Document Management

Document Management

Overview

The Document Management feature in EZ Loader TMS is a central document repository for incoming "unprocessed" documents received from a number of different sources. Users can review, split and process the documents for final storage into their appropriate locations such as a Load profile, a Customer profile, or a Carrier profile.

Below, you'll find a combination of written information in addition to video tutorials describing the functionality.

Sources of Incoming Documents

There are three ways documents are input into the Document Management page.

1. User Uploaded Documents - These are documents uploaded directly into the Document Management page by an internal user.
2. Emailed Documents - Each EZ Loader account has a unique email address that will automatically add any PDF attachments from received emails into the Document Management page. 
3. Document Submitted via the POD/Invoice Request Form
   1. (PLEASE NOTE: Prior to the Doc Management update, documents submitted through a POD/Invoice request web form would go directly into the Documents section of a Load profile. After the Doc Management update, these documents will now appear within the Document Management page in the "Documents to be Processed" section of the respective load profile.
   2. All documents submitted through a POD/Invoice request web form must now be processed for them to move into the documents section of a load profile.

1. User Uploaded Documents

Users can directly upload a document(s) into the Document Management page for processing by either dropping a document(s) into the import box or clicking browse and selecting the files from your local storage.

2. E-mailed Documents

The email aggregator feature within EZ Loader TMS automatically extracts attachments from incoming emails and uploads them to the Doc Management page.

To find your company specific email address navigate to Settings > Settings & Documents > "Document Management - Attachment Processing Email".

Functionality

When the email aggregator receives an email, it will strip the email attachments and upload them into the "Documents To Be Processed" section of the Document Management page. The aggregator will also pull certain email information which can be viewed by selecting the email icon under the source column.

The aggregator will also review the emails subject line and document names in an attempt to automatically assign the appropriate load number and document type.

3. POD/Invoice Request

Any documents uploaded through a POD/Invoice request web form will route directly into the Doc ument Management page for processing into the Documents section of the respective Load profile.

Click Here for Video Tutorial to Send a POD / Invoice Request

(PLEASE NOTE: Prior to the Document Management update, documents submitted through a POD/Invoice request would go directly into the documents section of a load profile. With the Doc Management update these documents will now appear within the Doc Management page in the "Documents to be Processed" section of the respective load profile.

All documents submitted through a POD/Invoice request must now be processed for them to move into the Documents section of a load profile)

Navigating within the Document Management Page

All Docs & My Docs Toggle

Toggling between "All Docs" and 'My Docs" allows you to view either company wide documents or just your documents. "My Docs" includes documents directly uploaded by you or any unprocessed documents associated with a load profile where you are a Sales Rep, Assigned Rep, or Dispatcher.

Please Note: Certain user permissions such as "Broker-Agent" may affect which documents appear in the different views.

Processing Documents 

Processing Documents from the Document Management Page:

There are two ways to process documents from within the Document Management page:

1. Individually Process a Document

2. Process All documents

Selecting the "Start Processing" button will allow you to sequentially process all documents in the queue.

Processing Documents from within a Load page:

When an unprocessed document has a load number associated with it (This can happen automatically if the document was received through a POD/Invoice request OR if the system was able to predict the Load number based on the file name or email contents) the document will appear in both the "Documents To Be Processed" section of the Document Management page AND the "Documents To Be Processed" section of the applicable load page.

You may select the edit Icon in either the Document Management page OR the Load profile to process the document. Once the document is processed, it will move into the Documents section of the load profile.

Locking and Unlocking Documents 

When a document is being processed by another user, that document is "Locked". There will be a lock icon and the document will be grayed out. You can hover over the locked icon to see who is currently working on that document. 

1. Unlocking a Document Someone Else is Working On

If you need to work on a document that a different user is working on, but they have it locked, you can click the lock icon to unlock that document and work on it. 

Example: If someone went to lunch and the document needed to be processed while they were gone:

Two things will happen when you unlock a document:

1. - You will be asked if you would like to proceed. This will remove the other user out of the document they are working on and no changes will be saved. You will then be processing that document.

2. - The other user will receive a notification indicating the name of the other user who has "Unlocked" it.

Splitting Documents

When processing a multiple page document, you have the ability to "Split" the document into individual files/documents.

Please view a step by step video tutorial below: