Autopilot: Automatically apply #NeedsDocs tags to orders with missing documents

In cases where orders are missing documents, can tag those orders so that they are easily visible until those missing documents are added. With this Autopilot rule, you can have Turvo automatically identify and tag those orders. 

Note: The ability to add Autopilot rules for orders is enabled at the tenant level. Contact your Turvo representative to have it enabled.

This article covers:

Autopilot rule creation logic

Autopilot rules use When/If/And/Then statements to dictate the action that takes place. See our Autopilot: Understanding rule creation logic article to learn more about the basic rule logic used in Turvo.

#NeedsDocs vs #Missing[DocType]

Turvo has both a #NeedsDocs tag/exception type and a #Missing[DocType] tag/exception type that can be applied to orders and/or shipments. Between these two tags/exception types, there are three ways, detailed below, that these tags/exceptions are applied to shipments or orders.

  1. The #NeedsDocs tag is applied to shipments that are in the Billing phase via the Billing Document Rules feature. This tag flags shipments that need a Bill of Lading (BOL) and/or Proof of Delivery (POD) to complete customer invoicing. 
    1. These rules are configured at the tenant-level via Admin console > Payments > Billing Document Rules and at the customer account-level via Accounts > Customers > [Customer Account] > Details > Billing. See our Configure required document rules for customer invoicing article to learn more about using this tag.
  2. The #NeedsDocs tag and the Needs Docs exception type is applicable to orders in any phase/status. Turvo provides the ability to create Autopilot rules to automatically flag orders that are missing a required document upon reaching a specific status with the tag and/or exception.
    1. This article covers the creation of these Autopilot rules.
  3. The #Missing[DocType] tag and Missing Docs exception is applicable to shipments in any phase/status. Turvo provides the ability to create Autopilot rules to automatically flag shipments that are missing a required document upon reaching a specific status with the tag and/or exception.
    1. Important note: Unlike #NeedsDocs, this tag specifies the exact document type that is missing. You will not see an actual tag in Turvo called #Missing[DocType]. When we refer to this tag in the Help Center, we’re referring to a group of tags that can be created with the name of the document type that is missing. For example, if a bill of lading document is missing and it triggers a Missing Docs rule, the tag created is #MissingBOL. However, the exception that appears is called Missing Docs.
    2. See our Autopilot: Automatically apply #Missing[DocType] tags and exceptions to shipments article to learn more.

Creating a Needs Docs Rule

Follow the steps below to create a Needs Docs rule:

  1. Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard and select Admin console from the drop-down menu.

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  1. Click the Rules card.

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  1. On the Rules page, click the Order header in the column to the left. Then, click the Autopilot section header to expand.

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  1. In the Orders > Autopilot section, click + Create rule.

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  1. In the Create order rule modal, name your new rule and use the When drop-down to select When document is missing.

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  1. The initial If statement for When document is missing will always be the Order type. Use the drop-down to select which order type the rule should apply to.

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  1. The initial And statements for When document is missing will always be:
    1. Document type: Use the multi-select field to select the document type/s.
    2. Order phase: Use the Is/Is not field to select the order phase/s.
    3. Order status: Use the Is/Is not field to select the order status/es.

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  1. The optional And fields are listed below:
    1. Customer: If a customer is not selected, the rule applies to all customers.
    2. Carrier: If a carrier is not selected, the rule applies to all carriers.
  2. In the actions section, toggle ON Add #NeedsDocs tags to order.

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  1. Then toggle ON Create exception: Needs Docs Exception if you want the system to generate a Needs Docs exception. You can then choose to share the exception with the carrier, the customer, or both. 

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  1. Click SAVE to save your rule.

Removing the #NeedsDocs tag

The #NeedsDocs tag can be removed from an order in the following ways:

  • When the missing document is attached to the order
  • When an order is missing multiple documents and those documents are all attached to the order
  • You may manually remove the tag. See our article Managing tags to learn how. 

Resolving the Needs Docs exception

The Need Docs exception can be removed from an order in the following ways:

  • When the missing document is attached to the order
  • When an order is missing multiple documents and those documents are all attached to the order
  • You may manually remove the exception. See our article Manage exceptions with Workbench to learn how. 

Order List View and Dashboard

When a #NeedsDocs rule has been created to add a #NeedsDocs tag to an order, the tag  #NeedsDocs is displayed along with the current count of orders needing documents on the Order tags card found under Admin console > Rules > Other > Dashboards

To learn more about configuring dashboard cards, see Arrange dashboard cards. For more information on the order tags dashboard card, see Order tags dashboard card.

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