Locking shipments from changes

In Turvo, you can configure a certain status at which a shipment will lock from further changes for selected user roles. The below article describes:

• How to configure shipment locking rules for your tenant
• Which fields are locked by status
• An example of the feature application

Important note: We recommend updating rules during low-use hours, or when minimal users are using the system. Rules can be updated at any time, but low-traffic hours help ensure a low risk of rule implementation clash.

Important Note: When shipment lockout is enabled and you attempt to make an API call, your API calls may fail. You must resolve any lockouts in order for your API calls to go through. 

Configuring Shipment lockout rules by Status

Follow the steps outlined below to configure the shipment lockout rules by status for your tenant. 

Step 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.

Step 2:

Click the Rules card.

Step 3:

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

Step 4:

Toggle Shipment lockout to the blue ON position to prevent specific users from making changes to the shipment when it reaches defined status or mode. Then click SAVE.

Important note: It can take up to 30 minutes for a rule to take effect in Turvo. Once a rule is enabled for your tenant, the rule will be locked from future changes up to 30 minutes. You can view whether a rule is locked by the notification to the right of the rule line. 

To unlock the rule, click the circular arrows to the right after the displayed time has passed.

Step 5:

Navigate to Admin console > Settings > Shipments > Shipment lockout > Status lockout

To configure shipment lockout rules, use the Role, Mode, and Status drop-downs, described below, to configure lockout rules: 

• Role: Select from standard and custom user roles to which your lockout rules apply.
  • Notes:
    • Roles with Super Admin permissions are excluded. 
    • The Driver role cannot currently modify shipment status, so Driver is not listed as an option in the Role list.
  • Mode: Select the shipment mode to which your lockout rules apply.
    • Note: Once a certain role and mode is configured, that same combination won’t be allowed in another rule. When the system detects the same role and mode being used in a subsequent rule, the first rule with that role and mode is highlighted and the SAVE button greys out. 
  • Status: Select the status that a shipment must be in for the lockout rule to apply. The statuses that populate in this list are dependent upon the mode selected.
    • Note: For multi-route segment shipments, whichever configured status comes first from all route segments is considered as the shipment lockout status for that specific role.

Click SAVE to save your changes.

Protip: Not sure which option is best for your tenant? Check out which fields lock for each option in the Which fields are locked by status section below.

Note: To learn more about the other rules available in the Shipment segment of the Rules page, see our Configuring business rules for shipments article.

Which fields are locked by status

Once the rule is enabled for your tenant, certain fields within the shipment will lock from future changes for users in your tenant with the Operator role. 

Protip: Operator permissions are identical to the Editor role but the shipment lockout will only occur for users with the Operator role.

The fields that are locked depend on the shipment’s status as well as the type of tenant you have: Broker, Customer or Carrier tenant. Reach out to your Turvo representative if you are unclear on the type of tenant you have.

Scroll down to view which fields are locked for each phase/status, or click on the phase/status below to auto-scroll to the appropriate section: 

• Tender - Tender Offered
• Plan - Tendered 
• Ship - Dispatched 
• Billing - Ready for Billing 
• Billing - Processing

Locking at Tender - Tender Offered status

Entities that will lock from changes when a shipment is configured to lock at the Tender - Offered status and the shipment has reached that status:

Locking at Plan - Tendered status

Entities that will lock from changes when a shipment is configured to lock at the Tender status and the shipment has reached that status:

Locking at Ship - Dispatched status

Entities that will lock from changes when a shipment is configured to lock at the Dispatched status and the shipment has reached that status:

Locking at Billing - Ready for Billing status

Entities that will lock from changes when a shipment is configured to lock at the Billing - Ready for Billing status and the shipment has reached that status:

Locking at Billing - Processing status

Entities that will lock from changes when a shipment is configured to lock at the Billing - Processing status and the shipment has reached that status:

Shipment workflow

A rough outline of the flow of shipment statuses is below to provide a visual. Use this chart as an aide to understand where statuses are in the shipment lifecycle as you determine the status at which you would like shipments to lock. 

Protip: If you are new to our shipment phases and statuses, please see Shipment work phases: quote, tender, plan, ship, bill to gain a better understanding before continuing.

Note: The Canceled status is not part of the direct workflow of a shipment, but rather considered to be a terminating status where once canceled, a shipment does not revert back to any of the previous phases.

Configuring Shipment Lockout Rules by Exception

Follow the steps outlined below to configure the shipment lockout rules by exception for your tenant.

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.
   
   
2. Click the Rules card.
   
   
3. On the Rules page, click the Shipment header in the column to the left. Then, click the Shipment lockout section header to expand.
   
   
4. Toggle Exception lockout to the blue ON position to prevent specific users from making changes to the shipment when a defined exception is present. Then click SAVE.
   
   Important note: It can take up to 30 minutes for a rule to take effect in Turvo. Once a rule is enabled for your tenant, the rule will be locked from future changes up to 30 minutes. You can view whether a rule is locked by the notification to the right of the rule line.
   
   To unlock the rule, click the circular arrows to the right after the displayed time has passed.
   
   
5. Navigate to Admin console > Settings > Shipments > Shipment lockout > Exception lockout
   
   
6. To configure lockout rules, use the Role and Exception drop-downs, described below, to configure lockout rules:
   • Role: Select from standard and custom user roles to which your lockout rules apply.
     • Notes:
       • Roles with Super Admin permissions are excluded. 
       • The Driver role cannot currently modify shipment status, so Driver is not listed as an option in the Role list.
   • Exceptions: Select the exceptions that a shipment must have for the lockout rule to apply. 

Example of feature application

Read the example scenario below for an illustration of how shipment locking works. 

Let’s say an administrator has configured shipments in their tenant to lock from changes at the Tender -offered status. Until a shipment reaches the configured ‘lock out’ status (Processing status, in this case), users can continue their normal day-to-day workflow, creating and updating shipments.

Once the shipment reaches the Billing > Processing status, any users with the Operator permissions role will not be able to make updates to fields specified above. If they try to save changes they have made, they will see the following error message:

If the user tries to revert the shipment status back to a ‘previous status’ - they will see the following error message:

**See the shipment workflow image above to understand the order of shipment statuses

At this point, a user would have to contact their manager or another member of their team who is not configured as an Operator to either revert the shipment to a previous unlocked status where the Operator can make changes again or ask their team member to make the requested changes directly in their tenant.

Although the operator cannot make changes to the details of a shipment or revert it back to a previous unlocked status, they are still able to move the order ‘forward’ in statuses (see the shipment workflow section for details). In these statuses, however, the shipment will still be locked.