Portbase Settings

The Portbase Settings tab configures integration with Portbase, a port community system that enables electronic communication with Dutch port terminals and provides cargo tracking capabilities.

What is Portbase?

Portbase is the Netherlands’ digital port community system that connects businesses with port terminals, authorities, and logistics service providers.

Key Benefits:

• Pre-notify import/export documents to terminals
• Track cargo status in real-time
• Monitor vessel arrivals and unloading progress
• Check inspection status and document availability
• Streamline port operations and reduce delays
• Automated notifications when declarations are released

Services Integrated:

• Import documentation notifications to terminals
• Export documentation notifications to terminals
• Cargo tracking and status updates
• Vessel arrival monitoring

Portbase Integration

Enable Portbase Integration

Master toggle to enable or disable Portbase integration.

When Enabled:

• Notifications are created automatically when declarations are released
• Cargo tracking becomes available on declaration pages
• Import/export documents are pre-notified to terminals
• Real-time status updates from port terminals

When Disabled:

• No notifications sent to Portbase
• Cargo tracking unavailable
• Manual communication with terminals required
• Existing notification history is retained

Configuration

Access Key ID

Your Portbase Access Key ID for API authentication.

How to Obtain:

1. Contact Portbase to request API access
2. Complete administrative setup with Portbase integration team
3. Receive Access Key ID and Secret Access Key
4. Enter credentials in Borderbolt settings

Security:

• Access Key ID can be shared with team members
• Used in combination with Secret Access Key
• Required for all API communication

Secret Access Key

Your Portbase Secret Access Key for secure API authentication.

Security:

• Encrypted at rest in the database
• Never logged or exposed in error messages
• Transmitted over HTTPS only
• Can only be updated, not retrieved
• Keep strictly confidential

Environment

Select the Portbase environment to connect to:

Test Environment:

• Used for development and testing
• No real port operations affected
• Safe for experimentation
• Credentials are environment-specific

Production Environment:

• Live port operations
• Real notifications sent to terminals
• Use only with production credentials
• Affects actual cargo and terminal communications

Test Connection

Verify connectivity and authentication with Portbase.

How to Test:

1. Enter Access Key ID and Secret Access Key
2. Select appropriate environment (Test or Production)
3. Click “Test Connection” button
4. Review result message

Successful Test:

• Message: “Connection successful”
• Status: Green checkmark
• Credentials are valid and Portbase is accessible

Failed Test:

• Error message displays reason for failure
• Common issues:
  • Invalid credentials
  • Wrong environment selected
  • Network connectivity issue
  • Portbase service downtime
  • Credentials not activated by Portbase

Best Practice: Test connection after initial setup and when switching between test and production environments.

Notification Settings

Auto-Submit Notifications After Release

Controls whether notifications are sent automatically to Portbase when declarations are released.

When Enabled (Automatic):

• Notifications created immediately when declaration is released
• Sent to Portbase within seconds
• No manual action required
• Background processing ensures reliability

When Disabled (Manual):

• Notifications are created but not sent automatically
• User must manually submit from Portbase Notifications page
• Allows review before sending
• Useful for testing or staged rollouts

Recommended Setting: Enable auto-submit for production use to ensure timely terminal notifications.

Import Documentation (NID)

Enable automatic notifications for import declarations.

When Enabled:

• Import declarations trigger terminal notifications when released
• Terminals receive advance notice of incoming cargo
• Documentation is pre-notified to relevant parties
• Speeds up cargo processing at port

When Disabled:

• No automatic notifications for import declarations
• Manual terminal communication required

Use Case: Essential for companies handling import containers through Dutch ports.

Export Documentation (NED)

Enable automatic notifications for export declarations.

When Enabled:

• Export declarations trigger terminal notifications when released
• Terminals receive advance notice of outgoing cargo
• Documentation is pre-notified to relevant parties
• Facilitates cargo departure processing

When Disabled:

• No automatic notifications for export declarations
• Manual terminal communication required

Use Case: Essential for companies handling export containers through Dutch ports.

How Portbase Works in Borderbolt

Notification Workflow

1. Declaration is Created: User creates import or export declaration
2. Declaration is Submitted: Declaration sent to customs authorities
3. Customs Releases Declaration: Customs authority approves declaration (release notification received)
4. Notification is Created: Borderbolt automatically creates Portbase notification
5. Auto-Submit (If Enabled): Notification is queued for submission to Portbase
6. Portbase Receives Notification: Terminal and relevant parties are notified
7. Status Updates: Notification status tracked (Pending → Queued → Submitted → Accepted)

Notification Types

Import Documentation Notifications:

• Triggered by: Import declaration release
• Recipients: Import terminal, customs broker
• Information sent: MRN, B/L number, container numbers, vessel details
• Purpose: Pre-notify terminal of incoming cargo

Export Documentation Notifications:

• Triggered by: Export declaration release or exit confirmation
• Recipients: Export terminal, shipping line
• Information sent: MRN, B/L number, container numbers, vessel details
• Purpose: Pre-notify terminal of outgoing cargo

Cargo Tracking

Available on declaration detail pages when Portbase is configured:

Cargo Status Panel shows:

• Vessel Arrival: Vessel name, IMO number, arrival time
• Unloading Status: Whether cargo has been unloaded, completion time
• Inspection Status: Whether inspection is required, inspection type, result
• Documentation: Whether import documents are available

How to Query:

1. Open declaration detail page
2. View “Cargo Status” section
3. Click “Refresh” to get latest status from Portbase
4. Information updates in real-time

Use Cases:

• Check if vessel has arrived
• Monitor unloading progress
• Verify inspection cleared
• Confirm documentation ready for pickup

Managing Notifications

Viewing Notifications

Navigate to Portbase → Notifications to see all Portbase notifications.

Notification List shows:

• Declaration (MRN/LRN)
• Notification type (Import or Export)
• Status (Pending, Queued, Submitted, Accepted, Rejected, Failed)
• Portbase reference number
• Created date

Filtering Options:

• Filter by status
• Filter by type (Import/Export)
• Search by declaration number
• Date range selection

Notification Statuses

Manual Submission

For notifications with auto-submit disabled or failed notifications:

1. Navigate to Portbase → Notifications
2. Find notification with “Pending” or “Failed” status
3. Click “Submit” button on notification row
4. Notification is queued for submission
5. Status updates to “Queued” then “Submitted”

Retrying Failed Notifications

If a notification fails (network issue, temporary Portbase downtime):

1. Navigate to Portbase → Notifications
2. Find notification with “Failed” status
3. Review error message for cause
4. Click “Retry” button
5. Notification is requeued for submission

Automatic Retries: The system automatically retries failed notifications up to 3 times with increasing delays (1 minute, 5 minutes, 15 minutes) before marking as permanently failed.

Best Practices

Credential Management

Security Best Practices:

• Store credentials securely (Borderbolt encrypts them automatically)
• Use different credentials for test and production
• Rotate credentials periodically
• Limit access to settings to authorized personnel only
• Monitor notification logs for unauthorized activity

Environment Selection

Test Environment:

• Use during initial setup and testing
• Safe for training new users
• No impact on real port operations
• Verify configuration before production

Production Environment:

• Switch only after testing is complete
• Update credentials to production keys
• Verify test connection succeeds
• Monitor first few notifications closely

Notification Monitoring

Regular Checks:

• Review Portbase notifications page weekly
• Check for failed or rejected notifications
• Investigate and resolve errors promptly
• Ensure acceptance rate is high (>95%)

Common Issues:

• Missing container numbers in declaration
• Incorrect vessel information
• Bill of lading number format issues
• MRN not yet assigned when notification sent

Optimal Configuration

For Most Users:

• Enable auto-submit: Yes
• Import documentation: Enabled
• Export documentation: Enabled
• Environment: Production (after testing)

For Staged Rollout:

• Enable auto-submit: No (initially)
• Manually review and submit first 10-20 notifications
• Once confident, enable auto-submit
• Monitor closely for first week

Cargo Tracking Usage

When to Use Cargo Status:

• Customer inquiries about cargo arrival
• Planning warehouse operations
• Checking inspection delays
• Verifying documentation availability
• Coordinating pickup scheduling

Refresh Frequency:

• Status updates in near real-time from Portbase
• Click “Refresh” to get latest information
• No need to refresh excessively (data changes slowly)

Updating Settings

1. Navigate to Settings → Portbase
2. Toggle “Enable Portbase Integration” on
3. Enter Access Key ID and Secret Access Key
4. Select environment (Test or Production)
5. Click “Test Connection” to verify
6. Configure auto-submit and service toggles
7. Click “Save Changes”
8. Settings apply immediately

Permissions

To edit Portbase settings, users must have the Settings permission. This is typically assigned to:

• Admin role
• Manager role

To view Portbase notifications, users must have the Declarations permission.

Related Documentation

• Declarations - Creating and managing declarations
• Documents - Managing declaration documents
• Reports - Generating customs reports

Troubleshooting

Test Connection Fails

Problem: “Test Connection” button returns error.

Solutions:

• Verify Access Key ID is copied correctly (no extra spaces)
• Verify Secret Access Key is entered correctly
• Ensure correct environment is selected (test vs production)
• Check credentials are activated by Portbase
• Verify network connectivity
• Contact Portbase support if issue persists
• Check Portbase status page for service disruptions

Notifications Stuck in “Queued”

Problem: Notifications remain in “Queued” status for extended time.

Solutions:

• Check background job processing is running
• Verify Portbase connection is active
• Review server logs for errors
• Restart background workers if needed
• Contact support if issue persists

Notifications Rejected by Portbase

Problem: Notifications marked as “Rejected” with error message.

Solutions:

• Review error message for specific issue
• Common causes:
  • Missing required fields (container number, B/L)
  • Invalid vessel IMO number
  • MRN format incorrect
  • Declaration not yet in Portbase system
• Correct declaration data
• Retry notification after fixing issues
• Contact Portbase support for validation errors

Cargo Status Shows No Data

Problem: Cargo status panel displays “No data available”.

Solutions:

• Verify declaration has bill of lading number
• Check vessel information is complete (IMO number)
• Ensure cargo has arrived at terminal
• Confirm Portbase has information about this shipment
• Try refreshing after a few minutes
• Contact terminal if cargo should be in system

Auto-Submit Not Working

Problem: Notifications created but not automatically submitted.

Solutions:

• Verify “Auto-Submit Notifications After Release” is enabled
• Check appropriate service toggle is enabled (Import/Export)
• Ensure declaration has reached “Released” status
• Review server logs for submission errors
• Verify Portbase credentials are valid
• Test connection to confirm connectivity

Duplicate Notifications

Problem: Multiple notifications created for same declaration.

Solutions:

• System prevents duplicates automatically
• If duplicates appear, one declaration may have multiple releases
• Review declaration history for multiple release events
• Contact support if duplicate notifications are causing issues
• Only most recent notification needs to be processed

Support and Contact

For Portbase-specific issues:

• Portbase Support: integration@portbase.com
• Portbase Documentation: https://developer.portbase.com 
• Portbase Status Page: Check for service disruptions

For Borderbolt configuration issues:

• Contact your system administrator
• Review server logs for detailed error messages
• Check Settings → Portbase for connection status