Add, create, share, or send a document in a shipment

You can add and share multiple kinds of documents , and email them from a Turvo shipment directly to your customer or broker partners. Adding and sharing documents within Turvo offers better organization, and leads to faster time to pay. 

This article explains how to add documents to shipments and send or share them with your partners.

Note: In Turvo, a “document” refers to a data entity that is attached to the shipment that can contain one or more attached files. 

When referring to shipment and order documentation in Turvo, there is a distinction between Adding and Creating a document: 

  • Adding a document refers to the creation of a document entity that includes an externally-created document file, which is uploaded to Turvo as part of the document data entity.
  • Creating a document refers to creating a document entity by generating a PDF file from within Turvo, based on either a Turvo-provided or custom template, using the Document templates feature in Admin console.
    • Note: The document types supported by the Document templates feature are only found in shipments. You can only add documents to orders on your Turvo tenant, not create them.
    • Protip: See our Configure Document templates in Admin console article for more information on configuring document templates and adding your organization's branding and details.

Both adding and creating a document are done via the Add document modal found in shipments. 

Add or create a document in a shipment

Follow the steps in the subsections below to learn more about document creation in Turvo.

To access and update documents in a shipment:

  1. Navigate to a shipment, either by hovering over the left navigation and clicking Shipments to see all of the shipments shared with you, or by searching for the shipment in the global search bar.

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  1. Once in a shipment, click on the Documents tab and click + Add Document to create or add a new document.
  2. Select the Document type that you wish to add. 

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Note: If uploading a Label-item count document for LTL shipments, the number entered into the Item count field correlates to the number of copies for the label.

Associate documents with a stop

Proofs of delivery, Bills of lading, and "Other" document types in Turvo allow you to select which stops along the route the document should be associated with.  If you select one of these three document types, you will be presented with a checklist of stops to select.  

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You must select at least one pickup and one delivery location for each document. 

If a document applies only to a selection of stops on the route, the stops will be indicated in the list view under the Documents tab:

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Update the sharing settings

If you would like your shipping partners to see the document from their own connected tenant in your Turvo network, make sure you enable sharing.

In the bottom left corner of the Add document modal, click the Sharing drop-down, which will display My Company, and ensure that check marks appear next to your company and any shipping partners on the shipment that you wish to share the document with (see the screenshot below). 

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Once all the parties you wish to share the document with are selected, click APPLY.

Important note: If your customer or carrier is not using their own tenant on your Turvo network, you will not be able to share the document with them in this way. If no shipping partners on the shipment have their own tenant, the drop-down will be locked.

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Attach files

If you are adding documents to the shipment that were created elsewhere, use the area marked with “Drop file here to upload or click to browse” to select the file(s) to be uploaded. Clicking the text will open your device’s file explorer window, or you can drag and drop files from your file explorer to the box.

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When you upload multiple files at once, each file is treated as part of one document entity on the shipment. However, each file can be viewed and downloaded individually from the document preview window that appears when clicking on the document in the Documents tab. 

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Note: Up to 20 megabytes (MB) of files can be attached to a document.

Selected files will appear below the upload area. Click the ‘x’ next to the file name to remove the selected file before uploading. Additional files can be selected by repeating these steps before clicking the UPLOAD button. 

After adding the document, you'll be directed to a page where you can review the document.

Complete document creation

Fill in any other document details as needed and click CREATE or UPLOAD. If you are generating a PDF based on a document template in the Admin console, click CREATE. If you are uploading an existing file (or files) to create the document, click UPLOAD

A progress modal will appear at the bottom of the screen, showing each file and the status of each file upload. 

A green check mark indicates a file that uploaded successfully and a red X indicates that the file failed to upload. At the top of the modal, the total number of upload errors are shown next to the OPEN DOCUMENTS button, which will open the document review window, described in the Reviewing and updating the document section below.

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Click the X at the top of the modal during upload to cancel, or after the upload has completed to to close the modal. Click the arrowhead to the left to collapse or expand the modal.

Protip: Once Add document modal closes and the progress window opens, you can navigate away from the page and perform other tasks in Turvo while the files upload.

Once the file upload or creation of the PDF is complete, the document will now be visible in the shipment’s Documents tab.

View and update the document’s status

When you select Carrier rate confirmation, Customer invoice, Carrier invoice, Vehicle inspection, or Proof of delivery in the Add document modal’s Document type field, a  Status field is included in the Add document modal. Use the drop-down to select one of the following statuses:

  • Draft: The document has not been finalized and not ready to be shared.
  • Received: The document has been received by the partner tenant it was shared with.
  • Approved: The document is finalized and no more changes are needed.
    • Note: Your organization’s tenant may be configured so that the status must be set to Approved for the invoice to be sent to your financial management system. If unsure, check with your organization.
  • Rejected: The document was created but rejected. This may be used when sharing a document with another organization’s tenant, indicating that the recipient has rejected the document and it needs to be updated.
  • Void: The document has been voided. A copy is kept for auditing purposes, but the document is no longer valid for the shipment.

Each document’s status (if applicable) is shown in the shipment’s Documents tab under the Status column. If the document has been shared to and received by another tenant, the recipients are shown when hovering the cursor over the status. 

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Update the document’s status

To update the status of a document from the shipment’s Documents tab:

  1. Click the More actions icon (three vertical dots) to the right of the document’s row in the shipment’s Documents tab.
  2. Select Update to launch the Update document modal.

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  1. Use the Status drop-down to select a new status.
  2. Click UPDATE to save your changes.

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  1. The document’s new status is shown in the Shipment tab’s Status column.

Reviewing and updating the document

After adding the document, the document review window appears, where you can review and update the document.

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Protip: If your rate confirmations, invoices and vehicle inspection documents have been shared with other tenants, you can review the status of the document in each tenant under STATUS to the right of the document.

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If changes need to be made, or you uploaded the wrong document, click UPDATE in the top right corner.

Note: If the file you uploaded was in error, you can simply click on the small ‘x’ in the right hand corner next to the file name to delete the file. Upload the correct file by either dropping the file, or clicking to browse. Once you have made the needed changes, simply click on UPDATE to save.

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Protip: You can access the Update document modal at any time after creating a document. See our  Archive and update documents article to learn more.

Sending the document via email

At the top of the document review window, you can click the envelope icon to email the document to any valid email address or Turvo contact.

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Use the Email document modal to edit the email’s subject and body text. The Reply to email address is configured with your account, and you will need to reach out to Turvo support if it needs to be changed.

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Your settings in the Email section of Admin Console > Rules will determine whether the files for the selected documents will be sent to your shipping partner as attachments on the email or as downloadable links. See our article, Configure business rules for emails, to learn more about setting file size limits for your tenant.

Automatically include required docs for customer invoices

Turvo will check your customer invoice documentation requirements against the documents attached to the shipment before the invoice can be submitted to your customer. If the Automatically append required documents to Customer Invoice toggle in Admin console > Payments > Billing document rules is on, then all of the required documentation that is uploaded to the shipment will be included as pages within the invoice PDF file that is generated.

See our article, Configure required document rules for customer invoicing, to learn more about these features.

Note: If the Automatically append required documents to Customer Invoice toggle is not selected, the required documents will be selected as attachments by default and emailed as separate PDF documents rather than being combined into one PDF.

Automated subject lines

When sending certain documents, the Subject field within the email form will automatically populate with a configured tenant-level secondary ID, if the SecondaryID toggle in Admin Console > Document Templates is switched on. See our article, Configure Document templates in Admin console to learn how to turn on this toggle.

Emails generated for the following documents will display the configured secondary ID:

  • Quote
  • Customer Rate Confirmation (Ratecon)
  • Carrier Rate Confirmation (Ratecon)
  • Bill of Lading
  • Receipt
  • Vehicle Inspection
  • Carrier Invoice
  • Customer Invoice
  • Customer Bulk Invoice
  • Other
  • Vehicle Inspection
  • Trip Summary
  • Label-Item Count

If no secondary ID is configured for the tenant and is not entered upon shipment set-up, the subject line will automatically generate with the Shipment ID.

Protip: Email subject lines can also be updated manually.

Note: Currently, customer-level secondary IDs will not appear in automatically-generated email subject lines.

Download

Clicking on the download icon at the top of the document review window will download a PDF version of the document to your computer which can then be emailed using your organization's email platform, or printed out.

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Editing Pages

If you need to edit or add pages to the document, you can click the edit document icon. For more information on editing pages in a document, see Edit the pages in a document.

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Check the status of a sent email

The Email history section in the bottom right of the document preview screen displays the status of emails that have been sent to share that document. If the document has been emailed, the name of the contact(s) or the email address the document was sent to is shown.

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If there was an issue in the delivery of the email, a warning icon and a small arrowhead on the right side are shown. Click the arrow to see the status of the email(s) containing the document that have been sent.

Each recipient’s email address, the status of the email sent, and the date and time of when the email was sent is shown.

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The following descriptions summarize the possible email statuses: 

  • Processed: The email was sent, but has not yet been delivered to the recipient.
  • Bounced: Delivery of the email was attempted but failed. This is typically due to outdated or incorrect email addresses.
  • Dropped: The email was created but delivery was abandoned before it was sent. If an email sent to that address previously bounced, subsequent emails sent to that address will be dropped.
  • Deferred: The email was sent but cannot be immediately delivered. Usually this is due to the recipient’s email server. Redelivery will be attempted for 72 hours before the email is dropped.
  • Delivered: The email was delivered but not opened by the recipient.
  • Open: The email was delivered and was opened by the recipient.
  • Spam Report: The email was delivered but the recipient’s email server flagged the email as spam and sent a notification to Turvo’s email server.

Finding shipments based on attached document types

Need to see which shipments have an attached customer invoice or Bill of lading? Turvo has you covered! Turvo’s Shipments page allows you to filter for shipments based on the types of documents attached to them and provides document details in both the list view and card view.

Filtering for document types

The Document(s) filter in the Shipments page allows you to filter for shipments that do or do not have the selected document type(s) attached to them. For example, you can use this filter to find all shipments that do not have a customer invoice attached or all shipments that have a carrier rate confirmation that was updated in the last month.

See our article on How to filter shipments to learn more about applying filters to the Shipments page and using the Document(s) filter options.

Shipments list view

The Shipments page list view provides a Documents column that lists the total number of attached documents with a subtext showing the types of documents attached. Simply click the Documents column option in the list view.

Additionally, the Customer column will include a document icon to indicate that at least one customer document is attached to the shipment.

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See our How to navigate in Turvo article to learn more about managing your list view columns.

Shipments card view

While viewing shipments in the Shipments page card view, shipments that have attached documents have a document icon on them.

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