Autopilot: Automatically apply #Missing[DocType] tags and exceptions to shipments

In cases where shipments are missing documents, you can tag those shipments 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 shipments.

Note: The ability to add Autopilot rules for shipments and 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. See our Autopilot: Automatically Apply #NeedsDocs to Orders with Missing Documents article to learn more about automatic the #NeedsDocs tag and Needs Docs exception for orders.
  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. This article covers the creation of these Autopilot rules.

Needs docs billing status

Turvo also offers the billing status feature, which indicates the progress of customer and carrier invoicing on a shipment. This feature can be used as an alternative to or in conjunction with tags. One billing status that can be applied is Needs docs. The documents required to apply the Needs docs billing status are configurable in the Admin Console > Payments > Billing document rules. See our Understanding your shipment's billing status to learn more about billing statuses and our Configure required document rules for customer invoicing article to learn more about enabling the feature.

Creating a Missing Docs rule

Follow the steps below to create a Missing 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 to open the page.

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

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

  1. In the Create shipment rule modal, name your new rule and use the When drop-down to select A shipment is missing document(s).

Configuring default If statements for Missing Docs rules

The initial If statements are always And if Document (required) and And if shipment status (required).

  1. Use the drop-down under And if Document (required) to select the document type(s) that trigger the Autopilot rule if missing.
    1. Select all that apply from the following document types:
      1. Accessorial certificate
      2. Bill of lading
      3. Carrier invoice
      4. Carrier rate confirmation
      5. Claim
      6. Customer bulk Invoice
      7. Customer invoice
      8. Customer rate confirmation
      9. Inspection certificate
      10. Memo
      11. Packing slip
      12. Proof of delivery
      13. Quote
      14. Receipt
      15. Vehicle Inspection
      16. Weight certificate
      17. Work order
  2. Use the Is/Is Not toggle and the drop-down under And if shipment status (required) to select the status(es) that apply to the rule.
    1. If the toggle is set to Is, and one of the document types selected in the field above is not present when the shipment’s status changes to one of the selected statuses, then the rule applies.
    2. If the toggle is set to Is not, and if one of the selected document types is not present when the shipment’s status changes to something other than the selected status(es), then the rule applies.

Configuring additional If statements for Missing Docs rules

If desired, use the +Add criteria button to narrow the rule’s scope. These criteria are additional And statements for the Autopilot rule’s logic.

  1. Click +Add criteria. In the drop-down that appears, select from the following additional criteria to configure your rule:
    1. And (optional) Customer _______: Use the Is/Is Not toggle and the provided field to select customer accounts that the rule does or does not apply to.
      1. Select Is to apply the rule only to shipments for the selected customer account(s) or Is Not to apply the rule to all shipments except those for the selected customer account(s).
      2. Use the text field to start typing an account name and then select applicable customers. Select all that apply.
      3. If this criteria is not added, the rule applies to all shipments, no matter the customer.
    2. And (optional) Carrier _______: Use the Is/Is Not toggle and the provided field to select carrier accounts that the rule does or does not apply to.
      1. Select Is to apply the rule only to shipments executed by the selected carrier account(s) or Is Not to apply the rule to all shipments except for those executed by the selected carrier account(s).
      2. Use the text field to start typing an account name and then select applicable carriers. Select all that apply.
      3. If this criteria is not added, the rule applies to all shipments, no matter the carrier.
    3. And (optional) Tag _________: Use the Is/Is Not toggle and the provided field to select for shipments that do or do not include the selected tag(s).
      1. Select Is to apply the rule only to shipments with the selected tag(s) or Is Not to apply the rule to all shipments except those with the selected tag(s).
      2. Use the text field to start typing a tag name and then select applicable tags. Select all that apply.
      3. If this criteria is not added, the rule applies to all shipments, no matter the tags added.
    4. And(optional) Mode _______: use the Is/Is Not toggle and the provided field to select for shipments that are or are not in the selected mode(s).
      1. Select Is to apply the rule only to shipments with the selected mode(s) or Is Not to apply the rule to all shipments except those with the selected mode(s).
      2. Use the text field to start typing a mode name and then select applicable modes. Select all that apply.
      3. If this criteria is not added, the rule applies to all shipments, no matter the mode.

Configuring Actions for the Missing Docs rule

  1. Use the Actions section of the modal to select what actions Turvo takes when the When, If, and the And criteria are met by the shipment.
    1. Click the Create exception checkbox to indicate that a Missing Docs exception should be created on the shipment.
      1. Click the Share to carrier and/or Share to customer checkboxes below to make the exception visible to the shipment’s customer(s) and/or carrier(s).
        1. Note: Exceptions are only shared if the customer or carrier account has a connected Turvo tenant.
    2. Click the Add #MissingDocs tag to shipment checkbox to indicate that a #Missing[DocType] tag should be added to indicate which document type is missing.
      1. For example, if the rule covers missing bills of lading, then Turvo creates the tag #MissingBOL when the rule is triggered.
    3. Click the Always share tags checkboxes to indicate that the added missing document tag(s) should always be visible to customers and carriers with a connected Turvo tenant and sharing for the #Missing[DocType] tag enabled in Admin Console > Tags.
      1. If selected, the Share if account is option below is disabled.
      2. Use the Account name drop-down under Share if account is to only share added tags to specific accounts. Use the text box to type in a customer or carrier account name and select from the matching results. Select all that apply.
        1. If selected, the Always share tags checkbox is disabled.
  2. If the Create exception action is enabled, use the Default owner field to select the account that the Missing Docs exception is assigned to.
    1. By default, this is set to My company.
    2. To select another company, use the text field to type in a customer or carrier account name and then select from the matching results.

  1. Click SAVE to finish creating your rule.

How Turvo checks Missing Docs Autopilot rules

If your tenant uses Missing Docs Autopilot rules, Turvo checks for required documents using the steps below:

  1. The shipment status is changed. Turvo checks to see if the shipment matches parameters in a Missing Docs rule.
  2. Turvo finds that one or more of the document types indicated in a matching Missing Docs rule are missing.
  3. Turvo takes the following steps based on the rule’s Actions section:
    1. The appropriate tag corresponding to the missing document type is added to the shipment, and/or;
    2. Turvo creates a Missing Docs exception on the shipment.
  4. Once the required documents are attached to the shipment, the respective #Missing[DocType] tags are removed and/or the Missing Docs exception is resolved.

Note: If there is more than one missing document type on the shipment, a tag is added for each missing document type. For example, if a shipment is missing both the Bill of Lading and a Receipt, then Turvo adds the #MissingBOL and #MissingReceipt tags to the shipment.

Available #Missing[DocType] tags

The table below shows the possible tags and the corresponding missing document types that Turvo can automatically apply to shipments via the Autopilot rules described in this article.

Document Type Prescribed tag
Accessorial certificate #MissingAccessorialCert
Bill of lading #MissingBOL
Carrier invoice #MissingCarrierInvoice
Carrier rate confirmation #MissingCarrierRateCon
Claim #MissingClaim
Customer bulk Invoice #MissingCustomerBulkInvoice
Customer invoice #MissingCustomerInvoice
Customer rate confirmation #MissingCustomerRateCon
Inspection certificate #MissingInspectionCert
Memo #MissingMemo
Packing slip #MissingPackingSlip
Proof of delivery #MissingPOD
Quote #MissingQuote
Receipt #MissingReceipt
Vehicle Inspection #MissingVehicleInspection
Weight certificate #MissingWeightCert
Work order #MissingWO
Other #MissingDocOther

Removing a tag or resolving a Missing Docs exception

You may manually remove the tag or exception. See our articles on Managing tags and Manage exceptions with Workbench to learn how.

Additionally, Turvo can resolve #Missing[DocType] tags and exceptions automatically when the missing documents are attached to the shipment.

List Views and Dashboard

When rule has been created to add a #Missing[DocType] tag to a shipment, the tag is displayed along with the current count of shipments needing documents on the Shipment tags card found under Admin console > Rules > Others > Dashboards.

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

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