FedEx Ship Manager at fedex.com Passkey

® FedEx Ship Manager®

at fedex.com Passkey

Administrator Guide

v 17.0

The information contained in this publication is confidential and proprietary to FedEx Corporate Services,Inc., and its affiliates (“FedEx”). No part of this publication may be distributed or disclosed in any form toany third party without written permission of FedEx. This publication is provided to you under and its useis subject to the terms and conditions of the FedEx Automation Agreement. Any conflict between the appli-cable FedEx Service Guide and this publication is controlled by the FedEx Service Guide.

© 2000-2003 FedEx Corporate Services, Inc.; FedEx and the FedEx logo are registered service marks ofFedEx. All rights reserved. Unpublished.

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Contents

Introduction to Passkey .................................................................................................................1

Overview ...........................................................................................................................................3

Getting Started with Passkey .........................................................................................................3

Passkey Login ...................................................................................................................................4Company Login ................................................................................................................................4User Login .........................................................................................................................................5

To Login ......................................................................................................................................5Bookmarking this Page .............................................................................................................5Change Password ......................................................................................................................6Remember my User ID on this computer ................................................................................6Download Admin Quick Guide .................................................................................................6Contact Administrator ...............................................................................................................6Contact Information ...................................................................................................................6

Welcome to Passkey Admin Screen ................................................................................................7

Overview ...........................................................................................................................................7Welcome to Passkey Admin Navigation ........................................................................................8

Admin Tab on Primary Navigation Bar ....................................................................................8Other Tabs on Primary Navigation Bar ....................................................................................8

Users .................................................................................................................................................9Departments .....................................................................................................................................9

Company Profile ...........................................................................................................................11

Updating Company Information ...................................................................................................11Company information .............................................................................................................11Global settings .........................................................................................................................12

Departments .................................................................................................................................13

Overview .........................................................................................................................................13Search .............................................................................................................................................14

Search by department name ..................................................................................................14Sort department by .................................................................................................................14

View Users in a Selected Department ..........................................................................................14Add New Department ....................................................................................................................14Profile Screen .................................................................................................................................15

Department details ..................................................................................................................15Accounts ...................................................................................................................................16

Privileges Screen ............................................................................................................................16User Privileges .........................................................................................................................17Services Available ...................................................................................................................18Reference Options ...................................................................................................................18Special Services .......................................................................................................................19

Defaults Screen ..............................................................................................................................19Customize features ..................................................................................................................19Customize screens ...................................................................................................................20Default shipping information ..................................................................................................20Reference defaults ...................................................................................................................21

View Department ............................................................................................................................21Update Department ........................................................................................................................21Delete Department .........................................................................................................................22

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Contents

Users ............................................................................................................................................23

Overview .........................................................................................................................................23Search .............................................................................................................................................24

Search by user name ...............................................................................................................24Sort users by ............................................................................................................................24

Add New User ................................................................................................................................24Profile Screen .................................................................................................................................25

User details ..............................................................................................................................25Accounts ...................................................................................................................................26User settings ............................................................................................................................26

Privileges Screen ............................................................................................................................27User Privileges .........................................................................................................................27Services Available ...................................................................................................................28Reference Options ...................................................................................................................29Special Services .......................................................................................................................29

Defaults Screen ..............................................................................................................................30Customize features ..................................................................................................................30Customize screens ...................................................................................................................31Default shipping information ..................................................................................................31Reference defaults ...................................................................................................................32

View All Users in Company ...........................................................................................................32Deactivated Status ...................................................................................................................32

View Users by Department ............................................................................................................32Deactivated Status ...................................................................................................................33

Update User ....................................................................................................................................33Reassign User to Another Department ..................................................................................33

Delete User .....................................................................................................................................34

Administrator Reports ..................................................................................................................35

Overview .........................................................................................................................................35Create Reports ................................................................................................................................35Add New Reports ...........................................................................................................................36Edit Reports ....................................................................................................................................37Delete Reports ................................................................................................................................37Passkey Admin Report Results .....................................................................................................38

Central Address Book ...................................................................................................................39

Overview .........................................................................................................................................39Display Specific Entries .................................................................................................................40Add New Central Address Book Entry ..........................................................................................40Create Central Address Book Entry ..............................................................................................40Update Central Address Book Entry .............................................................................................41Remove Central Address Book Entry ...........................................................................................41Delete Central Address Book Entry ...............................................................................................41

Log out .........................................................................................................................................43

Index .............................................................................................................................................45

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1

Introduction to Passkey

The Passkey feature of FedEx Ship Manager® at fedex.com allows asingle administrator or any user assigned administrative privileges tocentrally manage and control shipments that are processed by multipleindividuals shipping from their desktops. Users can be in the samelocation or dispersed geographically across multiple locations within acompany. With Passkey, an administrator can configure shipping optionsor restrict services, customize reference information and run reports onthe shipping activity of users across the company. The main features ofPasskey allow multiple users to have access privileges to FedEx ShipManager. Through the convenience of the Internet, the PasskeyAdministrator can

• Maintain Department (or group) profiles including FedEx accountnumbers, service options, and restrictions for a specific department.

• Configure a robust set of privileges and defaults that could beassigned to departments and customized at the user level.

• Assign and set up an unlimited number of Passkey users within thedepartments (although no more than 1,000 users per company isrecommended).

• Allow an administrator to add multiple FedEx account numbers toPasskey and assign individual users to these accounts.

• Ability to require up to 4 references and set default values for thesereferences at the department and user level. For added control,administrators can configure reference values that cannot be changedby their users.

• Create customized reports to display the shipping activity of userscompany-wide. Administrative reports can be viewed online, printed,and downloaded.

• Track shipments from within the shipping reports.

• Set up a Central Address Book that can be accessed by Passkey usersacross the entire company. In addition, users can set up a PersonalAddress Book and share their Personal Address Book with otherPasskey users in the company.

Potential benefits of using FedEx Ship Manager at fedex.com and thePasskey functions are

• Enhanced ability to track and control costs through customization,reporting, and visibility.

• Improved efficiency in the shipping process throughout the company.

• Reduced workload in a centralized mail room through controlleddistribution of shipping tasks.

• More efficient administration and reporting.

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Introduction to Passkey

• All the timesaving features of shipping through FedEx Ship Managerat fedex.com.

• Secure information - password protected and account numbers areinvisible to users.

• Access 24-hours-a-day; 7-days a week.

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Getting Started with Passkey

Overview

Before you begin the setup process, first determine how you would liketo organize and control users who will be using Passkey. All users mustbe assigned to one department in Passkey.

Departments can be set up as separate geographical locations orfunctional groups within your organization that use different FedExaccount numbers or cost centers. When users are assigned to adepartment, they can be assigned to ship from one of the availableaccounts for that department. In addition, as a member of a department,users by default will inherit the same physical address, privileges, anddefault settings for that department. These can be customized at the userlevel for greater flexibility and control. See the Departments and Userssections for more information and detailed instructions.

After you receive notification that your Passkey account is setup, followthese steps to start using Passkey:

• Log in as the Passkey Administrator.

• Add one or more departments and set service and reference optionsfor each department.

• Update your Company Profile for additional configuration options.

• Add Passkey users to departments and assign users to FedEx accountnumbers.

• Provide Passkey users with their login information (user IDs andpasswords) and instructions on how to login to Passkey.

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Passkey Login

1. Go to fedex.com and click on the orange Ship tab. The FedEx ShipManager at fedex.com login screen displays.

2. Click on the Passkey users login here link on the right side of thisscreen. The Passkey Company Login screen displays and the loginprocess can begin.

Company Login

Passkey must be able to recognize the company to which you belong.Please enter your company ID in the Company ID field. (As an

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administrator, you must provide the company ID and login information toyour users.)

Important! All login information, including the company ID, user ID, and password, is case-sensitive.

Once you've entered your company ID, click Continue to move to thePasskey User Login screen.

User Login

To Login

1. Enter your user ID and password in the appropriate fields.

2. Click on the Login button to go to the next screen.

• Passkey users with administrative privileges can log in with avalid user ID and password. This takes them to the Welcome toPasskey Admin screen.

• Passkey users without administrative privileges will receive theFedEx Ship Manager at fedex.com Ship screen.

Bookmarking this Page

You can bookmark this page, so the next time you log in you will be ableto bypass the Passkey Company Login screen and go directly to thePasskey User Login screen. If you don't bookmark this page, each timeyou access Passkey, you will have to enter your company ID, user ID, andpassword to log in.

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Change Password

If Allow Users to change their password is enabled in the GlobalSettings section of the Company profile screen, a link to Change Password dynamically displays on the Passkey User Login screen.

1. Clicking the Change Password link directs you to a new screenwhere you can change your password by entering information in thefollowing fields:

• User ID

• Current Password

• New Password

• Verify New Password

2. Click the Update button at the bottom of the screen to save thechanges or the Cancel button if you choose not to update yourpassword.

3. Click Login to log in.

When you click Login, you will be directed to the appropriate page—theFedEx Ship Manager at fedex.com Ship screen, if you have noadministrator privileges; the Welcome to Passkey Admin screen, if youhave administrator privileges.

Remember my User ID on this computer

When you select this option, your user ID and password are saved, sothat you do not have to reenter this information when you return to thePasskey User Login screen.

Download Admin Quick Guide

Clicking this link displays the new Passkey Administrator Quick Guide.

Contact Administrator

Clicking this link allows the user to contact their company PasskeyAdministrator via email. This gives the user the ability to send an email tothe administrator if they have forgotten their user ID/password or toreport issues and questions to their internal administrator. Theadministrator's email (by default) is the administrator (user) addedduring the initial setup of the company Passkey account. TheAdministrator Email ID used is pulled from the Email ID field of theCompany profile screen. This can be updated if another administrator isdesignated for the company.

Contact Information

Clicking this link displays country-specific contact information, such asCustomer Service telephone numbers, FedEx Ship Manager Hot Linetelephone numbers, and FedEx Ship Manager email help addresses.

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Welcome to Passkey Admin Screen

Overview

When you log into FedEx Ship Manager at fedex.com as anadministrator, the Welcome to Passkey Admin screen displays andserves as the central point for all Passkey administrative tasks. You canalways return to the Welcome to Passkey Admin screen by clickingAdmin home on the secondary navigation bar.

As an administrator, you can exit the administrative functions and accessthe shipping functionality of FedEx Ship Manager at fedex.com. Whenyou access FedEx Ship Manager at fedex.com, you can only manage yourown personal shipments and view your own shipping history. To returnto your administrative tasks, click on the Admin tab.

The key administrative tasks can be accessed using the secondarynavigation options under the Admin tab:

• Department Administration (Departments)

• User Administration (Users)

• Administrative Reporting (Admin Reports)

• Company Profile (Company Info)

Please refer to the help outlined on these screens for more details.

From the Welcome to Passkey Admin screen you can access thefollowing screens:

• Users—Add new user, Update user, and View by department

• Departments—Add department and Update department

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• Passkey bulletin board—Describes general information (e.g.,features, important notes) for administrators

Welcome to Passkey Admin Navigation

By clicking on the Quick help icon in the top right corner, you can accessthe appropriate section in the Passkey Administrator FAQs. Help isavailable on all of the Passkey screens.

Admin Tab on Primary Navigation Bar

When you click on the Admin tab on the primary navigation bar, theWelcome to Passkey Admin screen displays with the following secondarynavigation bar:

• Admin Home—Clicking this link brings you to the Welcome toPasskey Admin screen, where you can administrate departments andusers, run reports, etc.

• Departments—View a list of existing departments, add departments,and update department.

• Users—View a list of all Passkey users, add new users, and updateusers.

• Admin Reports—Create administrative reports to monitor shippingactivity by department.

• Company Info—Clicking this link displays the Company profilescreen, where you can manage basic company information.

• Home—Clicking this link returns you to fedex.com.

• Logout—Clicking this link logs you out of Passkey and returns you tothe Passkey User Login screen.

Other Tabs on Primary Navigation Bar

In addition to being able to perform all administrative functions withinPasskey through the Admin tab, you also have access to all of thestandard functionality of FedEx Ship Manager at fedex.com through theother primary tabs at the top of the screen:

• Ship

• Track/History

• Address Book

• Preferences

• Fast Ship

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• Reports

While the Admin tab only displays for administrators, the other tabs areavailable for FedEx Ship Manager at fedex.com users, Passkey users, andPasskey Administrators.

To select a screen or function within FedEx Ship Manager at fedex.com,choose the appropriate option from the tabs across the top of the screen(e.g., Ship, Track/History, Address Book, Fast Ship, Reports).

As you navigate throughout the Passkey administrative screens, shippingoptions are available at the top of each screen.

Users

Select Add new user to add a new user to Passkey.

To update a user directly, enter the user ID of the user you would like toview or update and click Go.

To update a user by selecting from a list of users in the department theybelong to, go to the View by dept section and select the department fromthe drop-down list. A list of users in that department displays. From hereyou can select the user ID from the list to update.

Departments

Select Add new Department to add a new department to Passkey.

To update an existing department, go to the Update dept section andselect the department ID from the drop-down list. The department profiledisplays, where it can be viewed or updated.

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Company Profile

Updating Company Information

You can update all of the company information, except the company ID.The company ID cannot be edited once registration is complete. Toupdate or cancel your changes, click Save/Update or Cancel at the bottomof the screen.

The Company profile screen contains all of the basic companyinformation, which includes the company ID, company address, and thecontact information for the company administrator. The Company profilescreen is where administrators configure Global settings, which applyacross the entire company and cannot be customized by department orby user. By default, the first user created during the Passkey setupprocess will be the contact name designated in the company profile. Thisuser will be assigned full administrative privileges.

Company information

• Company ID—The Company ID field identifies the company that wascreated automatically during the Passkey setup. The company ID mustbe entered in the Passkey Company Login screen before users areable to access the Passkey User Login screen. This ID must becommunicated to all Passkey users by a company administrator,along with their user ID and password.

• Company Name—The company name provided during the Passkeysetup auto-populates the Company Name field.

• Contact Name—The Contact Name is the person that is assignedadministrative privileges and will be responsible for managing theadministrative functions for a group of users within a particulardepartment. There can be multiple users assigned administrativeprivileges for Passkey, but the contact name entered in the Company

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Company Profile

profile screen is the administrator chosen during the initial Passkeysetup.

• Email ID—The Email ID is the administrator email that was createdduring the initial Passkey setup. The administrator email address inthe Company profile screen is the email ID that users are directed to ifthey click Contact Administrator on the Passkey User Login screen.This can be updated at any time.

• Address—Enter the company's address.

• City, State, ZIP—Enter the company's city, state, and zip code.

Global settings

Global Settings are settings that apply company-wide.

• Allow Users to change their password—By selecting thischeckbox, the Change Password link will display on the Passkey UserLogin screen, and users will have the capability to change theirpassword before proceeding to log in. The administrator can reset theuser's password at any time by updating their user profile.

To save this company information, click Save/Update. To cancel thisinformation at any time, click Cancel.

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Departments

Overview

Department is a profile for a group of users that are either grouped byfunction, geographical area, or some other means that fits the needs ofthe company. Members of each department share certain default settingsand service restrictions. All users in the company must be assigned to adepartment. Departments allow the administrator to centrally manageand control shipments for multiple individuals by assigning defaultoptions and service restrictions at the department level, and by runningreports on the shipping activity of users by department.

By creating departments, you can save time when adding new Passkeyusers. By simply assigning users to a department, the user screensautomatically take on the shipping, location, accounts, privileges, anddefaults of the department to which they are assigned. Addressinformation, reference information, accounts, and service options are allapplicable at the department level. This information can be modified inthe user screens, except for accounts. Users can only be assigned to anaccount that has been made available to that department.

The Department feature contains the following screens and functionality.You can move between the Department Profile, Privileges, and Defaultsscreens by clicking Previous or Next. You can edit privileges at the userlevel after adding them to a department.

• View departments—Displays key information about departments,such as the department name and department ID. The administratorcan add, update, and delete departments.

• Profile—Displays information in the Department details section. SeeProfile Screen for more information.

• Privileges—Displays selected rights and privileges for thedepartment in the User Privileges, Services Available, ReferenceOptions, and Special Services sections. See Privileges Screen formore information.

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Departments

• Defaults—Displays information in the Customize your features,Customize your screens, Default shipping information, and Referencedefaults sections. See Defaults Screen for more information.

When you click on the Departments tab, the View departments screendisplays. As an administrator, you can perform the following departmentfunctions from this screen:

• Search

• View Users in a Selected Department

• Add New Department

• View Department

• Update Department

• Delete Department

Search

Search by department name

To search for a department, enter key information in the text field. (Thisfield is case-sensitive.) Click Search. The View departments screendisplays information based on your text entry. To return to the list of alldepartments, click View all departments.

Sort department by

You can sort either of the columns by selecting Department Name orDepartment ID from the drop-down menu. Click Sort. The Viewdepartments screen sorts the selected column.

View Users in a Selected Department

You can view users in a department from the Departments screen byselecting the department. Click View users. A list of users assigned tothat department will display.

Add New Department

To add a new department, follow these steps:

1. Click Add department within the Departments section of theWelcome to Passkey Admin screen or click Add on the Viewdepartments screen. The Add department screen displays anddefaults to the Profile screen.

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Departments

2. Complete the Department details section that identifies thedepartment. (Required fields are in bold). See Profile Screen formore information.

3. Complete the Accounts section. You can add an account to thedepartment by selecting an existing FedEx account from theAvailable accounts list or by adding a new FedEx account number.To add additional accounts to a department, update the departmentprofile.

4. Click Next. The Privileges screen displays and includes the UserPrivileges, Services Available, Reference Options, and SpecialServices sections. See Privileges Screen for more information.

5. After completing the Privileges screen, click Next. The Defaultsscreen displays and includes the Customize your features,Customize your screens, Default shipping information, andReference defaults sections. See Defaults Screen for moreinformation.

6. Click Save/Update. The department information is saved. You willreturn to the View departments screen.

Profile Screen

Department details

Company name—Enter the name of the company in which thisdepartment appears.

Department name—Enter the name of this department.

Department ID—The Department ID is the unique ID that is assigned tothe department when it is initially created. Departments are identified by

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Departments

Department IDs when searching for or viewing a department profile orwhen the administrator is running a report. The Department ID is amaximum of 10 characters and is alphanumeric. Department ID's cannotbe modified once they are created. Enter a Department ID.

Contact name—Enter the name of the individual to contact for thisdepartment.

Address, City, State, ZIP—Enter the address information for this user.

Telephone—Enter the telephone number for this user.

Email ID—Enter the email address for this user.

Accounts

In the Available accounts section, select an existing account from thedrop-down list. If you need to add a new account for this department,click Add new account. Add the account number and enter the addressinformation. The address information entered here must match theshipping/ billing address tied to this account number on FedEx'sdatabase. It may be different than the address entered in the departmentprofile.

Privileges Screen

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Departments

The Privileges screen allows the administrator to give users in thedepartment certain rights and privileges by checking the appropriateboxes. If a box is unchecked, the user does not have that privilege.

User Privileges

Personal Address Book—Provides access to the Personal AddressBook, where Passkey user can create and manage up to 2,000 recipientsfrom the Address book screen and select from these addresses on theShip screen.

Shared Address Book—Provides access to the Shared Address Bookscreen where Passkey users can access the shared address books ofother Passkey users in the company for one time use. Passkey userscannot add, edit or delete recipients in a shared address book unless theyare the owner of the address book.

Central Address Book—Provides access to recipients in the CentralAddress Book screen and via the drop-down menu on the Ship screen.Users without Administrative privileges cannot add, edit or delete entriesin the Central address book.

Add new senders—Allows users to create up to 20 Sender profileswhich can be managed from the Sender information screen in theaddress book. Additional senders can also selected from the Ship screenwhen Change sender address is selected.

Set up thermal printer—Allows users to access additional printeroptions by displaying this section under the Customize features sectionof their Preferences screen. From here users can configure a thermalprinter for printing shipping labels to a local thermal printer. If thisprivilege is not selected, users will only be able to print to a laser or inkjetprinter (default).

Set up scale—Allows users to access to this option under the Customizefeatures section of their Preferences screen. From here users canconfigure scale support for their local computer.

Set up Additional Handling charges—Allows users access to theseoptions under the Customize features section of their Preferences screen.From here users can set up additional handling charges (fixed orvariable) for both FedEx Express and FedEx Ground shipments. Theseadditional charges will display when the user requests a courtesy ratequote and accesses the shipping details for a particular shipment. Thiscapability allows users to charge back additional costs of the shipment tocustomers.

Process return shipments—Allows users access to this option underthe Customize features section of their Preferences screen. This enablesusers to configure return shipping functionality that will display on theShip screen.

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Departments

View list rates—Allows users to configure this option on the Customizescreens section of their Preferences screen. If this option is selected inPreferences, the courtesy rate quote, shipping details, and reports willdisplay both the customer-specific rate and list rate associated with eachshipment processed by the user. List rates are only available for U.S.domestic shipments.

Change default shipping info—Allows users to access and configureDefault shipping information (e.g., default service, package type, billingdetails) on their Preferences screen.

Change reference defaults—Allows users to enter or update thereference defaults that the administrator has assigned in the Referenceoptions section of the Defaults screen. If this privilege is assigned, theSet up Reference Options button and popup will display on theirPreferences screen.

Services Available

This section allows the administrator to select any of the available U.S.and international services for a user. By checking Select All, theadministrator is giving the user all of the privileges within that section.

Reference Options

A reference is an optional number or a description that appears on yourFedEx invoice or within the Passkey Admin reports. You have the optionof configuring up to 4 default reference codes that will auto-populate thecorresponding reference fields on the FedEx Ship Manager screens whenPasskey users log on. Defaults can be entered for Your reference,Department number, Invoice number, and PO number.

For FedEx Express shipments, the information entered in the Yourreference field will display on your company's FedEx Invoice.

For FedEx Ground shipments, the information entered in the Yourreference and PO number fields will display on your FedEx invoice.

All reference fields will display on the Admin Report and in the ShipmentConfirmation screen, the Shipment Details, Shipment Record, andReports for Passkey users.

Select Require to require this reference information. Select Cannot Change if you want the default reference used every time the user ships.If this is selected, the reference will display as a read-only field on theShip screens and cannot be updated by the user. Default reference valuesfor each reference are entered on the Department and User Defaultsscreens. Click Next to access this screen.

Note: If Cannot Change is selected, the reference default cannot beblank.

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Departments

Special Services

Dangerous Goods

Saturday Services (pickup/delivery)

COD (FedEx Collect On Delivery)

Inside pickup/inside delivery (Freight Services only)

Defaults Screen

The Defaults screen allows the administrator to set a number of defaultoptions that will users will see on the FedEx Ship Manager screens.These default configuration options are activated by checking theappropriate boxes. If a box is unchecked, this setting is not automaticallyenabled. Default settings entered here correspond with the options thatare available on the Preferences screen.

Passkey users will be able to update certain Preference settings if theyhave been given the appropriate privilege in the Privileges screen.

Customize features

Enable processing of pending shipments—If this option is selected,the option to create a pending shipment will display on the Ship screen.This allows a user to enter all shipment information ahead of time andprint the labels when their packages are ready to be shipped.

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Departments

Remind me to print pending shipments—Sets a reminder to printany pending shipment labels.

Enable processing of return shipments—If this option is checked, theoption to print a return label will display on the Ship screen.

Enable service notification selector (for FedEx Express Freight services only)—Select this option to enable the Service Selector foryour Freight service screen. The service selector notifies you of thedelivery commitment time and any surcharges resulting from the originand destination of the shipment.

Customize screens

Always show shipment confirmation window—Select this option tohave the shipment confirmation screen appear after users completepreparations for each shipment.

Always go to additional shipment options page—Select this optionto have the additional shipment options screen appear after userscomplete the main Ship screen for each shipment.

Display recipient ID field—Select this option to have the Recipient IDfield displayed on the main ship screen.

Display list rates—Select this option for users to see the list rate, aswell as the rate associated with your FedEx account number, when userselects Get courtesy rate.

Default shipping information

Service type—Select the default FedEx shipping service that you wantusers to use from the drop-down list. Delivery options vary based on thedestination, packaging requirements, delivery time, and cost. If users areshipping via FedEx Freight or FedEx Ground, the type of service ispreselected. For a list of service types available using FedEx ShipManager, go to fedex.com.

Package type—Select the default type of packaging that users will usefrom the drop-down list. If users are shipping via FedEx Express Freightor FedEx Ground, Your packaging is the default. For a list of packagetypes available using FedEx Ship Manager, go to fedex.com.

Currency—Select the default currency. Default currency will be USD ifanother currency is not selected.

Bill shipment to—Select the default billing type (whether shipmentswill be billed to the Sender, Recipient, or Third party as a default).

Recipient/third party account # (shipping charges)—Select thedefault FedEx account number if shipments are being billed to Recipientor Third Party.

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Departments

Bill duties/taxes/fees to—Select whether duties and taxes will be billedto Sender, Recipient, or Third Party.

Recipient/third party account # (duties and taxes)—Select thedefault FedEx account number if duties and taxes are being billed to theRecipient or Third party.

Pickup/Dropoff—Select the default pickup or drop-off option that userswill use.

Reference defaults





Note: If Cannot Change is selected on the Privileges screen, thecorresponding reference default cannot be blank.

View Department

You can view all users in a specific department by clicking the Admin Home tab on the secondary navigation bar. When the Welcome toPasskey Admin screen displays, select a department from the View bydept drop-down menu in the Users section and click Go. A list of users inall departments displays.

To view administrator information for a specific department, click theAdmin Home tab on the secondary navigation bar. When the Welcometo Passkey Admin screen displays, select a department from the Updatedept drop-down menu in the Departments section and click Go. TheUpdate department screen displays for that department.

Update Department

To update department information, complete the following steps:

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Departments

1. Click Update dept within the Departments section of the Welcometo Passkey Admin screen or click Update on the View departmentsscreen. The Update department screen displays and defaults to theProfile screen.

2. In the Department details section, the department's name displays inthe Company name field. In the Accounts section, the departmentaccount(s) displays in the Accounts Assigned area. Complete theAccount settings section. You can add an account to the departmentby selecting an existing FedEx account from the Available accountslist or by adding a new FedEx account number.

3. If you are making changes to the department address and you wantthe address changes to apply to every user in that department, thenselect Update all user profiles in department for changes to department address. Otherwise, address changes will not beapplied to existing users, only to new users added to thedepartment.

4. Click Next. The Privileges screen displays and includes the UserPrivileges, Services Available, Reference Options, and SpecialServices sections.

5. After completing the Privileges screen, click Next. The Defaultsscreen displays and includes the Customize your features,Customize your screens, Default shipping information, andReference defaults sections.

6. Click Save/Update. The department information is updated. You willreturn to the Welcome to Passkey Admin screen.

Note: If you are updating the department Privileges or Defaultsscreens, these changes will also apply to existing users in thedepartment that have Always use department settings for privileges and defaults selected. See Add New User sectionfor more details.

Delete Department

Departments cannot be deleted unless all users assigned to thatdepartment have been deleted or reassigned to another department. Ifthere are no users in the department and the department needs to bedeleted, you can delete it as follows:

1. Select the appropriate department and click Delete. The DeleteConfirmation screen displays.

2. Click OK. The department is removed from the system. You willreturn to the View departments screen.

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Users

Overview

A user is an individual in the company that has been set up by anadministrator to access FedEx Ship Manager using Passkey. Users areindividuals who are granted administrative privileges as well as thosewho are only authorized to use the shipping functionality of FedEx ShipManager.

The Users feature contains the following screens and functionality. Youcan move between the Profile, Privileges, and Defaults screens byclicking Previous or Next.

• View users by department—Displays key information about users,such as the User Name, User ID, Department, and Deactivated Status.The administrator can add, update, and delete users.

• Profile—Displays user information in the User details section. SeeProfile Screen for more information.

• Privileges—Displays selected rights and privileges for the user in theUser Privileges, Services Available, Reference Options, and SpecialServices sections. See Privileges Screen for more information.

• Defaults—Displays profile information in the Customize yourfeatures, Customize your screens, Default shipping information, andReference defaults sections. See Defaults Screen for moreinformation.

When you click on the Users tab, the View users by department screendisplays. As an administrator, you can perform the following userfunctions from this screen:

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Users

• Search

• Add New User

• View All Users in Company

• View Users by Department

• Update User

• Delete User

Search

Search by user name

To search for a user, enter key information in the text field. (This field iscase-sensitive.) Click Search. The View users by department screendisplays information based on your text entry.

Sort users by

You can sort any of the columns by selecting User name, User ID,Department, or Status from the drop-down menu. Click Sort. The Viewuser by department screen sorts the selected column.

Add New User

To add/set up a new user, follow these steps:

1. Click Add new user within the Users section of the Welcome toPasskey Admin screen or click Add on the View user by departmentscreen. The Add user screen displays and defaults to the Profilescreen.

2. Complete the User details section that identifies the user. (Requiredfields are in bold). You must assign the user to a department beforeyou can proceed. In the Department ID field, select a departmentfrom the drop-down list and click Assign.

3. Complete the Accounts section. You can assign the user to adepartment account by selecting an existing account from theAccounts assigned menu. See Profile Screen for more information.

4. In the User settings section, select the Always use department settings for privileges and defaults checkbox to allow the user toview the Privileges and Defaults screens but not make any changes.Deselect this checkbox to allow the user to access the Privileges andDefaults screens and make changes. Select Deactivate user todeactivate a user ID and temporarily prevent the user from loggingin.

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Users

5. Click Next. The Privileges screen displays and includes the UserPrivileges, Services Available, Reference Options, and SpecialServices sections. In the Admin privileges section, select Assign admin privileges to allow the user to have administratorprivileges. See Privileges Screen for more information.


7. Click Save/Update. The department information is saved. You willreturn to the View departments screen.

Profile Screen

User details

Department ID—Select a department from the drop-down list and clickAssign. You must assign the user to a department before you canproceed.

Company name—Enter the name of the company in which thisdepartment appears.

User name—Enter the name of this user.

User ID—The User ID is the unique ID that is assigned to the user whenhe is initially added. Users are identified by user IDs when searching foror viewing a user profile or when the administrator is running a report.

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Users

The User ID is a maximum of 10 characters and is alphanumeric. Enter aUser ID.

Note: User IDs can be deleted or deactivated, but they cannot bemodified.

Password—Enter a password.

Verify Password—Enter the password again to verify it.

Address, City, State, ZIP—Enter the address information for this user.

Telephone—Enter the telephone number for this user.

Email ID—Enter the email address for this user.

Accounts

In the Accounts section, assign a user to a department account byselecting an existing account from the Accounts assigned menu. Thisaccount number is the sender account number for billing purposes whenthe user is logged in to Passkey to ship with FedEx Ship Manager atfedex.com. The Accounts assigned list displays the FedEx account(s) thatare available for the department to which the user has been added. Theaccount number is the sender account number when they are usingPasskey to ship with FedEx Ship Manager at fedex.com.

You can reassign a user to another FedEx account number at any time.

User settings

In the User settings section, select the Always use department settings for privileges and defaults checkbox to allow the user toview the Privileges and Defaults screens but not make any changes.Deselect this checkbox to allow the user to access the Privileges andDefaults screens and make changes.

Note: If this option is selected, updates made to the departmentPrivileges and Defaults screens will be enforced for this user. Ifthe user is assigned to another department, the new departmentsettings for privileges and defaults will be applied.

Select Deactivate user to deactivate a user ID. This option is helpful theuser is on vacation or has left the company, and you want to be able todisable the user ID without deleting it completely.

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Users

Privileges Screen

The Privileges screen allows the administrator to give users in thedepartment certain rights and privileges by checking the appropriateboxes. If a box is unchecked, the user does not have that privilege.

User Privileges

Personal Address Book—Provides access to the Personal AddressBook, where Passkey user can create and manage up to 2,000 recipientsfrom the Address book screen and select from these addresses on theShip screen.

Shared Address Book—Provides access to the Shared Address Bookscreen where Passkey users can access the shared address books ofother Passkey users in the company for one time use. Passkey userscannot add, edit or delete recipients in a shared address book unless theyare the owner of the address book.

Central Address Book—Provides access to recipients in the CentralAddress Book screen and via the drop-down menu on the Ship screen.Users without Administrative privileges cannot add, edit or delete entriesin the Central address book.

Add new senders—Allows users to create up to 20 Sender profileswhich can be managed from the Sender information screen in the

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Users

address book. Additional senders can also selected from the Ship screenwhen Change sender address is selected.

Set up thermal printer—Allows users to access additional printeroptions by displaying this section under the Customize features sectionof their Preferences screen. From here users can configure a thermalprinter for printing shipping labels to a local thermal printer. If thisprivilege is not selected, users will only be able to print to a laser or inkjetprinter (default).

Set up scale—Allows users to access to this option under the Customizefeatures section of their Preferences screen. From here users canconfigure scale support for their local computer.

Set up Additional Handling charges—Allows users access to theseoptions under the Customize features section of their Preferences screen.From here users can set up additional handling charges (fixed orvariable) for both FedEx Express and FedEx Ground shipments. Theseadditional charges will display when the user requests a courtesy ratequote and accesses the shipping details for a particular shipment. Thiscapability allows users to charge back additional costs of the shipment tocustomers.

Process return shipments—Allows users access to this option underthe Customize features section of their Preferences screen. This enablesusers to configure return shipping functionality that will display on theShip screen.

View list rates—Allows users to configure this option on the Customizescreens section of their Preferences screen. If this option is selected inPreferences, the courtesy rate quote, shipping details, and reports willdisplay both the customer-specific rate and list rate associated with eachshipment processed by the user. List rates are only available for U.S.domestic shipments.

Change default shipping info—Allows users to access and configureDefault shipping information (e.g., default service, package type, billingdetails) on their Preferences screen.

Change reference defaults—Allows users to enter or update thereference defaults that the administrator has assigned in the Referenceoptions section of the Defaults screen. If this privilege is assigned, theSet up Reference Options button and popup will display on theirPreferences screen.

Services Available

This section allows the administrator to select any of the available U.S.and international services for a user. By checking Select All, theadministrator is giving the user all of the privileges within that section.

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Users

Reference Options





Select Require to require this reference information. Select Cannot Change if you want the default reference used every time the user ships.If this is selected, the reference will display as a read-only field on theShip screens and cannot be updated by the user. Default reference valuesfor each reference are entered on the Department and User Defaultsscreens. Click Next to access this screen.

Note: If Cannot Change is selected, the reference default cannot beblank.

Special Services

Dangerous Goods

Saturday Services (pickup/delivery)

COD (FedEx Collect On Delivery)

Inside pickup/inside delivery (Freight Services only)

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Users

Defaults Screen

The Defaults screen allows the administrator to set a number of defaultoptions (e.g., default services, billing options) that users will see on theFedEx Ship Manager screens. These default configuration options areactivated by checking the appropriate boxes. If a box is unchecked, thissetting is not automatically enabled. Default settings entered herecorrespond with the options that are available on the Preferences screen.

Passkey users will be able to update certain Preference settings if theyhave been given the appropriate privilege in the Privileges screen.

Customize features

Enable processing of pending shipments—If this option is selected,the option to create a pending shipment will display on the Ship screen.This allows a user to enter all shipment information ahead of time andprint the labels when their packages are ready to be shipped.

Remind me to print pending shipments—Sets a reminder to printany pending shipment labels.

Enable processing of return shipments—If this option is checked, theoption to print a return label will display on the Ship screen.

Enable service notification selector (for FedEx Express Freight services only)—Select this option to enable the Service Selector foryour Freight service screen. The service selector notifies you of the

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Users

delivery commitment time and any surcharges resulting from the originand destination of the shipment.

Customize screens

Always show shipment confirmation window—Select this option tohave the shipment confirmation screen appear after users completepreparations for each shipment.

Always go to additional shipment options page—Select this optionto have the additional shipment options screen appear after userscomplete the main Ship screen for each shipment.

Display recipient ID field—Select this option to have the Recipient IDfield displayed on the main ship screen.

Display list rates—Select this option for users to see the list rate, aswell as the rate associated with your FedEx account number, when userselects Get courtesy rate.

Default shipping information

Service type—Select the default FedEx shipping service that you wantusers to use from the drop-down list. Delivery options vary based on thedestination, packaging requirements, delivery time, and cost. If users areshipping via FedEx Freight or FedEx Ground, the type of service ispreselected. For a list of service types available using FedEx ShipManager, go to fedex.com.

Package type—Select the default type of packaging that users will usefrom the drop-down list. If users are shipping via FedEx Express Freightor FedEx Ground, Your packaging is the default. For a list of packagetypes available using FedEx Ship Manager, go to fedex.com.

Currency—Select the default currency. Default currency will be USD ifanother currency is not selected.

Bill shipment to—Select the default billing type (whether shipmentswill be billed to the Sender, Recipient, or Third party as a default).

Recipient/third party account # (shipping charges)—Select thedefault FedEx account number if shipments are being billed to Recipientor Third Party.

Bill duties/taxes/fees to—Select whether duties and taxes will be billedto Sender, Recipient, or Third Party.

Recipient/third party account # (duties and taxes)—Select thedefault FedEx account number if duties and taxes are being billed to theRecipient or Third party.

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Users

Pickup/Dropoff—Select the default pickup or drop-off option that userswill use.

Reference defaults





Note: If Cannot Change is selected on the Privileges screen, thecorresponding reference default cannot be blank.

View All Users in Company

As an administrator, you can view a list of Passkey users in the entirecompany or only those users in a particular department. From this list,select a user to update or view, or delete the user completely from theuser database.

To view all users in the company, click the Users tab in the secondarynavigation bar. The View users by department screen displays all of theusers in the company grouped and sorted by department. Another way toview all of the users is to select View All from the View by Dept drop-down menu. The View all users screen displays all of the users in thecompany grouped and sorted by department.

Deactivated Status

If a Y is displayed beside the user ID in the Deactivated Status column,that user ID has been temporarily deactivated and the user will not beable to login to Passkey. A user ID can be activated or deactivated byupdating the user profile.

View Users by Department

To view users by department, select a department from the View by Deptdrop-down menu. The resulting View users by department screen

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displays a list of all of the users in that department. This list includes theUser Name, User ID, Department, and Deactivated Status columns foreach user.

You can also view users by a department by clicking the Admin Hometab on the secondary navigation bar. When the Welcome to PasskeyAdmin screen displays, select the appropriate department from the Viewby dept drop-down menu in the Users section and click Go. The resultingView users by department screen displays a list of all of the users in thatdepartment.

Deactivated Status

If a Y is displayed beside the user ID in the Deactivated Status column,that user ID has been temporarily deactivated and the user will not beable to login to Passkey. A user ID can be activated or deactivated byupdating the user profile.

Update User

To update user information, complete the following steps:

1. Click Update user within the Users section of the Welcome toPasskey Admin screen or click Update on the View users bydepartment screen. The Update department screen displays anddefaults to the Profile screen.

2. In the User details section, the user ID displays in the User ID fieldalong with other user information. The company name displays inthe Company name field. In the Accounts section, the departmentaccount displays in the Accounts assigned area. You can assign theuser to a different department account by selecting an existingaccount from the Accounts assigned menu. See Profile Screen formore information.

3. Click Next. The Privileges screen displays and includes the UserPrivileges, Services Available, Reference Options, and SpecialServices sections. See Privileges Screen for more information.


5. Click Save/Update. The department information is updated. You willreturn to the View departments screen.

Reassign User to Another Department

If you want to reassign a user to another department, select theappropriate department from the View by Dept drop-down menu within

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Users

the View users by department screen. The resulting View users bydepartment screen displays a list of all of the users in that department.Update the user profile and reassign the user to an alternate FedExaccount number.

Note: If Always use department settings for privileges and defaults is selected, then the privileges and defaults settings for the newdepartment will be enforced. Also, if a user is reassigned to anotherdepartment, past shipping activity for that user will display under the olddepartment ID.

Delete User

To delete a user profile, access the View users by department screen andfollow these steps:

1. Select the appropriate department and click Delete. The Delete UserConfirmation screen displays.

2. Click OK. The user is removed from the system. You will return to theView users by departments screen.

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Administrator Reports

Overview

As a Passkey Administrator, you can create, add, edit, and delete reportsfor any shipment you have processed using FedEx Ship Manager® in thepast 45 days. To access the Admin report manager screen, click on theAdmin Reports tab on the secondary navigation bar.

With the Admin Reports feature, you can perform the followingfunctions:

• Create Reports

• Add New Reports

• Edit Reports

• Delete Reports

• Access Passkey Admin Report Results

Create Reports

You can create and print reports for any shipment that has beenprocessed using FedEx Ship Manager in the past 45 days. After viewingthe report, click on a tracking number to display tracking details. Thesereports allow you to track the status of shipments generated by Passkeyusers throughout the company for each individual department.

To create a report from a list of existing saved reports, click on the Admin Reports tab on the secondary navigation bar. When the Admin reportmanager screen displays, follow these steps:

1. Select a report from the Select report drop-down menu.

2. Select a beginning date and ending date for the report from theBeginning date and Ending date drop-down menus.

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3. Click Create report to generate the report. You can view and printthe entire report, or track any shipment from within your report byclicking on the tracking number. You can download the entire reportby saving it to a location of your choosing on your hard drive incomma separated variable (.csv) format.

Add New Reports

You can add a new report for any shipment you have processed usingFedEx Ship Manager in the past 45 days. To add a new report, followthese steps:

1. From the Admin report manager screen, click Add new report. TheAdd report screen displays.

2. Select a department from the Select department drop-down menu.Reports can be run individually for each department or you canselect All departments to run reports for all of the departments inyour company.

3. In the next section, select the fields you want to include in the report.

4. If you want to sort the report, select the fields you want to sort byfrom the Sort 1, Sort 2, and Sort 3 drop-down menus. If you do notwant a sorted report, do not select any sort option.

5. Select Subtotal report to have your report grouped and subtotaledaccording to the sort options you have selected.

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6. If you want to save your report, select the Save report as optionand enter a report name. A maximum of 25 administrative reportconfigurations can be saved.

7. Select a beginning date and ending date for the report from theBeginning date and Ending date drop-down menus.

8. Click Create report to generate the report. You can view and printthe entire report, or track any shipment from within your report byclicking on the tracking number. You can download the entire reportby saving it to a location of your choosing on your hard drive incomma separated variable (.csv) format.

Note: Dates will not be saved in the report settings. Anyshipments completed with list rates selected in Preferenceswill display on the report.

9. Click Clear fields to clear all fields. Click Cancel to return to theAdmin report manager screen.

Edit Reports

You can edit the settings for an existing report and save or update themto create a new report under a new name. To edit a report, follow thesesteps:

1. Select a department from the Select report drop-down menu.

2. Click Edit report. The Edit report screen for that departmentdisplays.

3. Make your changes and click Create report. The updated reportdisplays. You can view and print the entire report, or track anyshipment from within your report by clicking on the tracking number.You can download the entire report by saving it to a location of yourchoosing on your hard drive in comma separated variable (.csv)format.

Note: Dates will not be saved in the report settings. Anyshipments completed with list rates selected in Preferenceswill display on the report. Also, list rates will only display forU.S. domestic shipments.

Delete Reports

You can delete a report for any shipment you have processed usingFedEx Ship Manager in the past 45 days. To delete a report, follow thesesteps:

1. Select a department from the Select report drop-down menu.

2. Click Delete. The delete confirmation will display.

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3. Click OK. The report is deleted from the system.

Passkey Admin Report Results

Once the Admin Shipping Report is generated, you can view, print, ordownload the report, or track any shipment from within your report.

1. To track a shipment in the report, click on the Tracking number. Thetrack details are listed for this shipment.

2. To print this report, click Print.

3. To download this report to your computer, click Download. You areasked to type the location or use the Browse button to select thelocation.

4. Select file type All files if this is not already selected and add .csvextension at the end of the file name.

5. If you want to create a new report, click Return to Reports to returnto the Admin report manager screen.

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Central Address Book

Overview

The FedEx Ship Manager Central Address Book allows you to set up acompany-wide address book by selecting recipients from their PersonalAddress Book. Up to 2,000 recipients can be stored in the CentralAddress Book, along with all of their shipping defaults. If Passkey usersare given the privilege to use the Central Address Book in their userprofile, then they are able to access the Central Address Book from theirAddress Book screen and from the drop-down menu selections on theShip screen. Passkey users are not able to add, modify, or deleterecipients from the Central Address Book.

As an administrator and user, you can view the following address booksfrom the Address Book screen by clicking on the Address Book tab onthe primary navigation bar:

• Personal Address Book—Select this option to view your own list ofrecipients. You can add, change, and delete users from your PersonalAddress Book.

• Central Address Book—Select this option to view the list ofrecipients available to all Passkey users associated with the samecompany ID. Only administrators may make changes to this addressbook by adding recipients from their own Personal Address Book toshare with the entire company.

• Shared Address Book—If you have the appropriate permission, youcan view the address book of another Passkey user. You are not able to

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make any changes to this address book. To view a Shared AddressBook, enter the Passkey User ID.

Display Specific Entries

To access the Central Address Book and display specific entries, followthese steps:

1. To access the Central Address Book, click the Address Book tab onthe primary navigation bar. The Address Book screen displays.

2. Select Central Address Book in the View section. The CentralAddress Book screen displays.

3. In the Search by keyword section, enter a keyword based on therecipient's first or last name or other criteria (e.g., company, city,state). Select the keyword description (e.g., Contact name,Recipient ID) from the drop-down menu and click Search. Yourselection is highlighted in the Select members to add section(Personal Address Book).

4. In the Sort by section, select an option (e.g., Contact name,Recipient ID) from the drop-down menu and click Sort. Theselected option displays as a column in the Select members to addsection (Personal Address Book). You can also sort your addressbook by clicking the column headings.

Add New Central Address Book Entry

To add a recipient to the Central Address Book from your PersonalAddress Book, follow these steps:

1. Access the Central Address Book by clicking the Address Book tabon the primary navigation bar. The Address Book screen displays.


3. Select a recipient in the Select members to add section (PersonalAddress Book) on the left side and click Go. The recipient is added tothe Central Address Book on the right side.

4. Click Save/Update to save all of your changes.

Create Central Address Book Entry

To create a new Central Address Book entry, follow these steps:


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3. Click Create new address. Enter all address information and alloptional address information.


Update Central Address Book Entry

To update information for a recipient in the Central Address Book, followthese steps:



3. Select the recipient and click Edit. You can also click on the recipientto edit the information.

4. After modifying the information, click Save/Update to save all ofyour changes.

Remove Central Address Book Entry

To remove a recipient from the Central Address Book, follow these steps:



3. Select the appropriate recipient in the Members added to CentralAddress Book section and click Remove. The recipient goes back tothe Select members to add section (Personal Address Book) on theleft side.


Delete Central Address Book Entry

To delete a recipient from the Central Address Book entry, follow thesesteps:



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3. Select a recipient and click Delete.


Note: If there are multiple Passkey Administrators, only the originalowner of the address book recipient will be able to edit, delete,or move the recipient back to their Personal Address Book. If therecipient is removed from the Central Address Book by selectingRemove, the recipient will be moved back to the originalowner's address book.

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Log out

To log out of Passkey, click Log out on the secondary navigation bar ofany screen. This logs you out of Passkey and returns you to the PasskeyUser Login screen.

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Log out

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Index

A

Administrator Reports 35add new reports 36create reports 35delete reports 37edit reports 37overview 35Passkey Admin Report results 38

C

Central Address Book 39add new central address book entry 40create central address book entry 40delete central address book entry 41display specific entries 40overview 39remove central address book entry 41update central address book entry 41

Company Profile 11company information 11global settings 12updating company information 11

D

Departments 13accounts 16add new department 14customize features 19customize screens 20default shipping information 20Defaults screen 19delete department 22department details 15overview 13Privileges screen 16Profile screen 15reference defaults 21reference options 18search 14search by department name 14services available 18sort department by 14special services 19update department 21user privileges 17view department 21view users 14

G

Getting Started with Passkey 3bookmarking this page 5change password 6company login 4contact administrator 6contact information 6download admin quick guide 6overview 3Passkey login 4remember my user ID on this computer 6to login 5user login 5

I

Introduction to Passkey 1

L

Log out 43

U

Users 23accounts 26add new user 24customize features 30customize screens 31deactivated status (view all users in compa-

ny) 32deactivated status (view users by depart-

ment) 33default shipping information 31Defaults screen 30delete user 34overview 23Privileges screen 27Profile screen 25reassign user to another department 33reference defaults 32reference options 29search 24search by user name 24services available 28sort users by 24special services 29update user 33user details 25

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Index

user privileges 27user settings 26view all users in company 32view users by department 32

W

Welcome to Passkey Admin Screen 7admin tab on primary navigation bar 8departments 9other tabs on primary navigation bar 8overview 7users 9welcome to Passkey admin navigation 8

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Documents

FedEx Ship Manager at fedex.com Passkey