Documents

Summary

The Documents page allows users to:

• View details of the documents uploaded against a vessel visit for the port and storage area.

• Upload documents against a vessel visit and storage area. These can be supporting documents or documents for the creation of cargo items.

• View, download or delete the files uploaded.

• View the audit for each document uploaded (including deleted documents).

Functionality

Vessel Visits

When searching the Vessel Visit, the selectable ones that populate in the drop down are those with complete details. Incomplete details are greyed out Vessel Visits.

Open

Storage Area

To manage or view documentation for a storage area, select the ‘Storage Area’ tab and ‘Select a storage area’ from the drop down.

Open

Upload Documents

To navigate to upload documents, click the Upload Document button:

This will prompt a window in which the files can be added. This can be done by clicking which will open File Explorer or drag and drop one or multiple documents.

After selecting the documents for upload, the user will be prompted to complete the fields in violet (Document Type, Source, and Exchange Type). The user will need to select the ‘Processing Template’ for Excel documents only in order to have it processed for creation of cargo.
To view, click icon:
To delete upload, click icon:

To finalize or leave the Upload Document screen, in the top left, click either ‘Cancel’ or ‘Submit’:

Filter Results

Document results can be filtered. Users can also order the results by clicking the columns headers.

1. ‘Show Deleted’: toggle to show or hide deleted documents. Deleted documents will appear in pink font.

2. Clear filters: this icon is a button that clears set filters.

3. ‘Select document types’: the drop-down options populate from available documents uploaded.

4. Select a source': the drop-down options populate from available documents uploaded.

5. 'Type here to filter…': is a free text search bar.

6. 'Select a processing status': the drop-down will show either Processing, Done, or Error that can be filtered with.

Actions

Icons found under ‘Actions' column are buttons with different functionality. For example:

• View File: opens the file viewer window.

• Audit: prompts a pop-up window with audit details.

• Processing indicates the document is in processing stage.

• Error opens a window to resolve errors.

• Partial indicates a document with partial errors. This occurs when there is a PDF uploaded for conversion to cargo with multiple Bill of Ladings which are split into individual child documents (1 per BOL). It may have a partial error when 1 or more child documents fail, and others are in success.

• UserCancelled is not a button but shows for auditing purposes.

• Done navigates to the cargo item on Track and Trace.

• Delete: removes document.

Audit Documents

Users can view audit details for documents by clicking icon: found in the ‘Actions’ column.

Clicking the icon will prompt a pop-up window with information on the document such as uploaded by, filenames, dates, document type and source.

For example:

Click ‘OK’ to close the window.

Error Documents

By clicking on the error or partial icons the ‘Fix the problem’ window opens and presents the details of the data exceptions and errors from the document.

Failed Documents can occur, for example due to timeouts. This requires the document to be re-uploaded for processing. Example error message:

Excel Document Errors:

Error Detail:

Navigate through tabs by selecting the tab headers to the top left of the document.

Icons:

• Icon indicates a filter is in place. Hover over for details.

• Icon indicates this header has been renamed. Hover for details.

• Icon indicates the header in error.

There are three possible actions to choose from:

1. Cancel Processing - this is recommended when an uploaded excel is in the incorrect or unexpected format or when it contains the wrong data. It is advised to cancel and get from the supplier the expected formatted file. Otherwise, contact us to inform this is a new format.

2. Continue Processing - pushes the file through to create cargo. Please be advised, the errors are ignored and that which is in error will not be created as cargo.

3. Close - no action. The file will stay in error or partial with no change.

PDF Document Errors:

1. The tab containing the error. For documents that are split by Bill of Lading, there may be multiple.

2. “Cancel” exits the Fix the Problem screen.

3. Closes that tab containing the error within the Fix screen.

4. “Output” button sends for processing the fixed document in that tab.

5. The red outlined field indicates a key issue to be resolved. Hovering over provides details.

Delete Documents

The only documents that can be deleted are those that are not linked to processing or creating cargo.

To delete a document, click icon: you will then be asked whether, you are sure. Click ‘OK’. Deleted documents still have the actions, ‘View File’ and ‘View Audit’ available.

The deleted document can now only be seen when ‘Show Deleted’ is toggled on. Deleted documents will be in pink-colored font.