

To ensure effective use of identifiers, administrators should follow these recommendations:

• Do not manually modify integration identifiers

• Monitor orders with the Error from Stream identifier regularly

• Ensure run descriptions follow the required syntax

• Verify that sequence identifiers are enabled if delivery order tracking is required

Summary

The identifier system is a critical component of the Stream Tech Integration. It provides clear visibility into shipment processing and delivery planning by applying identifiers directly to Linnworks orders.

By using synchronization identifiers, run identifiers, day identifiers, and sequence identifiers, the integration ensures that users can easily track order status throughout the shipment lifecycle.

Module 8: Run, Day & Sequence Configuration

The Run, Day, and Sequence configuration defines how delivery planning information from the Stream platform is synchronized back to Linnworks.

These identifiers allow Linnworks users to see how shipments are organized for delivery once they have been processed by Stream.

This module explains how the integration retrieves delivery planning information from Stream and applies it to orders in Linnworks using identifiers.

The identifiers covered in this module include:

• Run Identifier

• Day Identifier

• Sequence Identifier

Together, these identifiers provide visibility into the delivery routing and scheduling process managed by the Stream platform.

Delivery Planning in Stream

Once shipments are successfully created in the Stream platform, they may be assigned to delivery runs.

A delivery run represents a planned delivery route used by the logistics team to organize shipments that will be delivered together.

Each run contains:

• a run identifier

• a scheduled delivery day

• sequence positions for shipments

When these assignments occur in Stream, the integration retrieves this information and updates the corresponding order in Linnworks.

Run Identifier

What is a Run

A Run represents a delivery route or delivery batch created within the Stream platform.

Shipments assigned to the same run are grouped together and delivered as part of the same route.

When an order is assigned to a run in Stream, the integration retrieves the run information and applies a corresponding Run identifier to the order in Linnworks.

This allows users to easily identify which delivery route an order belongs to.

Run Description Format

For the integration to correctly recognize run identifiers, the run description created in Stream must follow a specific syntax.

Required format:

RUN (number)

Examples:

RUN 01
RUN 02
RUN 03

The integration reads the run description and applies the corresponding identifier to the order in Linnworks.

Run Identifier Limit

The integration supports a maximum of:

20 run identifiers

This allows the system to track up to twenty delivery routes simultaneously within Linnworks.

If additional runs are created beyond this limit, they may not be recognized by the integration.

Day Identifier

The Day identifier represents the scheduled delivery or collection day for a shipment.

When a shipment is assigned to a delivery run in Stream, the integration retrieves the delivery schedule information and applies a corresponding day identifier to the order in Linnworks.

This identifier allows warehouse and logistics teams to quickly determine the expected delivery day for each order.

The day identifier provides important visibility into delivery scheduling and helps coordinate dispatch planning.

Sequence Identifier

The Sequence identifier represents the delivery position of a shipment within a specific run.

When multiple shipments are included in the same delivery run, the sequence number determines the order in which deliveries will occur.

Example sequence identifiers:

SEQ 01
SEQ 02
SEQ 03

If a shipment is assigned sequence number 01, it will be delivered before shipments with sequence numbers 02 or 03.

This information is synchronized from Stream and applied to the Linnworks order.

Sequence Identifier Limit

The integration supports up to:

20 sequence identifiers

This allows delivery routes to contain up to twenty sequence positions that can be synchronized back to Linnworks.

Sequence Identifier Configuration

Sequence identifiers are optional and are controlled through the integration configuration settings.

If the sequence feature is enabled, the integration retrieves sequence information from the Stream platform and applies the appropriate identifier to the order.

If the feature is disabled, sequence identifiers will not be applied to orders.

This allows administrators to choose whether sequence information should be visible in Linnworks.

Run, Day & Sequence Workflow

The following diagram illustrates how run, day, and sequence identifiers are applied during the shipment lifecycle.

flowchart TD

A [Order Sent to Stream] –> B [Shipment Created]
B –> C [Shipment Assigned to Run]
C –> D [Run Identifier Applied]
D –> E [Delivery Day Retrieved]
E –> F [Day Identifier Applied]
F –> G [Sequence Assigned]
G –> H [Sequence Identifier Applied]

This process ensures that Linnworks reflects the latest delivery planning information generated by the Stream platform.

Benefits of Run and Sequence Synchronization

Synchronizing run and sequence information provides several operational benefits.

Delivery Planning Visibility

Warehouse and dispatch teams can easily see which run a shipment belongs to and when it is scheduled for delivery.

Improved Route Coordination

Sequence identifiers allow teams to understand the order of deliveries within a run.

This helps ensure that shipments are loaded and dispatched according to the planned delivery route.

Reduced Operational Confusion

By displaying run, day, and sequence identifiers directly in Linnworks, the integration eliminates the need to manually cross-check delivery plans in the Stream platform.

Best Practices

To ensure proper operation of run and sequence synchronization, administrators should follow these best practices:

• Ensure run descriptions follow the required RUN (number) syntax

• Avoid modifying run identifiers manually in Linnworks

• Verify that sequence identifiers are enabled if delivery order visibility is required

• Monitor delivery run assignments within the Stream platform

Following these practices ensures that delivery planning information is synchronized accurately between Stream and Linnworks.

Summary

The Run, Day, and Sequence configuration module provides visibility into the delivery planning process managed by the Stream platform.

By synchronizing run identifiers, delivery days, and sequence positions back to Linnworks, the integration allows users to track how shipments are organized for delivery without leaving the Linnworks environment.

This improves coordination between warehouse teams and delivery operations while maintaining consistent shipment information across both systems.

Module 9: Tracking & Shipment Updates

The Tracking and Shipment Updates module describes how shipment information generated in the Stream platform is synchronized back to Linnworks.

Once an order is successfully sent to Stream and a shipment is created, Stream begins generating shipment information such as:

• tracking numbers

• shipment confirmation

• delivery status updates

• delivery completion status

The Stream Tech Integration retrieves this information and updates the corresponding order in Linnworks.

This ensures that order records inside Linnworks always reflect the most up-to-date shipment information.

Shipment Creation in Stream

When an order is successfully transmitted to the Stream platform, Stream processes the shipment request and performs the following steps:

1. Validates shipment data

2. Creates the shipment

3. Assigns the shipment to a depot and delivery method

4. Generates shipment tracking information

Once the shipment is created, the integration retrieves the shipment details and updates the order in Linnworks.

Tracking Number Generation

A tracking number is generated by the Stream platform when a shipment is successfully created.

Once the shipment is accepted by Stream, the integration retrieves the tracking number and automatically updates the order in Linnworks.

This tracking number becomes visible within the order record and can be used for shipment monitoring and customer communication.

Tracking Number Workflow

The tracking synchronization process follows this sequence:

flowchart TD

A [Order Sent to Stream] –> B [Stream Validates Shipment]
B –> C [Shipment Created]
C –> D [Tracking Number Generated]
D –> E [Tracking Number Synced to Linnworks]
E –> F [Tracking Visible on Order]

This automated process ensures that shipment tracking information is available immediately after the shipment is confirmed.

Automatic Order Updates

Once Stream generates shipment updates, the integration synchronizes these updates back to Linnworks.

Shipment updates that may be synchronized include:

• tracking number generation

• delivery run assignment

• delivery day assignment

• sequence updates

• delivery completion

These updates allow Linnworks users to monitor shipment progress without needing to access the Stream platform.

Webhook Configuration

The Stream Tech Integration supports webhook-based updates for shipment status changes.

Webhooks allow Stream to notify the integration when shipment events occur.

This ensures that shipment updates are reflected in Linnworks as soon as they occur.

Webhook updates may include:

• shipment created

• shipment assigned to run

• shipment delivered

This real-time communication improves synchronization accuracy and reduces the need for manual status checks.

Mark Order as Processed on Delivered

The integration includes an option that automatically updates the order status when a shipment is delivered.

Option

Mark Order as Processed on Delivered

When this option is enabled:

• Linnworks automatically marks the order as Processed once the shipment status is updated to Delivered in the Stream platform.

This allows shipment completion to automatically update order status within Linnworks.

Delivery Status Workflow

The delivery update process typically follows this workflow:

flowchart TD

A [Shipment Created] –> B [Shipment Assigned to Run]
B –> C [Shipment Dispatched]
C –> D [Shipment Delivered]
D –> E [Delivery Status Sent to Integration]
E –> F [Order Updated in Linnworks]
F –> G [Order Marked as Processed]

This ensures that Linnworks accurately reflects the final delivery state of each shipment.

Benefits of Shipment Update Synchronization

Synchronizing shipment updates provides several operational benefits.

Best Practices

To ensure accurate shipment update synchronization, administrators should follow these recommended practices:

• Enable webhook updates where possible

• Verify that API connectivity between Linnworks and Stream is functioning correctly

• Ensure tracking numbers are retrieved successfully after shipment creation

• Monitor shipment updates to ensure order statuses are synchronized properly

Summary

The Tracking and Shipment Updates module ensures that shipment information generated in the Stream platform is automatically synchronized back to Linnworks.

By retrieving tracking numbers, delivery updates, and shipment status changes, the integration keeps Linnworks order records up to date with the latest shipping information.

This synchronization provides warehouse teams, administrators, and support teams with complete visibility into the shipment lifecycle.

Module 10: Troubleshooting & Operational Guide

The Troubleshooting and Operational Guide provides guidance on identifying and resolving common issues that may occur when using the Stream Tech Integration with Linnworks.

While the integration is designed to operate automatically, issues may occur due to:

• incorrect configuration

• invalid shipment data

• API communication issues

• service configuration problems

• shipment validation failures

This module helps administrators and support teams diagnose and resolve these issues quickly.

Common Integration Issues

Below are the most common issues users may encounter while using the Stream Tech Integration.

Order Not Sent to Stream

Symptoms

An order remains in Linnworks but is not sent to the Stream platform.

Possible Causes

• No shipping service assigned to the order

• Order synchronization disabled

• Invalid order data

• Order outside the lookback period

• Missing required address fields

Resolution Steps

1. Verify that a shipping service is assigned to the order

2. Ensure order synchronization is enabled

3. Confirm that the order contains a valid shipping address

4. Check the Order Lookback Days configuration

5. Retry sending the order

Error from Stream Identifier

Symptoms

The order receives the Error from Stream identifier.

Cause

This identifier is applied when the Stream platform rejects a shipment request due to validation errors.

The integration automatically adds a note to the order describing the validation issue returned by the Stream platform.

Common validation errors include:

• incomplete shipping address

• invalid postcode

• incorrect depot configuration

• missing shipment data

Resolution Steps

1. Open the order in Linnworks

2. Review the order notes for the validation error message

3. Correct the issue identified in the error note

4. Resend the order to Stream

Tracking Number Missing

Symptoms

The order has been sent to Stream but does not display a tracking number.

Possible Causes

• shipment creation failed

• Stream API communication delay

• shipment not yet accepted by Stream

• API response timeout

Resolution Steps

1. Confirm that the order has the Sent to Stream identifier

2. Verify that shipment creation was successful in Stream

3. Wait for synchronization to complete

4. Retry retrieving shipment updates if necessary

Shipment Validation Failure

Symptoms

Shipment creation fails and the order receives the Error from Stream identifier.

Common Validation Issues

Validation errors often occur due to incorrect shipment data.

Examples include:

• missing address line

• missing postcode

• unsupported delivery method

• invalid depot mapping

Resolution Steps

1. Review the order information in Linnworks

2. Verify that all required shipment fields are present

3. Confirm that the shipping service is mapped to the correct depot and delivery method

4. Resend the order after corrections

Service Configuration Issues

Symptoms

Orders fail to create shipments even though they have a service assigned.

Possible Causes

• service mapped to incorrect depot

• service mapped to incorrect delivery method

• Stream depot not configured properly

Resolution Steps

1. Review the service configuration in Linnworks

2. Verify that the correct Stream depot is selected

3. Verify that the correct delivery method is selected

4. Update the service configuration if necessary

API Processing Limit Reached

Symptoms

Bulk shipment processing fails or some orders are not processed.

Cause

The Stream API has a processing limitation for shipment creation.

The integration processes a maximum of:

10 orders per request

This limit is applied to ensure stable communication with the Stream platform.

Resolution

If more than 10 orders are processed at once, the integration automatically handles them in batches.

For best results:

• process shipments in batches of 10 or fewer orders

Run Identifier Not Applied

Symptoms

An order does not display a run identifier in Linnworks.

Possible Causes

• run description in Stream does not follow the required syntax

• run assignment has not yet occurred

• synchronization delay

Required Syntax

Run descriptions must follow this format:

RUN (number)

Example:

RUN 01
RUN 02

If the run description does not follow this format, the integration cannot recognize the run identifier.

Sequence Identifier Not Applied

Symptoms

Orders assigned to a run do not display a sequence identifier.

Possible Causes

• sequence identifiers disabled in integration configuration

• sequence assignment not yet performed in Stream

Resolution

1. Verify that sequence identifiers are enabled in the integration settings

2. Confirm that sequence positions have been assigned in the Stream platform

Webhook Update Issues

Symptoms

Shipment updates are delayed or not reflected in Linnworks.

Possible Causes

• webhook configuration disabled

• API communication issue

• temporary synchronization delay

Resolution Steps

1. Verify that webhook configuration is enabled

2. Confirm API connectivity between Stream and Linnworks

3. Wait for synchronization cycle to complete

Operational Monitoring

Administrators should regularly monitor the following to ensure the integration operates correctly:

• orders with Error from Stream identifier

• orders without tracking numbers

• service configuration updates

• shipment synchronization status

Regular monitoring helps detect and resolve operational issues early.

Best Practices

To maintain a stable and reliable integration environment, administrators should follow these best practices:

Summary

The troubleshooting module provides administrators and support teams with the tools needed to diagnose and resolve common issues encountered when using the Stream Tech Integration.

By understanding how shipment validation, synchronization, and service configuration operate, users can quickly identify the root cause of issues and restore normal operation.

Module 11: FAQ & Operational Best Practices

The FAQ and Operational Best Practices module provides answers to frequently asked questions about the Stream Tech Integration with Linnworks.

Frequently Asked Questions

Operational Best Practices

Following best practices helps ensure that the Stream Tech Integration operates reliably and efficiently.

Maintain Accurate Service Configuration

Ensure that each shipping service is correctly mapped to:

• the appropriate Stream depot

• the correct delivery method

Incorrect service configuration can lead to shipment validation errors.

Validate Order Data Before Sending

Orders should contain complete and accurate shipping information before being sent to Stream.

Required information typically includes:

• full shipping address

• postcode

• service assignment

Incomplete data may cause shipment validation failures.

Use Consistent Run Naming

When creating delivery runs in Stream, ensure that the run description follows the required syntax:

RUN (number)

Example:

RUN 01
RUN 02

Incorrect run naming may prevent the integration from recognizing the run identifier.

Monitor Error Identifiers

Orders marked with the Error from Stream identifier should be reviewed regularly.

The error note added to the order will provide information about the validation issue.

Correcting these issues promptly helps prevent shipment delays.

Process Orders in Small Batches

Although the integration automatically manages API limits, it is recommended to process shipments in batches of 10 or fewer orders when generating labels on demand.

This ensures reliable shipment processing and reduces the risk of API errors.

Enable Shipment Status Updates

Enable webhook synchronization or dispatch updates to ensure that shipment status changes are reflected in Linnworks as soon as they occur.

This ensures that tracking information and delivery updates remain accurate.

Summary

The FAQ and Best Practices module provides guidance for using the Stream Tech Integration effectively and resolving common operational questions.

By following recommended practices and understanding how key features such as identifiers, label generation, and shipment synchronization work, users can ensure smooth operation of the integration and maintain efficient shipment workflows.