Bulk Import Tradeflows
Dockflow supports three methods for creating tradeflows in the platform. This guide focuses on bulk import via Excel templates, the most efficient approach for adding multiple shipments simultaneously.
Creation Methods Overview
| Method | Best For | Capacity |
|---|---|---|
| Manual Entry | Single shipments or quick ad-hoc entries | 1 at a time |
| API Integration | Automated system-to-system integration | Unlimited |
| Bulk Import (Excel) | One-time imports, periodic updates, migrations | Up to 1,000 per file |
Bulk import is ideal for:
- Onboarding: Importing existing shipments when starting with Dockflow
- Periodic Updates: Adding batches of new bookings or containers
- Partner Data: Importing shipments received from partners via Excel
- Data Migration: Moving from another system to Dockflow
Step 1: Download the Template
- Navigate to Dashboard → Tradeflows
- Click the Import button in the top-right corner
- Select Download Excel Template
- Save the file to your computer
Template Specifications
- Format:
.xlsx(Excel 2007+) - Maximum rows: 1,000 tradeflows per upload
- Character encoding: UTF-8
- File size limit: 10 MB
Step 2: Fill the Template
The template contains multiple columns for shipment information. Only a few fields are required, while the rest are optional but recommended for better tracking.
Required Fields
At minimum, you must provide:
| Field | Description | Example |
|---|---|---|
| Internal Reference | Your unique shipment identifier | SHIP-2026-001 |
Plus at least ONE of:
| Field | Description | Example |
|---|---|---|
| Container Number | Full container number | MSCU1234567 |
| Bill of Lading | B/L number | MAEU123456789 |
| Booking Reference | Carrier booking number | BOOK123456 |
Each row must contain:
- An Internal Reference
- At least one of: Container Number, Bill of Lading, or Booking Reference
Rows missing these required fields will be skipped during import with an error message.
Optional Fields (Recommended)
Including these fields improves visibility and enables automated tracking:
Partner & Contact Information
| Field | Description | Example |
|---|---|---|
| Partner Name | Business partner or customer name | Acme Corp |
| Lead Contact | Person responsible for this shipment | [email protected] |
| Shipper | Origin party | ABC Manufacturing |
| Consignee | Destination party | XYZ Distribution |
| Notify Party | Party to notify upon arrival | [email protected] |
Important: Partner names must match exactly with partners already added in your Dockflow account. See How to Add a Business Partner for setup instructions.
Port & Location Details
| Field | Description | Example |
|---|---|---|
| Port of Loading (POL) | Origin port code | NLRTM (Rotterdam) |
| Port of Discharge (POD) | Destination port code | USNYC (New York) |
| Place of Receipt | Origin location | Amsterdam, NL |
| Place of Delivery | Final destination | New York, NY, USA |
Port Codes: Use UN/LOCODE format (5 characters). See supported ports or search within Dockflow.
Schedule & Timeline
| Field | Description | Format | Example |
|---|---|---|---|
| ETD (Estimated Time of Departure) | Expected departure date | YYYY-MM-DD | 2026-02-15 |
| ETA (Estimated Time of Arrival) | Expected arrival date | YYYY-MM-DD | 2026-03-20 |
Date Format: Always use ISO 8601 format (YYYY-MM-DD). Other formats may cause import errors.
Vessel & Carrier
| Field | Description | Example |
|---|---|---|
| Vessel Name | Name of the vessel | MSC OSCAR |
| Voyage Number | Voyage or rotation number | 026E |
| Ocean Carrier | Shipping line | MSC, MAERSK, CMA CGM |
Carrier Tracking: Including vessel and carrier information enables automatic tracking updates. See Supported Carriers for the full list.
Commercial Terms
| Field | Description | Example |
|---|---|---|
| Incoterms | Trade terms | FOB, CIF, DAP, DDP |
| Commodity | Cargo description | Electronics, Apparel, Machinery |
| Container Type | Equipment type | 20DC, 40HC, 40RF |
| Weight | Cargo weight (kg) | 18500 |
| Volume | Cargo volume (m³) | 25.5 |
Team Assignment
| Field | Description | Example |
|---|---|---|
| Team | Assign to an existing team | Import Team West, Export Team EU |
Team Setup: Teams must already exist in your Dockflow account. See Teams Management for instructions.
Custom Properties
| Field | Description | Example |
|---|---|---|
| Custom Field 1-10 | User-defined fields | PO Number, Customer ID, Priority Level |
Configuration: Custom properties are configured in Settings → Organization → Custom Properties. Define field names and types before using them in imports.
Step 3: Upload the Template
Once your template is complete:
- Return to Dashboard → Tradeflows
- Click the Import button
- Select Upload File
- Choose your completed Excel file
- Click Upload to begin processing
Processing Timeline
| File Size | Estimated Processing Time |
|---|---|
| 1-100 rows | 2-5 minutes |
| 100-500 rows | 10-20 minutes |
| 500-1,000 rows | 30-50 minutes |
After upload, processing happens in the background. You can:
- Continue working in Dockflow
- Close your browser
- Check import status in Settings → Import History
You'll receive an email notification when processing completes.
Import Status Notifications
The system sends email notifications for:
- Successful import - All rows processed successfully
- Partial success - Some rows imported, others skipped (with error details)
- Failed import - Critical errors prevented processing
Best Practices
What to Import
✅ DO import:
- Shipments that haven't departed yet (in booking phase)
- Shipments currently in transit
- Shipments that arrived recently (within last 3 months)
❌ DON'T import:
- Completed shipments older than 3 months
- Canceled bookings
- Duplicate entries (check existing tradeflows first)
Why Skip Old Shipments?
Importing completed shipments from several months ago:
- Creates unnecessary data volume
- Skews analytics and reporting
- Generates false notifications for old events
- Wastes processing resources
Focus on active and upcoming shipments. Historical data older than 3 months provides minimal operational value and can clutter your dashboard.
Data Quality Tips
Before uploading:
- Remove duplicates - Check for duplicate container numbers or references
- Validate dates - Ensure ETD is before ETA
- Check port codes - Use UN/LOCODE format (5 characters)
- Verify partner names - Must match existing partners exactly
- Remove test data - Delete any placeholder or test rows
Common errors to avoid:
| Error | Impact | Solution |
|---|---|---|
| Invalid date format | Row skipped | Use YYYY-MM-DD format |
| Non-existent partner | Row skipped | Add partner first or leave blank |
| Duplicate container | Creates duplicate tradeflow | Check existing shipments |
| Missing required fields | Row skipped | Ensure Internal Reference + one ID field |
Troubleshooting
Import Failed
Possible causes:
- File format is not
.xlsx - File exceeds 10 MB
- File contains more than 1,000 rows
- File is corrupted or password-protected
Solution: Download a fresh template and copy your data carefully.
Some Rows Were Skipped
Check the import report (sent via email) for specific errors:
| Error Message | Cause | Fix |
|---|---|---|
| "Missing required field: Internal Reference" | Empty Internal Reference column | Fill in unique reference for each row |
| "No valid identifier found" | Missing Container/B/L/Booking | Add at least one identifier |
| "Invalid date format" | Wrong date format | Use YYYY-MM-DD |
| "Partner not found" | Partner doesn't exist | Add partner first or leave blank |
| "Invalid port code" | Incorrect UN/LOCODE | Verify port code format |
Processing Takes Too Long
If processing exceeds 50 minutes:
- Check Settings → Import History for status
- Verify file size is under 10 MB
- Contact support if still processing after 1 hour
Duplicate Tradeflows Created
If you accidentally upload the same file twice:
- Navigate to Dashboard → Tradeflows
- Filter by Import Date (use the date you uploaded)
- Select duplicate tradeflows
- Use Bulk Actions → Delete to remove duplicates
Wait for the first import to complete before uploading the same data again. Check Import History to monitor status.
Advanced: Updating Existing Tradeflows
The bulk import process can also update existing tradeflows if you include the Internal Reference of an existing shipment.
How it works:
- If the Internal Reference already exists → Updates the tradeflow
- If the Internal Reference is new → Creates a new tradeflow
Common update scenarios:
- Adding container numbers to booked shipments
- Updating ETA/ETD dates
- Changing partner assignments
- Adding vessel information
Updates overwrite existing field values. If you leave a field blank in your update file, it will clear that field in the tradeflow.
Alternative Methods
Manual Entry
For single shipments or quick entries, use the manual creation interface:
- Navigate to Dashboard → Tradeflows
- Click + Create Tradeflow
- Fill in the form
- Click Save
When to use: Ad-hoc shipments, urgent entries, or when you only have 1-2 shipments to add.
API Integration
For automated, system-to-system integration, use the Dockflow API:
- Real-time synchronization with your TMS, ERP, or WMS
- No file size limits
- Bi-directional updates (send and receive data)
See Upstream API Documentation for integration details.
Related Articles
- How to Add a Business Partner - Set up partners before importing
- Teams Management - Organize shipments by team
- How to Add a Lead Contact - Assign responsibility for shipments
- Supported Carriers - Carriers with automatic tracking
- Upstream API - Automated integration alternative
Need Help?
- Template questions: [email protected]
- Import errors: Include the error report from your email in your support request
- API integration: Contact [email protected] for API access
Migrated from: https://support.dockflow.com/streamlining-trade-flow-creation-with-excel-bulk-import Last updated: January 28, 2026