Add, share, or send a document in an order

Invoices, Bill of Lading, and other document types can be added, shared, and emailed from a Turvo order directly to your shipping partners. Adding and sharing documents within Turvo offers better organization, and leads to faster time to pay. Below, we explain how to add documents to orders and send or share them with your partners.

Note: A “document” in Turvo refers to a data entity that is attached to the order that can contain one or more attached files. 

Important note: While certain shipment document types can be generated directly in Turvo with your organization's branding using the Admin console > Document templates page, this feature is not available for order documents. All order document types must be added with a file uploaded from an external source. See our Configure Document templates in Admin console article for more information on using document templates to create shipment documents from within Turvo.

How to add a document in an order

Follow the steps in the subsections below to learn more about adding documents to orders in Turvo.

To access and update documents in an order:

  1. Navigate to an order, either by hovering over the left navigation and clicking Orders to see all of the orders shared with you, or by searching for the order in the global search bar.

  1. Once in an order, click on the Documents tab and click + Add Document to create or add a new document.

  1. Select the Document type that you wish to add. When adding a document to an order, you can select from: 
    1. Order
    2. Batch Invoice
    3. Invoice
    4. Bill of lading
    5. Packing List
    6. Warehouse Receipt
    7. Other

Note: While BOLs can be created from a template for shipments, choosing Bill of lading in an order still requires an uploaded file to proceed.

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Protip: By default, a Bill of lading requires you to select one pickup and one drop-off location. However, if you frequently have multiple pickup and/or delivery locations in a shipment, you can have your tenant configured to allow more than one of either location type for a Bill of lading. Contact your Turvo representative if you would like to have this feature enabled.

  1. The fields in the Add document modal will update based on the document type selected. 

Attach files 

  1. 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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    1. When uploading 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. 

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

  1. Selected files will appear below the upload area.
    1. 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.
  2. Set your sharing settings. If you would like supply chain partners to see the document, make sure that sharing is enabled.
    1. In the bottom left corner of the Add document modal, click where it says My Company (alternately, it may say your customer's name as well, if sharing is already turned on) and ensure that check marks appear next to your company and your customer, as shown in the screenshot below.
    2. 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 order have their own tenant, the drop-down will be locked.

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Note: Once a file is shared, it cannot be removed from your partner’s tenant. Editing a document to deselect your partner will only prevent future updates to the document from sharing to them.

Complete document creation

  1. Fill in any other document details as needed, and click UPLOAD

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  1. Once the upload begins, the Add document modal will close and a progress modal will appear at the bottom of the screen, showing each file and the status of each file upload.
    1. Protip: At this time, you can navigate away from the page and perform other tasks in Turvo while the files upload.
    2. 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 Review and update the document section below.
    3. 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.

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  1. Once the file upload is complete, the document will now be visible in the Documents tab of the shipment going forward.

Review and update the document

After adding the document, the document review window appears, where you can review and update the document. If changes need to be made, or you uploaded the wrong document, click UPDATE in the top right corner.

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

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

Send 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.

Your settings in the Email section of Admin Console > Rules will determine whether the file(s) for the selected document(s) 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

If your tenant uses order-based customer invoicing and you are creating a customer invoice for the order, Turvo will check your customer invoice documentation requirements against the documents attached to the order 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 order 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 document modal 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:

  • Work order
  • Bill of Lading
  • Other

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 Order 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 page 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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Edit 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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Finding orders based on attached document types

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

See our How to filter orders article to learn more. 

Orders list view

The Order 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 order. Hover your cursor over the icon for a quick preview of the attached document types.

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

Orders card view

While viewing the Orders page card view, orders that have attached documents have a document icon on them. Hover your cursor over the icon for a quick preview of the attached document types.

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