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Workflow Automation

The objective of our workflow automation tool is to help users create and set up workflows swiftly, saving time by providing built-in features that enhance productivity, foster teamwork, and streamline the process of entering shipment information.

Table of Content

Where to find it

Navigate to the LSP tab and locate the Workflow Automation section.

Upon accessing the tool, the initial screen will display a list of your existing workflows and the option to create a new one.

Click the blue pencil or information icon on the right to view and edit a workflow. From there, you can also duplicate or delete the workflow as needed.

How to Create a Workflow

  • To create a new workflow, click "Add New Workflow," which will open the Create Workflow Automation modal. 
  • In this modal, enter a Title for the workflow and choose the Subscriber type that will trigger the workflow.
  • The last step is to select the organization you want the workflow to work under and click on save.

Note: 

  • All Newly created workflows will be in an Inactive status. After you add filters and actions, you can activate them by clicking on Activate Workflow.
  • You can only activate the workflow after you add an Action.

Triggers

  • Create Shipment: The system will initiate the workflow after creating a shipment.
  • Update Shipment: The system will initiate the workflow after editing and saving the shipment.
  • Shipment Status Updated: The system will initiate the workflow when you update the shipment status through the check call modal.
  • Shipment Scheduler: the system will allow you to create a schedule for your workflows to take effect at specific times and days.


    You can choose to trigger the workflows on a weekly or monthly basis. If you select weekly, you can specify the days of the week when the workflows should be activated. If you choose monthly, you can select the specific date when the workflows should be triggered.

  • Add/Remove alert: The system will initiate the workflow upon adding or resolving an alert.
  • Add/Update/Remove Carrier: The system will initiate the workflow based on the following guidelines:
    • If there is no existing carrier and a carrier is added to the shipment, it will be recorded as "Carrier Added."
    • When there is an existing carrier, but you replace it with a different one and save the shipment, it will be labeled as "Carrier Updated."
    • Lastly, if there is a current carrier, but it is removed, and the shipment is saved without assigning a new one, it will be classified as "Carrier Removed."
  • Assignment Added: The system will initiate the workflow after assigning a shipment.
  • Attachment Added: The system will initiate the workflow after attaching a document to a shipment.
  • Spot Quote Added: The system will initiate the workflow after receaving a spot quote in Truckload Quoting page.

This excludes spot quotes that are manually added in Truckload Quoting. However, it will activate for Quote Requests sent from Truckload Quoting and any quote received from any of the DFMs.

How to Add Criteria to Your Workflow Automation

To begin creating your workflow, simply click on the blue plus sign to add filters. Alternatively, you can drag and drop the filter steps into the plus sign, allowing the system to automatically display the selected filter.

How to Access the Filter Form

Select a filter from the step type list on the right. Depending on the step type, the system will display the step filter, set the filter type, and click on Create once you are done.

Special Filters

  • Original Status Filter: This filter is linked to the Shipment Status Updated trigger. By utilizing this filter, you have the ability to specify that a workflow should be activated when the shipment status is changed from a particular status to a new one. The new status can be determined by using the Status Filter option.
  • Attachment Type Filter: This filter is linked to the Attachment Added trigger. With this filter, you can choose from the available shipment attachments to activate a workflow in the system.
  • Pickup and Delivery Date Filters: If the filter type is set to "Today," an option for a "Time Filter" will be enabled. When set to "Any Time," the system will filter shipments with today's date.


    If you choose "Before" or "After," two additional fields will be activated:

    - Offset: This allows you to initiate workflows based on a specific number of hours before or after the pickup or delivery time.

    -Tolerance: You have the option to set a time buffer for this filter, ranging from 30 minutes to 4 hours. For example, if your pickup time is 8:00 am and you want the system to trigger a workflow 1 hour before the pickup time, with a tolerance level of +/- 30 minutes, this means the system will start looking for shipments that meet the criteria from 7:30 am to 8:30 am.

How to Access the Action Form

To access the action form click on the filter option at the top right or drag and drop one of the Actions from the list. You can switch back to the filter form by clicking "Action."

Choose the desired step type from the list, and the system will display the corresponding step action. Once you have selected the appropriate step action, click on "Create" to add the action to your workflow.

Available Actions

Add/Resolve Alerts

When certain conditions are met, the system has the capability to add or resolve alerts. By clicking on the alert field, a list of available alerts will be displayed. From there, you can easily select the specific alert that you want the system to either add or resolve.

Add/Resolve Staff Assignments

The system has the capability to add or resolve shipment assignments based on specific criteria. You can use the staff ID field to select the LSP staff member for whom you want to add or resolve the shipment assignment.

Assignment Delay

For the Add Assignment Action, the system also provides the option to create a delay for assignments, similar to how you would do it for a regular shipment assignment. This allows you to schedule when the assignment should appear after a specific amount of time has passed.

Add Assignment With Message

The system can add an Activity Log and assign it to a specific LSP staff member. In the Action Form, you can use the Activity Description field to input the message that you want the system to display when assigning the activity and the staff field will help select the LSP staff member you want to assign the activity to.

Assignment Delay

The system also provides the option to create a delay for assignments, similar to how you would do it for a regular activity log in a shipment. This allows you to schedule when the assignment should appear after a specific amount of time has passed.

Carrier Check Call

This action provides you with the ability to send carrier check calls either through email or text messages.

The content template associated with this action is called Truckload Shipment Tracking Status Update. You have the flexibility to customize this template according to your specific requirements.

Email

If you choose email, the system will send an email to the first dispatcher listed in the carrier profile. You can select any available LSP staff member as the sender and have the option to add or update the email subject.

From the workflow, you can include an additional message if there is any extra information you would like to add on top of what is already provided in the content template.

Text

If you choose text, the system will send a text message to the driver's cell phone number associated with the shipment.

Resolve All Assignments Action

With this action, the system can resolve the assignment for all shipments.

Example: The system will resolve all the assignments for all shipments that reach the delivered status.

Send Email Action

When certain conditions are met, the system will automatically send an email.

Content Template

You can choose the email body from the selection of available content templates.

Note: If you need to send an email different from our templates, you can choose from up to 10 custom templates that can be personalized to your needs.

Email Sender

Add the email sender you want to display from your list of LSP staff.

Email Recipients

You can choose the recipient from the available list, or if you need to add multiple emails, click on the pencil icon on the right and separate the email addresses with commas.

Note: The "All Assignee" recipient option will send an email to all users assigned to the shipment. On the other hand, the "New Assignee" option is specifically designed to work with the "Assignment Added" trigger. This means that the system will send an email only to the newly assigned LSP staff member, excluding any other assignees.

Email Subject

In the final field of the Email Sender Action Form, input the subject for your email.

If you have a custom subject line in one of the content templates, the system will automatically populate the email subject box in the action form. However, you have the option to overwrite it if necessary.

Update Status Action

When certain conditions are met, the system automatically changes the shipment status to the chosen option from a list.

Incompatible Triggers and Filters

Certain triggers require specific filters, and the system will notify you if the trigger you are using is not compatible with the filter you are trying to select.

Current Exceptions

  • Attachment Added Trigger→ Attachment Type Filter

  • Shipment Status Update Subscriber → Original Status Filter

  • Spot Quote Subscriber → Spot Quote Filters Coming Soon!