expedient user manual – workflo · expedient user manual – workflow gavin millman &...

Expedient User Manual – Workflow

Gavin Millman & Associates Pty Ltd 1/722 Mt. Alexander Road,

Moonee Ponds, Victoria 3039 P: 03 9331 3944 • W: www.expedientsoftware.com.a

Volume

33

2

Table of Contents

Contents

Introduction .........................................................................................................................................................5

Stage One ..........................................................................................................................................................5

Stage Two ..........................................................................................................................................................6

Guided Tour – Import Workflow ........................................................................................................................7

Import Job Registration ......................................................................................................................................7

Import Workflow Set up ..........................................................................................................................................9

Import Job Milestones ........................................................................................................................................9

Import Order Milestones ................................................................................................................................. 13 Order and Shipment Region Configurations. ............................................................................................... 13

Order and Shipment Milestone Configuration ............................................................................................. 13

Customer Import Milestones ........................................................................................................................... 16

Customer Import Order and Shipment Milestones ......................................................................................... 16

Job Milestone Selection / Entry ...................................................................................................................... 18

Job Milestone set up ....................................................................................................................................... 20

Conditional Milestones .................................................................................................................................... 23

Options Menu.................................................................................................................................................. 25

Order/Shipment Milestone set up ................................................................................................................... 27

Customer Set Up .............................................................................................................................................. 29

Customer Level Job Tracking ......................................................................................................................... 29

Customer Groups ........................................................................................................................................... 30

Customer Group Overrides ............................................................................................................................. 31

Customer Import Milestone Exemptions ......................................................................................................... 32

Import Workflow Administration..................................................................................................................... 34 Input Workflow Role Categories .................................................................................................................. 34

Input Workflow Work Groups ....................................................................................................................... 35

Stream Roles ............................................................................................................................................... 40

Workflow Job Selection ................................................................................................................................ 43

Update User Workflow Groups .................................................................................................................... 45

Input Customer Group Overrides ................................................................................................................. 47

Input Ports For Branches ............................................................................................................................. 48

Workflow Sort.................................................................................................................................................. 48

Workflow Colour Mapping ............................................................................................................................... 50

Job Events to Job Events ............................................................................................................................... 50

Import Job Status Enquiry .............................................................................................................................. 51 Search Screen ............................................................................................................................................. 51

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Results ......................................................................................................................................................... 55

Fields ............................................................................................................................................................ 55

Colours ......................................................................................................................................................... 55

Actions ......................................................................................................................................................... 56

Workflow Status Enquiry ................................................................................................................................. 57 Search Screen ............................................................................................................................................. 57

Results ......................................................................................................................................................... 58

Fields ............................................................................................................................................................ 59

Actions ......................................................................................................................................................... 59

Import Workflow Screen ................................................................................................................................. 61 Workflow Screen Results ............................................................................................................................. 61

Columns ....................................................................................................................................................... 61

Colours ......................................................................................................................................................... 66

Actions ......................................................................................................................................................... 66

Import Workflow Processes ........................................................................................................................... 70

Suppliers Invoice Completed/Parts Classified/CP Questions Answered .................................................. 71

Import Workflow Reporting ............................................................................................................................ 72

Import Job Enquiry .......................................................................................................................................... 72

Import Job Exceptions CSV ............................................................................................................................ 72

Active Events by User Report ......................................................................................................................... 72

Import Workflow Options ................................................................................................................................ 73

Guided Tour – Export Workflow ........................................................................................................................... 78

Air Export Job Registration ............................................................................................................................. 78

Export Workflow Screen ................................................................................................................................. 79 Colours ......................................................................................................................................................... 82

Export Workflow System Set up ........................................................................................................................... 85

Export Job Milestones .................................................................................................................................... 85

Customer Export Milestones ........................................................................................................................... 87

Job Milestone Selection .................................................................................................................................. 89

Customer Set Up ............................................................................................................................................ 93 Customer Level Export Job Tracking ........................................................................................................... 93

Customer Groups ........................................................................................................................................... 94 Customer Export Milestone Exemptions ...................................................................................................... 95

Workflow Administration ................................................................................................................................. 96 Export Workflow Role Categories ................................................................................................................ 96

Export Workflow Work Groups ....................................................................................................................... 97

Update User Workflow Groups ..................................................................................................................... 100

Export Customer Group Overrides ............................................................................................................... 102

Input Ports for Branches ............................................................................................................................... 103

Export Workflow Sort .................................................................................................................................... 103

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Export Workflow Colour Mapping ................................................................................................................. 105

Export Workflow Processes ......................................................................................................................... 106

Export Workflow Reporting .......................................................................................................................... 106

Export Job Enquiry ....................................................................................................................................... 106

Export Job Exceptions CSV .......................................................................................................................... 106

Active Events by User Report ....................................................................................................................... 106

Export Workflow Options.............................................................................................................................. 108

Guided Tour – Consol Workflow ......................................................................................................................... 112

Air Import Consol Registration ...................................................................................................................... 112

Sea Import Consol Registration .................................................................................................................... 114

Workflow Screen ........................................................................................................................................... 114

Consol Workflow System Set up ......................................................................................................................... 116

Consol Milestones ........................................................................................................................................ 116

Consol Milestone Selection .......................................................................................................................... 117

Consol Workflow Administration ................................................................................................................... 122 Input Consol Workflow Role Categories .................................................................................................... 122

Workflow Regions ......................................................................................................................................... 123

Workflow Groups .......................................................................................................................................... 124

Consol Events to Job Events ........................................................................................................................ 126

Processes ....................................................................................................................................................... 127

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Introduction The Expedient Job Tracking and Workflow Module are in two stages:

Stage One

Set Up Job Tracking

1. Allocate a sequence of steps or events that are required to be completed on a job from creation to completion. These are the job milestones located within Administration> Job Tracking Menu.

These milestones are defined by you to suit your internal operational process and procedures, and can be defined by the ‘job profile’.

‘Job Profile’ is described by the following characteristics:

• Department

• Job Type o Customs Only o Forwarding and Customs o Customs and Transport o Forwarding, Customs and Transport o Forwarding Only o Forwarding and Transport o Transport Only o All

• Mode Type (Sea, Air, etc.)

• Container Class (FCL, LCL, etc.)

Milestones can be selected from a comprehensive list of system or manual event types. These event types already exist in Expedient. The system events are recorded automatically when a user performs an action through the menus or when a background process executes, such as an interface. Setting up milestones is done by nominating which of these events are considered imperative to the best practice completion of an import job.

2. Track a status against each Job that is updated automatically based on the last milestone that was completed.

3. Define an exception condition against each milestone. This allows you to define when a milestone will be considered to be in exception if it has not been completed within a particular time frame from another date (eg ETA, Job Registration, Sea Cargo Lodgement).

4. Assign each milestone to a category. This category is a classification of the “type of work” of the milestone (eg. Forwarding, Accounting, Customs, Transport).

5. Various Job Status Enquiry screens allow for a high level real-time view of the number of jobs at each status or in exception with drill-down capacity describing the precise exception condition that has been breached with direct access to the Job Registration screen.

6. Various Job Status and Exception reports.

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So far the above describes the job tracking functionality. It is recommended that the above functionality be used initially to refine the job milestones and exceptions. The next stage is Workflow.

Stage Two

WorkFlow

This stage of implementing workflow extends the job and consol tracking functionality so that jobs and consols can appear in a user’s workflow screen in order showing them the task that they are required to complete. This involves:

• Allocating milestone categories to personnel roles and using this to create workflow teams.

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Guided Tour – Import Workflow Let us begin by taking a guided tour of the Expedient Software Import Job Tracking and Import Work Flow module.

Import Job Registration

When Job Tracking is enabled each job will be allocated a set of milestones. In the Job Registration Screen the first thing that you will notice is that each job will have a status displayed in the top right hand corner (Milestone). This is the status of the job which is the last milestone that was completed (by sequence).

In the job registration screen these can be accessed by the Milestones toolbar option

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Field Name Description Validation Default

Type This is the event code. Display Only None

Description This is the event description. Display Only None

N/A This check-box allows the user to mark a milestone as not applicable. Unlike a “Completed Manually” milestone, a milestone that is marked as N/A will not be used to update the job status.

NOTE: When this check box is ticked and unticked, both of these actions will be logged in the Events Table.

Optional Unchecked

Completed Date This field is only modifiable for manual milestones.

When a completed date is entered for a manual milestone, an actual event is also created. This can be viewed in Options, View/Add Events.

Display Only Blank

Time This is the Time the Milestone was completed. Display Only None

User ID This is the Users ID that is completing the Milestone. This column is hidden by default.

Display Only None

User This is the Users Name that completed the Milestone.

Display Only None

Completed Manually

This check-box allows the user to complete a milestone manually. If this is the last milestone that is completed in the milestone sequence for this job then this event type is used to update the job status.

A milestone that is checked as “Completed Manually” can be unchecked by the user. This will cause the status of the job to revert to the last completed milestone.

Optional Unchecked

Repeating This is show whether the Milestone is a repeating Milestone. This column is hidden by default.

Display Only None

Checked Mark this box when the Milestone has been checked.

Optional Unchecked

Checked Date / Time

This is the date that the Milestone was checked. This column is hidden by default.

Display Only Blank

Check User ID This is the User that checked the Milestone. This column is hidden by default.

Display Only None

Check User This field displays the name of the user that checked the milestone. This column is hidden by default.

Display Only None

Check Count This will display the number of times the Milestone was checked. This column is hidden by default.

Display Only None

Category This will display the category the Milestone is assigned to.

Display Only None

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Import Workflow Set up

Import Job Milestones

Administration > Job Tracking > Import Job milestones

The first step in implementing workflow is to define the sequence of steps or events that are required to be completed on an import job from creation to completion. These are the job milestones.

These milestones are defined by you to suit your internal operational process and procedures, and can be defined by job profile.

Job Profile is described by the following characteristics:

• Department

• Job Type o Customs Only o Forwarding and Customs o Customs and Transport o Forwarding, Customs and Transport o Forwarding Only o Forwarding and Transport o Transport Only o All

• Mode Type (Sea, Air, etc)

• Container Class (FCL, LCL, etc)

Step Description

One This is the time to sit down with your staff and understand your own internal process for each job type. It is a great time to standardise your processes.

It is a good idea to document what are the tasks performed by staff for import jobs taking note of :

• The differences between job profiles as defined above.

• The conditions that are used to determine when a job is in exception.

Two It may be helpful to look at an example of each type of job that is commonly processed by your staff and to examine the events that get generated by the system for the various processes.

To do this use: Job Registration, Options – View/Add Events

The codes used in the “Type” field are the Event Codes that can be used as milestones.

To see a full description of each event code, how and when it is created by the system, select “Add” on the “View/Add Events” screen, Zoom on the “Event Type” field and use the “Details” button to display full information on each event.

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Three Start Adding your milestones into the system.

Administration > Job Tracking > Import Job Milestones

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n


Department Enter or press Zoom to select a valid department or “ALL” for all departments.

Mandatory ALL

Job Type Enter or select a valid job type from the drop down list.

A valid job type can be selected from:

o Customs Only o Forwarding and Customs o Customs and Transport o Forwarding, Customs and Transport o Forwarding Only o Forwarding and Transport o Transport Only o All

Mandatory Blank

Some Helpful Hints

What does a job type of “Customs” mean?

A job type of “Customs” means that the customs work for these jobs is being done by your company. Within the Expedient System this means that the Customs Broker that you have entered in the Import Job Registration screen is defined in the Customer Master file as “Own Company”.

Note: The job type “Customs” means “Customs Only”. That is, the freight forwarding and Transport is not done by your company.

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Some Helpful Hints

What does a job type of “Freight Forwarding” mean?

A job type of “Freight Forwarding” means that the freight forwarding work for these jobs is being done by your company.

Within the Expedient System this means that the Forwarder that you have entered in the Import Job Registration screen is defined in the Customer Master file as “Own Company”.

Note: The job type “Freight Forwarding” means “Freight Forwarding Only”. That is, the customs and Transport work is not done by your company.

Some Helpful Hints

What does a job type of “Transport” mean?

A job type of “Transport” means that the Responsible for Transport indicator is set to “Yes” in the Import Job Delivery Tab. This indicates to the system that your company is responsible for transport.

This can be set up in the Customer Masterfile within the Delivery Address > Address Configuration Tab. It is also recommended you set up the Preferred Carriers for the customer in the Customer Masterfile > Options > Preferred Carriers field.

Some Helpful Hints

What does a job type of “Both Customs and Freight Forwarding” mean?

A job type of “Both Customs and Freight Forwarding” means that the customs and the freight forwarding work for these jobs is being done by your company.

Within the Expedient System this means that the Broker and the Forwarder that you have entered in the Import Job Registration screen is defined in the Customer Master file as “Own Company”.

Mode Type Enter or select a valid mode type from the drop down list. Valid mode types include Sea, Air and All. The list of mode types is equivalent to the Zoom list in the “Job Type” field in the Import Job Registration Screen.

Mandatory Blank

Container Class Enter or select a valid container class from the drop down list. Valid container types include FCL, LCL and “All Container Types”. The list of mode types is equivalent to the drop down list in the “Job Class” field in the Import Job Registration Screen. Relevant to Sea freight only. For Air freight use All Container Types.

Mandatory Blank

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Import Order Milestones

Order and Shipment Region Configurations.

Workflow -> Workflow Administration -> Import Workflow Administration -> Workflow Regions

The first step in implementing Order Management for workflow is to define the region in which the order fulfilment is taking place, eg. Vietnam = South East Asia. If your site does not wish to define regions you can easily choose “ALL” to capture everything.

Steps:

• Select Add

• Enter region code

• Enter region fall name

• Tab to main body and add the countries you would like to fall under that region.

Note: Region Configuration is not only isolated to a country’s geographical location. You may define the regions and the countries that fall into that region based on you own corporate requirements.

Order and Shipment Milestone Configuration .

Administration -> Order Tracking -> Import Milestones

Administration -> Shipment Tracking -> Import Milestones

The second step in implementing workflow is to define the sequence of steps or events that are required to be completed on an order from creation to completion. These are the order milestones.

These milestones are defined by you to suit your internal operational process and procedures, and can be defined by client, region and mode profile.

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Order Profile is described by the following characteristics:

• Region

• Mode Type o Air o Sea o All

Step Description

One This is the time to sit down with your staff and understand your own internal process for each order type. It is a great time to standardise your processes.

It is a good idea to document what are the tasks performed by staff for import orders taking note of :

• The differences between order profiles as defined above.

• The conditions that are used to determine when an order is client specific vs general.

Two It may be helpful to look at an example of each type of order that is commonly processed by your staff and to examine the events that get generated by the system for the various processes.

To do this use: Import Order, Options – Order Events



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Administration -> Order Tracking -> Import Milestones

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Customer Import Milestones

Administration > Job tracking > Customer Import Milestones Import job milestones that are specific to a customer can be defined on this screen. Customer specific milestones are searched first to find a match for the job profile before going back to the import job milestone set-up.

The milestone selection rules as defined below are the same for customer specific milestones and job milestones.

Customer Import Order and Shipment Milestones

Administration -> Order Tracking -> Import Customer Milestones Administration -> Shipment Tracking -> Import Customer Milestones Import Order and Shipment milestones that are specific to a customer can be defined on this screen. Customer specific milestones are searched first to find a match for the Order/Shipment profile before going back to the import Order/Shipment milestone set-up.

The milestone selection rules as defined below are the same for customer specific milestones and order/shipment milestones.

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The below are options availlable from the Options pull down menu in the screen.

Revise Milestones

Any modifications made to the order/shipment milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the order/shipment milestones for all jobs that match the order/shipment profile of the currently displayed set of milestones for this customer. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change.

The following screen will be displayed:

Field Name Validation

Customer Code Display Only from Customer Milestone options

Registration From and To Dates

Optional but either this or the ETA date range must be entered

ETA From and To Dates

Optional but either this or the Registration date range must be entered

A limit of 120 days on the date range is applied.

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Copy Customer Milestones

This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Customer and Job Milestone profile information.

Note: You can set up a different set of order/shipment milestones for different order/shipment profiles. That is, you can set up a different set for Air Freight, a different set for Sea Freight.

Job Milestone Selection / Entry

Job Milestones are allocated to each import job on creation and update. The selection of which milestones will be allocated to a job occurs in the order defined in the table below. You will notice that the process proceeds from an attempt to make an exact match on the job profile progressively to a more general match on job profile.

Match Attempt

Dept Job Type

Mode Type

Container Class

1 Exact Match Exact Match Exact Match Exact Match

2 Exact Match Exact Match Exact Match All Container Types

3 Exact Match All Job Types Exact Match Exact Match

4 Exact Match Exact Match All Mode Types Exact Match

5 Exact Match All Job Types All Mode Types Exact Match

6 Exact Match Exact Match All Mode Types All Container Types

7 Exact Match All Job Types All Mode Types All Container Types

8 All Departments Exact Match Exact Match Exact Match

9 All Departments Exact Match Exact Match All Container Types

10 All Departments All Job Types Exact Match Exact Match

11 All Departments Exact Match All Job Types Exact Match

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Match Attempt

Dept Job Type

Mode Type

Container Class

12 All Departments All Job Types All Job Types Exact Match

13 All Departments Exact Match All Job Types All Container Types

14 All Departments All Job Types Exact Match All Container Types

15 All Departments All Job Types All Job Types All Container Types

Helpful Hint: When setting up milestones for the first time you can start out by setting up the last two profiles and then progressively add more specific milestones.

1 All Departments All Job Types Sea Freight All Container Types

2 All Departments All Job Types Air Freight All Container Types

3 All Departments All Job Types All Mode Types All Container Types

Please note that you will only be able to enter milestone header values that match one of the above 15 templates. If you enter a milestone profile that is different, the validation will display the following message:

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Job Milestone set up


Milestone Enter or use the Zoom button to select an event code. Mandatory Blank

Some Helpful Hints

The first milestone must always be “JOBA”. This event is created automatically by the system when a job is added via job registration or any other process that adds jobs into the system.

Some Helpful Hints

The last milestone must always be “JCOM”. This event is completed automatically by the system when all the previous milestones have been completed or marked as non-applicable. Since this is the last milestone, it is always a good idea to give it a high sequence number like 9999.

Description This displays the description of the event. None Display Only

Sequence A positive number indicating the numeric sequence in which the milestones are expected to be completed.

NOTE: Milestones can be completed out of sequence.

Mandatory Blank

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Status Active - A milestone must be marked as active in order to be allocated a job when it is created.

Inactive – A milestone marked as Inactive will not display in the job milestone screen.

Exception - If a milestone is marked as an “Exception” milestone, then it is not added to the milestones allocated to any particular job until the exception occurs. For a full list of ‘Exception Milestones’ please see below.

Mandatory Y

Manual Event Manual milestones are milestones that are marked as completed by the user.

There is no system process that creates this event automatically (and hence completes the milestone).

These are usually used for tasks that need to be completed outside of the Expedient system. Once the task is complete, the user will go into the Milestones screen from Job Registration and tick the checkbox to say that the milestone is completed or enter a date and time of completion.

None Display Only

NA By Default

Milestones marked NA by default will be created against the job with the Not Applicable flag set to Y. This means that the milestone will not affect the status of the job unless the user elects to untick it and make it applicable.

Mandatory N

Some Helpful Hints

If you use the MDEL [Multiple deliveries] milestone and mark is as N/A by default, this milestone will be marked as applicable for the job if it is an Ocean FCL job with more than 1 container when the job is added or updated in the job registration screen.

Transhipment Event

This indicates that this milestone is only applicable to jobs where the Vessel on the job registration screen is on a transhipment vessel.

Mandatory N

Some Helpful Hints

What makes a job a transhipment?

In the job registration screen, if the vessel code entered has a vessel name of “TRANSHIPMENT” in the Vessels Master file.

Some Helpful Hints

What is special about transhipment milestones?

When a transhipment job is updated so that it is no longer on a transhipment vessel, then the transhipment milestones are removed from job’s milestones.

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Hours, Condition, Event/Date

These fields are used for specifying exceptions on a milestone.

Enter the number of hours and click on the Zoom button that appears. This will show you the list of conditions that can be used for specifying exceptions. Sea Freight: Generally Use 24/48 hours to indicate days Air Freight: Generally use actual hours, e.g. Cargo Report required 3 hrs prior to 1st arrival. The exception conditions should be read as follows: Should be completed X Hours PRIOR TO <Event Date> Eg. Should be completed 24 Hours PRIOR TO ETA Should be completed NO LATER THAN X Hours AFTER Event Date Eg. Should be completed NO LATER THAN 48 Hours After Job Registration

Expedient can ensure that Exceptions do not fall on weekends if required. Please contact Expedient Software if you would like to stop exceptions falling on Saturdays and Sundays

Optional Blank

Category This is the category of the milestone. Select a category from the drop down list. Refer : Definition of Milestone Categories This is used to indicate the type of work of the milestone.

Optional Blank

Repeat Milestones Marked as repeating milestone will allow you to manually check the milestone at job level. Example: If you are checking for Transhipment Vessel details, marking this ‘Repeat’ field will allow you to mark the milestone as checked at job level.

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Conditional Milestones

Conditional Milestones are set up at Administration -> Job Tracking -> Import Conditional Milestones.

These are milestones that will only appear in the job milestones when a condition is met OR an event is logged on a job.

The below example will display Milestone PAAC in the job milestones when event PRE event is logged on the job.

The conditional milestone is to be added in to the import job milestone screen as ‘conditional’ [Administration -> Job Tracking -> Import Job Milestones].

System conditional milestones are not based on events logged on the job. They are conditional depending on data stored in the system See below

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Conditional Milestones List

Module Exception Event Milestone to be Added

Condition for milestone being added against the job

Customs CRL – Customs Red Line

CRLC – Customs Red Line Cleared

Customs Entry response is HOLD for Red Line

Customs AQH – AQIS Hold AQC – AQIS Cleared

Customs Entry response is HOLD for AQIS

Customs IFIP – Import Food Inspection Program Hold

IFIS – Import Food Inspection Service

Customs Entry response is HOLD for Food Inspection

Helpful Hint The CRL, AQH, IFIP events will be generated if this status is returned from Customs. The associated “Cleared” milestone should be added to your milestone setup as an Exception milestone in order for it to be added to the job milestone when the exception condition occurs. See example below. Example: Import Milestone AQC – AQIS Cleared is set up as an exception milestone. Job goes on AQIS Hold, AQH event is populated in to the job events - as a result, the AQC milestone is added into the job milestones to be actioned.

Customs LCR – Landed Costing Complete

LCR – Landed Costing Complete

This Milestone is to be set up with an Active Status (Not Conditional). It will only populate in to the Milestones when the Landed costing flag is set to Yes in the job > Various Information Tab.

Accounting CODR – COD Required Full Disbursement

CODR – COD Required Full Disbursement

Customer Invoice Payment Terms: Disbursement=0,Final=0 Defaults to link to Client, can look at Bill To (Imports) as a site system option

Accounting CODP – COD Full Disbursement Paid

CODP – COD Full Disbursement Paid

Customer Invoice Payment Terms: Disbursement=0, Final=0 Defaults to link to Client, can look at Bill To (Imports) as a site system option

Accounting DCOD – Disbursement COD

DCOD – Disbursement COD

Customer Invoice Payment Terms: Disbursement=0,Final>0 Defaults to link to Client, can look at Bill To (Imports) as a site system option

Accounting DCOP – Disbursement COD Paid

DCOP – Disbursement COD Paid

Customer Invoice Payment Terms: Disbursement=0,Final>0 Defaults to link to Client, can look at Bill To (Imports) as a site system option

Accounting CRDI – Disbursement invoice Created

CRDI – Disbursement invoice Created

Customer Invoice Payment Terms: Disbursement>0,Final>0, Disbursement<> Final

Accounting DISP – Disbursement Invoice Paid

DISP – Disbursement Invoice Paid

Customer Invoice Payment Terms: Disbursement>0, Final>0,Disbursement <> Final This event is created when a disbursement invoice for the job is fully receipted & posted from Debtors Receipts Screen. When not using accounting this will need

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to be manually completed by the user.

Accounting CRFI – Final Invoice Created

CRFI – Final Invoice Created

Customer Invoice Payment Terms: Disbursement>=0,Final>0

Accounting DFIP – Final Invoice Paid

DFIP – Final Invoice Paid

Customer Invoice Payment Terms: Disbursement>=0,Final>0

This event is created when a final invoice for the job is fully receipted & posted from Debtors Receipts Screen.

When not using accounting this will need to be manually completed by the user.

Forwarding Job level – Sea freight

UCMV – Container Underbond

Job Level Underbond Milestone can be set up for LCL / FAK & Co-load when the job destination port is different to the consol destination port

Forwarding Job Level – Air Freight

AMOV – Air Underbond Move

Job Level Underbond Milestone can be set up for Air Jobs when the job destination port is different to the consol destination port

Options Menu

The below are options available from the Options pull down menu in the screen

Option Description

Copy Milestones

This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Job Milestone profile information.

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Option Description

Revise Registered Jobs

Any modifications made to the job milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the job milestones for all jobs that match the job profile of the currently displayed set of milestones. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change.



Customer Code Optional






Copy to Customer Milestones

This option allows you to copy the currently displayed set of milestones to a specific customer. These milestones can then be updated in the Customer Import Milestones screen. When selecting this option, you will be required to enter a valid customer code.

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Order/Shipment Milestone set up


Milestone Enter or use the Zoom button to select an event code. Mandatory Blank

Some Helpful Hints

The first milestone must always be “ORDA” for order and SHPA for Shipments. This event is created automatically by the system when a order/shipment is added via order/shipment registration or any other process that adds orders/shipments into the system.

Some Helpful Hints

The last milestone must always be “OCOM” for orders and SHPC for Shipments. This event is completed automatically by the system when all the previous milestones have been completed or marked as non-applicable. Since this is the last milestone, it is always a good idea to give it a high sequence number like 9999.




Mandatory Blank

Status Active - A milestone must be marked as active in order to be allocated a job when it is created.

Conditional – Conditional Milestone will come into play once the milestone predefined conditions have been met.

Inactive – A milestone marked as Inactive will not display in the job milestone screen.

Mandatory Y

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These are usually used for tasks that need to be completed outside of the Expedient system. Once the task is complete, the user will go into the Milestones screen from the order screen and tick the checkbox to say that the milestone is completed or enter a date and time of completion.

None Display Only

NA By Default

Milestones marked NA by default will be created against the job with the Not Applicable flag set to Y. This means that the milestone will not affect the status of the job unless the user elects to untick it and make it applicable.

Mandatory N

Required Date

This indicates when a task is required to be completed. The criteria for this milestone can be pegged against different “Data Types”: Milestones, ETD, Required into store. If Data type = milestone, you are able to set the prerequisite milestone based on what is supplied in the list of milestones you have chose for that profile. Time is allocate in hours before or after the prerequisite milestone or Data type.

Mandatory N

User Can Update Require Date?

This allow your organisation to determine whether a user update, change or alter a required date within an Order/Shipment.

Optional No

Category This is the category of the milestone. Select a category from the drop down list. Refer : Definition of Milestone Categories This is used to indicate the type of work of the milestone.

Optional Blank

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Customer Set Up

Customer Level Job Tracking

Now that you have set up your import job milestones, it is time to turn on the Job Tracking module.

The first decision you have to make is whether to use job tracking for all customers and all jobs or to only enable it on a customer by customer basis. The system default is ALL Customers however, if you elect to enable on a customer by customer basis please contact Expedient & request the job tracking set at customer level, then you will be able to turn job tracking on for those customers in the Customer Master file.


Import Job Tracking Allow

Enable Import Job Tracking

When Import Job Tracking is enabled, import jobs created for this customer will be allocated milestones.

Note: This flag is only used when job tracking is set at the customer level instead of system wide.

Optional No

Export Job Tracking Allow

Enable Export Job Tracking

When Export Job Tracking is enabled, export jobs created for this customer will be allocated milestones.


Optional No

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Customer Groups

Administration > Job tracking > Customer Groups

This screen holds all valid customer groups. This is where you can add specialised customer groups if required.

Sometimes, the needs of some customers are specialized so that their jobs are processed by a particular group of staff with expertise in that area. For instance “AUTO” for Automotive or “PHARMA” for Pharmaceuticals. This group can be used so that jobs for these customers are only shown in the workflow of those staff that specialise in this area.

A customer group can be overridden by destination port enabling the handling of the customer’s jobs to be handled differently in different states if required. Please refer to the section below on “Customer Group Overrides”.

Note: This function is also user for Order and Shipment tracking.

Administration > Job Tracking > Customer Groups


Customer Group Enter a customer group code (up to 10 char) Mandatory Blank

Group Name Enter a customer group name Mandatory Blank

Once your specialised groups are set up you can assign customers to the specialised groups using Customer Group Overrides – See below.

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Customer Group Overrides

In the customer masterfile you can assign customers to specific specialised groups. If the groups are blank, the customers will fall into the normal workflow teams.


Import Air Forwarding Group

A valid customer group that is used to categorize this customer for the purposes of import air forwarding workflow.

Optional Blank

Import Air Customs Group

A valid customer group that is used to categorize this customer for the purposes of import air customs workflow.

Optional Blank

Import Sea Forwarding Group

A valid customer group that is used to categorize this customer for the purposes of import sea forwarding workflow.

Optional Blank

Import Sea Customs Group

A valid customer group that is used to categorize this customer for the purposes of import sea customs workflow.

Optional Blank

Import Transport Group

A valid customer group that is used to categorize this customer for the purposes of transport workflow.

Optional Blank

Billing Group A valid customer group that is used to categorize this customer for the purposes of billing workflow.

Optional Blank

Customer Service Operator

A valid user that is the assigned customer service operator for this customer.

Optional Blank

Import Order Tracking Group

A valid customer group that is used to categorize this customer for the purposes of Order workflow.

Optional Blank

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Import Shipment Tracking Group

A valid customer group that is used to categorize this customer for the purposes of Shipment workflow.

Optional Blank

Customer Import Milestone Exemptions

Now, remember when we set up job milestones we did this by job profile. So we set up the milestones that we thought we needed for different types of jobs like Sea Freight LCL or Air Freight. Sometimes some of these milestones are just not applicable for some customers. To exempt some milestones for some customers use the “Customer Milestone Exemptions” screen.

Administration > Job Tracking > Import Milestones Exemptions

To enter a customer exemption:

• Select “F”ind from the Toolbar

• Enter or select a valid customer code from the Zoom List. Hit Enter.

• Select “U”pdate from the Toolbar. The cursor will move to the details portion of the screen.


Dept Enter a valid department or select a department from the Zoom list or enter “ALL” for all departments.

Mandatory Blank

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• Customs Only

• Forwarding & Customs

• Customs & Transport

• Forwarding, Customs & Transport

• Forwarding & Transport

• Transport Only

• All

Mandatory Blank

Mode Type Enter or select a valid mode type from the drop down list. Valid mode types include Sea, Air and All.

The list of mode types is equivalent to the Zoom list in the “Job Type” field in the Import Job Registration Screen.

Mandatory Blank

Container Class Enter or select a valid container class from the drop down list. Valid container types include FCL, LCL and “All Container Types”.

The list of mode types is equivalent to the drop down list in the “Job Class” field in the Import Job Registration Screen.

Mandatory Blank

Milestone Enter or select a valid event type from Zoom List. Mandatory Blank

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Import Workflow Administration

Input Workflow Role Categories

Workflow > Workflow Administration > Import Workflow Administration > Role Categories

What this does is tie job milestones to a user role (i.e. who does what) at a high level. We can then assign a role to a user within a particular work group/team.


User Role Select a role from the drop-down list.

A default set of user roles are loaded as part of the Expedient system. If you require further user roles please raise and Expedient Support Ticket.

Category Select from the drop-down list one or more Milestone Categories. This drop down list is the same as that used in the “Import Job Milestones” screen when assigning a category to a milestone.

Line Details This section will show the details of all active job milestones and consol milestones that fall into the categories defined for the roles.

Some Helpful Hints

The manager role should include all milestone categories.

Select Find from the Toolbar options.

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Select a role from the drop-down list.

Select Update from the Toolbar options.

Select from the drop-down list one or more Milestone Categories. This drop down list is the same as that used in the “Import Job Milestones” screen when assigning a category to a milestone.

Input Workflow Work Groups

So far you will have completed the following steps:

1. Set up milestones and given each milestone a category.

2. Set up user roles and given each role one or more milestone category.

Now you want to tell the System how your office works. Which section of your operation does what kind of work and who within that section does what parts of that work. You may have multiple offices or one office with different sections, or just one office with a small group of staff that do all work for all jobs for all customers.

This screen allows you to define a workflow team. When defining a team you are really refining the type of jobs that will appear on the workflow screen of the users that are within those teams.

Workflow > Workflow Administration > Import Workflow Administration > Work Groups


Work Group Name

A free text name for this work group or team. This can be up to a maximum of 10 characters in length.

Mandatory Blank

Branch Enter or select a branch from the zoom list. Mandatory Blank

Dept Enter or select a department from the zoom list.

When not entered, all departments within the branch will be included in the user workflow search.

Optional Blank

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Mode Type Select the required Mode Type.

If you are selecting ‘Both Sea and Air Freight’

• The Import Air and Import Sea Customer Groups must be the same for the client in the Customer Masterfile configuration tab for them to appear in Workflow.

• If a Department is selected with Both Sea and Air Freight is selected as the Mode Type the Department will take precedence in the search for jobs to show in Workflow.

Mandatory Blank

Active You can set a group up as inactive until you are ready to enable it.

Mandatory Blank

Job Workflow You can select to include job workflow milestones to appear in this work groups workflow.

Optional Blank

Consol Workflow You can select to include consol workflow milestones to appear in this work groups workflow.

Optional Blank

Order Workflow You can select to include order workflow milestones to appear in this work groups workflow.

Optional Blank

Shipment Workflow

You can select to include shipment workflow milestones to appear in this work groups workflow.

Optional Blank

Container Class This section will appear if the Mode Type selected is Sea Freight or Both Sea and Air Freight. Specify which container classes apply to the workgroup or leave the section blank to apply the workflow group to all container classes.

Optional Blank

Users Detail

User Enter or select a valid Users ID. Mandatory

Role Enter or select a valid user role.

A user can have more than one role within a team and can be a member of more than one team.

Mandatory

Stream Role Using Stream Roles will determine when the job appears in the user’s workflow. See below for more details. If you want stream role turned on at your site please contact Expedient.

Optional Blank

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Cherry Pick When this is set to YES, the user can elect to work on any job in their workflow.

When this is set to NO, the user must work on the jobs in their workflow in ETA order.

Mandatory Blank

Modified By, On Shows the user that last performed an update on this row

Blank

Some Helpful Hints

It is a good idea to allow cherry picking for all users initially.

Blank

Job Workflow Tab

Group Type This field is for defining the jobs that will be shown in the workflow

Mandatory Blank

Group Code Enter a Customer Group. This will limit the workflow for this workflow group to customers with the same customer group in the customer masterfile configuration tab.

Optional Blank

Origin Region Code

This can be used for Work Groups that are looking after certain origin trade lanes / regions.

Optional Blank

Origin Region Name

This is the Name of the selected Origin Region Optional Blank

View Level This option can display all jobs Or only jobs for customers not assigned a group

Optional Blank

Job Filter This option allows additional filtering criteria including Department / Branch / Port.

Optional Blank

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Filter By Select from one of the following:

1. User Branch Destination Port Only – When this option is selected the department in the work group setup is ignored and all jobs for the user’s destination ports are displayed in workflow.

2. Department Only – When this option is selected all jobs for the work group department or branch are displayed in workflow regardless of destination port.

3. User Branch Destination Port and Department - When this option is selected all jobs for the user’s destination ports are displayed in workflow for the work group department or branch.

4. None – The same as “Department Only”

Show When Condition

This combination of fields allows you to set up a condition for when a milestone will appear in the workflow that is only dependent on there being an outstanding step that the user is responsible for and the show when condition.

When this option is used, the normal condition of “the user must be responsible for the next step or for any skipped step” in the workflow of the job is overridden. Any outstanding step anywhere in the workflow of a job for which the user is responsible (skipped, next or future) will allow the job to appear in the workflow as long as the show when condition is met.

When the “Show When” condition is based on ETA, jobs with blanks ETA dates are always shown (so as not to be missed).

Showing blank ETA dates can be disabled at the system level if required for jobs with no show when condition. This is done in the “Workflow Options” screen.

Modified By, On Shows the user that last performed an update on the screen

Some Helpful Hints

Enter the Show When Days and click on the ZOOM button to select the show when condition.

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Some Helpful Hints

What is “User Branch Destination Port Only” used for?

If a site has multiple offices (branches) but some customers jobs or some part of all jobs are always processed in one of the branches (i.e. transport) then this is a useful way of configuring the system so that the jobs appear in the correct workflow.

Some Helpful Hints

Where do I map destination ports to branches?

Use the “Import Ports For Branches” screen to map which ports are handled by which branch.

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Stream Roles

Using stream roles will determine when the job appears in the user’s workflow. See below for more details.

No stream role If no stream role is entered for your role, you will see the job in your workflow only when your milestone is the next milestone to be completed, or if your milestone has been skipped.

Using the Same role as your stream role When the stream role is your own role, you will see jobs in your workflow immediately. Other milestones do not need to be completed before your milestone appears into your workflow.

Using a larger stream role If the stream role is a larger role (the stream role includes more categories including your role) the job will appear in your workflow as soon as the last milestone of the stream role is completed.

Example:

If Rego and Transport were included into a role & this was added as the stream role for Transport Role, Transport will see the job in their workflow as soon as the last Rego Milestone was completed. Stream role enables you to skip milestones that do not belong to the stream role. In the below example, after the Pre Alert milestone is actioned, the job will go in to the workflow for Transport even if the brokers milestones are not completed.

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If you want stream role turned on at your site please contact Expedient.

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Here is an example of how workflow can be set up.

AN

ARRIVAL

NOTICE

CSLA

CONSOL

ADD

SCAL

SCA

SUBMITTED

FFRT

FORWARDING

RATE PREP

DOD

DATE OF

DELIVERY

IPRN

INVOICE

PRINTED

IPST

INVOICE

POSTED

FORWARDING

ACCOUNTING

IMPORT

AIRMELAIR

scottc

taniab

MILESTONES CATEGORY ROLE WORK GROUP USERS

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Workflow Job Selection

Customer Group

View Level Filter By Customer

Group Overrides

Jobs displayed in work flow

Blank ALL None or Department Only

Yes or No All jobs for mode and branch/department where the next step required to be done is within the user’s role.

Blank General None or Department Only


Only includes jobs for customers where the customer group is blank.

Excludes any jobs for customers that have a customer group override for department/destination port.

Blank ALL User Branch Destination Port Only

Yes or No All jobs for mode where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports.

Blank General User Branch Destination Port Only

Yes or No All jobs for mode where the next step required to be done are within the user’s role and the destination port is one of the user’s branch ports.



Blank ALL User Branch Destination Port and Dept.

Yes or No All jobs for mode and branch/department where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports.

Blank General User Branch Destination Port and Dept.




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Customer Group

View Level Filter By Customer

Group Overrides

Jobs displayed in work flow

Non-Blank N/A None/Department Only


Only includes:

1. Jobs for customers where the customer group matches the workgroup customer group.

2. Jobs for customers that have a customer group override for department/destination port and customer group matches the workgroup customer group.

Non-Blank N/A User Branch Destination Port Only

Yes or No All jobs for mode where the next step required to be done is within the user’s role and the destination port is one of the user’s branch ports.

Only includes:



Non-Blank N/A User Branch Destination Port and Dept.


Only includes:



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Update User Workflow Groups

This screen is a reverse view of the previous screen. It allows you to see all the workgroups of which a user is a member and to add or remove the user from work groups.

Workflow > Workflow Administration > Import Workflow Administration > User Workflow Groups

The following details can be updated on current groups:

1. Role

2. Cherry Pick


User Enter or select a valid user Mandatory Blank

Work Group A free text name for this work group or team. This can be up to a maximum of 20 characters in length.

Mandatory Blank

Transport Group Indicates if the Group is for Transport Display Only

Blank

Branch Enter or select a branch from the zoom list. Display Only

Blank



Display Only

Blank

Mode Select Sea Freight or Air Freight from the drop down list.

Display Only

Blank

Container Type Indicates what Container type the Group is for Display Only

Blank


Display Only

Blank

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Customer Group Enter a customer group. This will limit the workflow for this workflow group to customers with the same Customer Group in the Customer Master File Configuration tab.

Display Only

Blank

Transport Group Indicates which Transport Group the work group is linked to

Display Only

Blank

View Level Select “All” or “General Group”.

This field is only required where the Customer Group is blank.

1. All – If you are a user in this team then you will see all jobs that match the other criteria for this group including customers that are classified into a particular customer group.

2. General Group - – If you are a user in this team then you will see all jobs that match the other criteria for this group excluding customers that are classified into a particular customer group.

Display Only

Blank

Role Enter or select a valid user role Mandatory Blank


When this is set to NO, the user must work on the jobs in their workflow in ETA order.

Mandatory Blank

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Input Customer Group Overrides

In the Customer Masterfile screen we had the ability to add a customer group against the customer. Sometimes a further level of override is required on the customer group. This allows a customer’s jobs to be redirected to a specific workflow based on customer group, job type or department and destination port.

Workflow > Workflow Administration > Import Workflow Administration > Customer Group Overrides


Client Code Enter a valid customer code or wildcard when using the Find toolbar option.

Mandatory Blank

Has Overrides? Indicates if overrides exists N/A N/A

Job Type Enter or select a valid job type. Mandatory Blank

Dept Enter or select a valid department for the job type.

The user can enter an override for all departments for a job type by leaving the department blank.

When there is an override for all departments then an overrides for a specific department for the same job type is not allowed.

Optional Blank

Dest Port Enter or select a valid destination port. Mandatory Blank

Customer Group Enter a valid customer group Mandatory Blank

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Input Ports For Branches

This screen determines which ports belong to a Branch within Workflow.

Workflow > Workflow Administration > Import Workflow Administration > Ports for Branches


Branch Code Enter or select a valid branch code when using the Find toolbar option.

Mandatory Blank

Port Enter of select a valid port code. Mandatory Blank

Workflow Sort

The screen provides the ability to set the order for the jobs listed in the workflow screen.

Workflow > Workflow Administration > Import Workflow Administration > Workflow Sort

The second and third level sorts can be set.

If Job Type is selected as a sort order an additional table will appear allowing the Job Types to be sorted as a sub set, e.g. Air Jobs can be shown above FCL jobs to encourage users to deal with these more urgently.

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Sort Profile Name This is the name of the sort profile. Default setting for all workflow.

Mandatory DEFAULT

Sort Field 1 Sort field 1 is set to ETA – Ascending Mandatory ETA

Sort Field 2 Select the type of information for the second level sort of the jobs and select whether the information is sorted in ascending or descending order

Optional Blank

Sort Field 3 Select the type of information for the third level sort of the jobs and select whether the information is sorted in ascending or descending order

Optional Blank

Sub-Sort – Job Type

Where Job Type is selected as a Sort Field the Sub-Sort table will appear. Select a sort order with the list of job types

Mandatory Blank

Modified By This is the user than last updated the Sort Profile N/A System Generated

On This is the date the Sort Profile was last updated N/A System Generated

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Workflow Colour Mapping

The screen allows you to assign colour coding to the Workflow screen. This means you can colour code sea and air import jobs that are closer to ETA and further from ETA making priorities easier to identify in Workflow.

The Workflow > Workflow Administration > Import Workflow Administration > Workflow Colour Mapping screen allows you to configure the colour coding. The red colour used to indicate overdue milestones, and the yellow colour used to indicate skipped steps will overwrite the colours configured in the screen below.


Mode Type Select if the colour mapping applies to Air or Sea jobs Optional Blank

Day Prior to ETA This is the number of days before ETA destination in the Job that the colour applies to

Conditional: Mandatory if a Mode Type is selected

Blank

Colour This is the name of the colour to be applied. Click on the zoom to select a colour. On OK the actual colour will be displayed in the screen


Blank

Last Updated This is the date the colour mapping was last modified N/A N/A

User This is the user who last update the colour mapping N/A N/A

Job Events to Job Events

This option is available in Administration > Company Details Menu > Job Events to Job Events

This option is used to add a new event to a job and/or complete a milestone on a job when a different event is logged for the same job.

http://help.expedientsoftware.com.au/wp-content/uploads/2016/07/img_5791963516d17.png

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An example could be OPR – Origin Pre Alert, when this event is created on the job, it can also create a new event ODOC on the job & complete a Milestone ODOC on the job.


From Job Event Code

Enter the Job event that will occur on the job Y Blank

From Job Event Description

This field will display the description of the Job Event code

N/A Blank

Import / Export Select Import for Import Jobs Y Blank

To Job Event Code

Enter the Job Event code that is to be created Y Blank

To Job Event Description

This field will display the description of the code that will be added

N/A Blank

Status Select the status of the action Inactive – No Action Milestone Only – This will complete the Milestone Only Event & Milestone – This will create an Event on the job & complete the Milestone

Y Blank

Import Job Status Enquiry

Search Screen

Enquiry Only > Job Tracking > Import Jobs Status Enquiry

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This screen allows you to search for import jobs using fields such as job status and milestone category.


Customer Code Enter or select a valid customer code or a wildcard. Optional Blank

Department Enter or select a valid department. Optional Blank

Job Status Enter or select a valid job status (event code) or a wildcard.

Optional Blank

Responsible For Enter or select a valid user from the Zoom list.

Using this field to search will look for jobs for customers that this user is entered as the “responsible person” in the customer master file Debtors tab.

Optional Blank

Broker Code Enter or select a valid customer code (broker) or a wildcard.

Optional Blank

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Forwarder Code Enter or select a valid customer code (forwarder) or a wildcard.

Optional Blank

Consol No Enter a valid consol number or wildcard. Optional Blank

Customs / Forwarding Group

Enter a valid Customs or Forwarding group or wildcard.

Using this field to search will look for jobs for customers where this Customs / Forwarding group matches the “Import Air Customs / Forwarding Group” or the “Import Sea Customs / Forwarding Group” in the customer master file Configuration tab.

Optional Blank

ETA Date Range Enter a valid date range Optional Blank

Exclude Completed Jobs

When this is checked, then completed jobs are excluded from the search results.

Optional Checked

Some Helpful Hints

What is a completed job?

A job is completed when all the milestones are completed or marked as non-applicable.

A completed job has a status of “JOB COMPLETE” (JCOM).

Only Show Exceptions

When this is checked, then only jobs for which there is an outstanding exception condition or for which there are skipped events are shown in the search results.

Optional Unchecked

Some Helpful Hints

What is an exception?

Exception conditions are set up in the job milestones set-up screen.

A job is in exception if a milestone has not been completed within a specified time frame.

Some Helpful Hints

What is a skipped event?

When you set up your milestones, you must enter the sequence in which you expect them to be completed for any given job. Although there is nothing precluding the milestones from being completed out of sequence, it may be useful for you to know this as it may indicate that steps are constantly being overlooked.

Order Jobs By Select the order of the search results from the drop down list:

ETA DATE or Job Number

Mandatory ETA Date

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Filter For Select a milestone category from the drop down list.

This option is best used with “Only Show Exceptions” checked.

When a “filter for” category is selected, only jobs with milestones of this category that are in exception are shown in the results.

Optional Blank

Origin Port Enter or select a valid origin port or wildcard. Optional Blank

Destination Port Enter or select a valid destination port or wildcard. Optional Blank

Discharge Port Enter or select a valid discharge port or wildcard. Optional Blank

View Exceptions / F5 Button In Search Results

When used in the search results screen, this button will pop-up a new screen with the jobs relating to the selected line in the results but will only show those jobs that have an exception or that have a skipped step.

Hide/Show Criteria Button

After the search results have been displayed, use this button to hide the search criteria part of the screen, showing more of the results.

When the search criteria are hidden, the button is renamed to “Show Criteria” and has the opposite effect.

New Search Button

This button allows you enter new search criteria.

Refresh Button This button will rerun the current search.

Output to CSV Button

This button will create a CSV file with the current results.

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Results

Fields

Field Description

Job Status Job Status

#Jobs A count of all the jobs currently at the displayed job status.

#Exceptions A count of the total number of exceptions for the displayed jobs. Each job may have zero or more exceptions.

#Skipped Events A count of the total number of skipped events for the displayed jobs. Each job may have zero or more skipped events.

Colours

Colour Description

No Colour These jobs have no exceptions and no skipped events

Yellow These jobs have skipped events but no exceptions.

Red These jobs have exceptions. They may also have skipped events.

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Actions

Action Description

Double Click/Enter

Double Click the left mouse button or hit enter on a results line will open a new window with details of those jobs.

Double Click/Enter – Opens the import job registration screen for the selected job.

Sort Mode button – This button will put the screen into sort mode.

This will allow you to sort the results by any column by clicking on it and allow you to output the results to a CSV file.

When in Sort Mode, the “Browse Mode” button will take you back to the previous screen.

Milestones Button – This button will display the milestones for the highlighted job.

View Exceptions / F5

Selecting ‘View Exceptions, or by hitting the F5 button on any job with exceptions or skipped events will show you the exact exception conditions that exist.

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Workflow Status Enquiry

Search Screen

Workflow -> Workflow Administration -> Import Workflow Administration -> Workflow Status Enquiry

This screen is used as a diagnostic tool, it allows you to search for lines items not in workflow, locate records and allocated milestones.


Locate Records in Workflow

This search type locates records in workflow based on your defined search criteria.

Optional Default

Locate Records Missing From Workflow

This search type locates records missing in workflow. Optional Blank

Locate Records In Workflow with Unallocated Milestones

This search type locates records that are in workflow, but are unallocated to a group.

Optional Blank

All This search type locates ALL records in workflow based on your defined search criteria.

Optional Blank

Job Number Search via a specified job number or job number range.

Optional Blank

Extn.Code Search via an external reference number applied to a job or consol.

Optional Blank

Dept Search via a department. Optional Blank

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Customer Group Search via a Customer Group code Optional Blank

Customer Code Search via a Customer code Optional Blank

From ETA Search via an ETA date range, From and To Optional Blank

From Registration Date

Search via a registration date, From and To Optional Blank

Consol Number Search via a consol number Optional Blank

Expand/Collapsed Collapsed presents search results in a summarised format.

Expand present search results in a detailed format.

Optional Blank

Results

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Fields

Field Description

ID Reference number: Job Number, Consol number, order number or Shipment number.

ID Type Category the ID number represents, Job, Consol, Order or Shipment.

Customer Customer code

Dept Department code

ETA ETA of specific ID

Work Group Work group the line is allocated to.

Active Indicates whether this milestone is active or inactive.

All Roles Role the milestone line is allocated to.

Notes Any notes that may have been added to the specific milestone.

Broker Allocated Broker company that is indicated on the job.

Group Type Profile that the milestone has been allocated to, eg, Forwarding and Customs.

Forwarder Allocated Forwarder company that is indicated on the job.

Group Code Group code the line may be allocated to.

Region code Regional code the line may be allocated to.

Actions

Action Description

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Action Description

Double Click/Enter

Double Click the left mouse button or hit enter on a results line will open a new window with details of those jobs.

Double Click/Enter – Opens the import job registration screen for the selected job.

Sort Mode button – This button will put the screen into sort mode.

This will allow you to sort the results by any column by clicking on it and allow you to output the results to a CSV file.

When in Sort Mode, the “Browse Mode” button will take you back to the previous screen.

Milestones Button – This button will display the milestones for the highlighted job.

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Import Workflow Screen

Workflow > Import Job Workflow

Workflow Screen Results

This screen displays the user’s workflow. Jobs are displayed in ascending ETA date order by default. However, the screen can be sorted by any column by clicking on the column heading.

Manager View

Columns


ID Type Milestone line type, eg, Job, order, consol or shipment

Display Only N/A

ID Milestone line type number, eg, Job number, Consol number, order number or shipment number.

Display Only N/A

Required Date/Time

Milestone require to be completed by.

Note: Jobs and Consols will have their ETA dates default into this column.

Display Only N/A

Type This indicates mode. Display Only N/A

Job Type The Job Type (LCL/FCL / Air etc.) Display Only N/A

House The House Bill Number Display Only N/A

Master The Master Bill Number Display Only N/A

Dept The Job Department Display Only N/A

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Customer The Customers Name Display Only N/A

Business Unit The Customers Business Unit, from the job Display Only N/A

Vessel/Airline The Vessel / Airline Display Only N/A

Voyage/Flight The Voyage / Flight Display Only N/A

Last Step The last milestone that was completed on the job. This is synonymous with the job status

Display Only N/A

Orig The Port of Origin Display Only N/A

Disc The Port of Discharge Display Only N/A

Dest The Port of Destination Display Only N/A

ETA The Estimated Date of Arrival of the job Display Only N/A

ETA Time The Estimated Time of Arrival Display Only N/A

ATA The Actual Date of Arrival Display Only N/A

ATA Time The Actual Time of Arrival Display Only N/A

Exceptions The number of exceptions for this job. If this is greater than zero, the line is shown in red.

Display Only N/A

Skipped The number of skipped events for this job. If this is greater than zero, the line is shown in yellow.

Display Only N/A

Required Step This is the step that is required to be performed by this user on this job.

Display Only N/A

Docs The number of documents that have been attached to this job.

Display Only N/A

Some Helpful Hints

How do I get to the Documents Screen?

From Job Registration > Documents Tab, or, from the Workflow Screen select the Documents

Button , or press ‘D’

Documents Count Display can be disabled within Workflow options

HB This Y/N flag indicates if the “Original Bill” has been marked as received in the “Documents Screen” for the job.

Display Only N/A

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CI This Y/N flag indicates if the “Supplier Inv” has been marked as received in the “Documents Screen” for the job.

Display Only N/A

PD This Y/N flag indicates if the “Packing Dec.” has been marked as received in the “Documents Screen” for the job.

Display Only N/A

Entry Status This is the status of the entry as displayed in the Nature 10/20 screen (AU & NZ)

Display Only N/A

Entry EDI Status This is the Entry EDI Status as displayed in the Nature 10/20 screen (AU & NZ)

Display Only N/A

Multi When the job meets the criteria for a Multi Job, MU will be shown in this column. When a Multi Job Entry is created, ME will be displayed in this column.

Display Only N/A

Vessel Available The Available date of the Vessel Display Only N/A

OWENC The Bill of Lading Type Display Only N/A

Forwarder The Forwarder code from the job Display Only N/A

Forwarder Name The Forwarder Name from the job. This is a system option that can be turned on.

Display Only N/A

Ship Co The Shipping Company from the job Display Only N/A

Ship Co Name The Shipping Company Name Display Only N/A

DTVA The Date of Valuation from the job / Bill Cut Date Display Only N/A

Field 1 The data stored in Field 1 in the Job, Various Information Tab

Display Only N/A

Supplier The Supplier Code Display Only N/A

Supplier Name The Name of the Supplier Display Only N/A

First Arrival The First Arrival date form the job Display Only N/A

Registration Date The Date of the Job Registration. Display Only N/A

Broker The Broker from the job Display Only N/A

Broker Name The Brokers full name Display Only N/A

Bond/Depot The code of the Bond/Depot from the job Display Only N/A

Last checked on This is the date the Milestone was last checked Display Only N/A

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ICS Summary The Customs Status Summary Display Only N/A


Display Only N/A

INCO The Incoterms of the job Display Only N/A

Delivery Date The Delivery Date Display Only N/A

Customs Representative

The Customers Customs Representative Display Only N/A

Locked By/Allocated To

The user name of the user that is currently working on this job. The user’s name will be displayed against a job when either:

1. He/she has gone to the job registration screen from the workflow screen.

2. The Lock/Unlock (F6) button is pressed on a job that is currently not allocated or being worked on by someone else.

It serves as a way for staff who may be working on the same set of jobs to know if someone is already working on one of them.

The user’s name will be cleared from the job when either:

1. The required tasks for that role are completed.

2. The Lock/Unlock (F6) button is pressed releasing the job back into the workflow pool.

If a user has allocated a job to a particular user, that users name will appear next to the job as well.

The locking of the jobs is a systems option which can be set up for your company based on All Jobs or Jobs when there is a Show When condition in that work group

Display Only N/A

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Role This is the role of the user in relation to this job. A user can have one or more roles in different work groups.

Display Only N/A

CSU The Customer Service operator listed within the Customer Masterfile > Job Tracking/ Workflow tab, when the job is created.

Display Only N/A

External Code 2 This is the 2nd External Code from the job Display Only N/A

Weight This is the Actual Weight of the job Display Only N/A

Volume This is the Volume of the job Display Only N/A


Display Only N/A

DG/Refrigeration The DG/Refrigeration from the job Display Only N/A

T/S ETA The Transhipment ETA date from the job Display Only N/A

T/S ETD The Transhipment ETD date from the job Display Only N/A

T/S Vessel The Transhipment Vessel from the job Display Only N/A

Terminal The Terminal Code from the job Display Only N/A

Resp. for Transport

The Responsible for Transport indicator from the job (Will display as Yes or No)

Display Only N/A

First Arrival Time The first arrival time from the job Display Only N/A

Available Date The Available Date from the job Display only N/A

Delivery Time The Delivery Time from the job Display only N/A

Check Count The check count of the milestone Display Only N/A

ETA Disch Time The ETA Discharge from the job Display only N/A


Display Only N/A


Display Only N/A


Display Only N/A

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Colours

Colour Description


Yellow These jobs have skipped events but no exceptions

Red These jobs have exceptions. They may also have skipped events

Grey These jobs have no exceptions, no skipped events & the ETA is today

Actions

Button Description

Double Click/Enter

Double-clicking on the mouse or hitting the ENTER key on a selected row will open the job registration screen for the selected row. This will disable the workflow screen until the user closes the job registration screen. If you want the workflow screen to remain active after the job registration screen has been opened please contact Expedient Support as this is a system level option that can be enabled

Refresh This will refresh the workflow screen, by re-running the search for the users jobs

Documents This will show the same documents screen as displayed in the Job

Registration screen . This allows the user to view and attach documents to the job. Multiple rows can be selected on the screen before this option is used

Milestones Milestones Button – This button will display the milestones for the highlighted job

Lock/Unlock(F6)

The user uses this button to indicate that they are currently working on this job. Their user name is displayed next to the job on the screen. The button is a toggle key to lock/unlock the job. Multiple rows can be selected on the screen before this option is used

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Button Description

Exc/Skipped (F5)

When used in the search results screen, this button will pop-up a new screen with the jobs relating to the selected line in the results but will only show those jobs that have an exception or that have a skipped step. Multiple rows can be selected on the screen before this option is used. When multiple jobs are selected, all the exceptions for the selected jobs are displayed in one window

Output to CSV

Output the full results of this user’s workflow screen to a CSV file

Consol When the job is attached to a consol, by selecting the Consol action you will be directed to the consol of the job

Show Multi When the job is a Multi Job, by selecting this action your workflow screen will display the other related Multi Jobs. When you select Cancel, the regular workflow view will resume

Suppliers Invoice

This action will take you to the jobs Suppliers Invoices

Customs Entry

This action will take you to the jobs Customs Entry

Notes This displays the Job Notes for the Job Number selected.

Select ‘N’ (Hot Key) to access the Job Notes.

Container Management

This action will take you to the Container Management Screen

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Button Description

Enquiry (F7) This button will display an Enquire Import User Workflow screen

Job Number – Enter a job number or wild card

Container Number – Enter a container number or wildcard

Consol Number – Enter a consol number or wildcard

MAWB – Enter a master bill number or wild card

HAWB – Enter a house bill or wild card

Customer Group – Enter a customer group or wild card. This will show all jobs for customers with this customer group in the Customer Master File Configuration tab

Customer Code – Enter or select a customer code or wild card

User Name – Enter or select a user name or wild card. This will show jobs that are currently locked by or allocated to the entered user

Exclude Completed Jobs – When checked will exclude completed jobs from search results.

Extn. Code – Enter your global system reference for the job or wild card

Extn. Code 2 - Enter your global system 2nd reference for the job or wild card

Customer Service Operator – Enter the customer service user name

The search results will display in a new workflow screen. NOTE: Not all the actions are available in the search results screen.

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Button Description

Enquire Group

When this button is selected, the user can select a work group and user role from the drop-down lists (both must be selected).

This will refresh the workflow screen with the workflow results for the selected work group and role.

To return to their own workflow, the user will hit the “Escape” button or select “My Workflow” from the drop-down list.

Enquire Role When this button is selected, the user can select a user role from the drop-down list.

This will refresh the workflow screen with the workflow results for the selected role within the current user’s work groups. That is, if the current user’s role is “Broker” for department “VCA”, and enquires on the role of “Compiler” then all jobs which require something to be done by a compiler in department “VCA” will be displayed.

To return to their own workflow the user hits the “Escape” button or select “My Workflow” from the drop-down list.

Note: If the workgroups you belong to does not include the role you are enquiring on, revert to using ‘Enquire Group’ as above.

Enquire User When this button is selected, the user can enter a user id or select a user id from the zoom option.

This will refresh the workflow screen with the workflow results for the selected user as they would see it on their screen. This is particularly useful when a staff member is absent.


Show Allocated

Management Role Only

A manager can use this option to display any user/role combinations that have been allocated to the job.

Show Work Management Role Only

A manager can use this option to display how much time was spent working on the job. This is strictly just start and end time between a job being locked by a user and the job being released by the user.

If the Stopped column is empty against a specific line item, the ‘Unlock’ button is displayed and you are then able to unlock the Job.

Allocate Management Role Only

A manager can use this option to allocate a job to a specific user and role.

Move Job Management Role Only

A manager can use this option to move a job into a specific work-group. When a job has been moved into another work-group it is only seen by users assigned to that group. The outstanding milestones are still only displayed to the appropriate role(s) within that work group.

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Import Workflow Processes

Process Description Run Via

Auto-Update Date Of Delivery

The “DOD” (Date of Delivery) Event and Milestone will be completed when:

An actual delivery date is entered when a delivery document is printed.

An actual delivery date is entered in the “Various Information” tab.

When the “Auto Import Delivery Date Update” process runs if it has been enabled in the Customer Master File Configuration tab.

For Customs Sites:

When Auto-update days have elapsed after Clearance, the delivery date on the job is set to the Clearance date for jobs not yet delivered for this customer.

For Non-Customs Sites:

When Auto-update days have elapsed after ETA, the delivery date on the job is set to the ETA date for jobs not yet delivered for this customer.

This is generally used for customers for whom you do not do deliveries.

Cron

Archive Milestones

Milestones should be regularly archived. This process moves job milestones into an archive table. Once they have been moved, they can still be viewed using all “Milestone” options but cannot be edited. Only completed jobs will have their milestones archived.

Job Milestones will be archived a selected number of days after the job is completed (i.e. after all milestones are completed). The number of days is configurable on a site by site basis.

Cron

Auto-Complete Jobs

A job does not move to “Job Completed” status until all the milestones are completed or marked as N/A.

This process allows all uncompleted job milestones to be completed a selected number of days after a selected milestone has been completed.

For instance, 10 days after the delivery milestone has been completed.

The number of days and the selected milestone is configurable on a site by site basis.

Cron

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Suppliers Invoice Completed/Parts Classified/CP Questions Answered There may be multiple import supplier’s invoices added for an import job before the “Suppliers Invoice Completed” task is considered complete. Additionally, all parts for all invoices for the import job may be classified by a different user role and may be done after all invoices are entered. For Australian sites, the same will apply for answering CP questions.

Milestone Description

SICC, PARC,CPQA

SICC – Supplier Invoices Completed

PARC – Parts Classified

CPQA – CP Questions Answered (AU Only)

The SICC milestone is checked when:

When:

An invoice is added or an invoice is modified or Specify Quantities option is selected AND

The entered and calculated amounts are the same, and

There are no unspecified quantities.

There is an SICC milestone against the job and it has not been completed.

Ask user question:

“Do you have additional invoices to add to this clearance?”(NOTE: this question is only asked if the system switch has been enabled to do so. Please let us know if you want this enabled)

If the user answers NO then re-evaluate the following events and create if the required criteria are met:

SICC – All invoices for the job meet 1) and 2) criteria above.

PARC – All parts are classified for all invoices for the job

CPQA – All CP Questions are answered for all invoices for the job

PARC Checked When:

The SICC milestone is checked (as above)

After the user selects the “Classify” option from within the invoice or any of the reset options.

CPQA

(AU Only)

Checked When:

The SICC milestone is checked (as above)

After the user selects the “Answer CP Questions” option

After the user selects the “Classify” option from within the invoice or any of the reset options.

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Import Workflow Reporting

Import Job Enquiry

Please refer to the Query Module User Manual

Import Job Exceptions CSV


Active Events by User Report

This report will display a count of events performed by user for a specific date range.

This can be run as a standard report or as a CSV file and can be an autoreport.

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Import Workflow Options The following system options can be enabled/disabled in the Workflow > Workflow Administration > Import Workflow Administration > Workflow Options screen:

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Option Description Default

Always show blank date?

This only applies to non-transport work groups with a ‘Show When’ condition. The blank date applies to the date used in the “Show When” condition. Jobs or consols that have been allocated manually to a user or work group are always shown in the workflow regardless of date.

No

Disable document count display?

When disabled, the ‘Docs’ column is hidden and a count of the physical documents is not performed. This should be disabled when there is an issue with the documents server.

No

Disable lock in workflow?

Do not mark the job or consol as locked by the user when going to a registration screen from workflow. When this option is used, cherry picking cannot be turned off. This means that the screens “Workflow/Workflow Administration/Input Workflow Work Groups” and “Workflow/Workflow Administration/Update User Workflow Groups” will not allow the “Cherry Picking” flag to be updated to “N”o.

No

Warn only when line is locked?

Allow users to go to a registration screen from workflow for a job or consol locked by another user in workflow, they are given a warning only and not prevented from going to the registration screen.

No

Workflow screen waits while user in the registration?

The workflow screen is disabled when the user selects a line and is directed to the registration screen. The workflow screen becomes active again when the registration screen is closed.

Yes

Show jobs with invalid customer codes and consols with invalid O/S Agent codes?

Show jobs in workflow that have customer codes that are not in the Customer Master File and show Consol that have invalid Overseas Agent codes. This is useful when jobs and consols are created via an interface and the codes are sometimes not recogised in Expedient.

No

Refresh workflow screen after return from registration screen?

The workflow screen is refreshed automatically when a user closes the registration screen (that was opened from workflow).

Yes

Keep user sort on refresh?

Keep the user’s column sort when refreshing the workflow screen.

No

Auto-initiate workflow screen for users?

The workflow screen is initiated from login. This only applies to sites with the Workflow module, where the user has been added to an active work-group. This option is for users that are not managers.

No

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Maximum number of lines shown on workflow screen for users

The maximum number of lines shown on the workflow screen for users that are not managers. Please note that increasing this parameter may have an impact on the workflow screen speed.

800

Auto-initiate workflow screen for managers?

The workflow screen is initiated from login. This only applies to sites with the Workflow module, where the user has been added to an active work-group. This option is for users that are managers.

No

Maximum number of lines shown on workflow screen for managers

The maximum number of lines shown on the workflow screen for users that are managers. Please note that increasing this parameter may have an impact on the workflow screen speed.

2000

More options Tab

Use shipper and consignee name from cargo report?

This is only available for sites with the FORWARDING module enabled. When jobs with invalid customer codes are displayed the customer and supplier name will be taken from the air or sea cargo report (if present).

No

Show broker name

This option controls if the full broker name is available as a workflow column. Showing the name can slow down workflow. Showing the Broker code is quicker.

No

Show Shipping Co Name

This option controls if the shipping companies name is available as a workflow column. Showing the name can slow down workflow.

No

Show forwarder co name

This option controls if the forwarders name is available as a workflow column. Showing the name can slow down workflow.

No

Allocate Customer Service Operator

When a job is created, the CSU role will be allocated to the customer service operator that has been set up in the customer master file for the job’s customer code.

Tasks with a category that has been allocated to the CSU role will be assigned to that specific operator.

This option is linked to the DOCA (Documents Attached) event and the DOCM (Documents Missing) event. When the DOCA event is created, the CSU operator assigned to the job will be unassigned. When the DOCM event is created, the CSU operator will be assigned to the job.

No

Ignore Branch and Department

Ignore the job department and user’s branch when selecting jobs to show in workflow when the work group has a customer group.

Hold job tasks until DOL?

This is only available for sites with the CUSTOMS module enabled. Jobs with tasks to be done after DOL (Date of Lodgement) in the milestone sequence will not be shown to the associated roles until the DOL milestone is completed (even if considered to be skipped).

No

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Hold job tasks until DOL for the following roles

The roles for which the “Hold job tasks until DOL?” option applies.

No

Set effective last step before any skipped

This option will display the last completed step without any prior skipped steps as the effective last completed step.

No

Allow Role Streaming

This option will allow role streaming No

Show images against lines in workflow

This option controls if images are available as a workflow column.

No

Show multi job indicator for AIR

This option controls if the multi job indicator is available as a workflow column for air jobs.

Yes

Show multi job indicator for SEA

This option controls if the multi job indicator is available as a workflow column for sea jobs.

Yes

Level for exceptions

This option controls if exceptions are shown at role level or stream role level.

Role

Unlock from user

This option controls when to unlock from user role for all work groups, workgroups with show when conditions, or not unlock.

No

Allow move function

This option controls whether the move function is allowed for managers.

Yes

Show responsible for transport

This option controls if the responsible for transport flag is available as a workflow column. Showing the name can slow down workflow.

No

Show checked count

This option controls if the checked count is available as a workflow column. Showing the name can slow down workflow.

No

Show last steps for

This option controls if the last step is displayed for the job, the users role or the users stream role.

Job

Show LCL Available and Storage Dates

This Option controls if the LCL Available & LCL Storage dates are available as a workflow column. Showing the dates can slow down workflow.

No

Show Registration Time

This option controls if the Registration Time is available as a workflow column. Showing the registration time can slow down workflow.

No

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Guided Tour – Export Workflow Let us begin by taking a guided tour of the Expedient Software Export Job Tracking and Export Work Flow module.

Air Export Job Registration

When Job Tracking is enabled each job will be allocated a set of milestones. In the Job Registration Screen the first thing that you will notice is that each job will have a status displayed in the top right hand corner (Milestone). This is the status of the job which is the last milestone that was completed (by sequence).

In the job registration screen these can be accessed by the Milestones toolbar option


Type This is the event code. Display Only

None

Description This is the event description Display Only

None

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N/A This check-box allows the user to mark a milestone as not applicable. Unlike a “Completed Manually” milestone, a milestone that is marked as N/A will not be used to update the job status.


Optional Unchecked



Optional Blank

Completed Time This field is only modifiable for manual milestones. Optional Blank

User This field displays the name of the user that completed the milestone.

Display Only

Completed Manually

This check-box allows the user to complete a milestone manually. If this is the last milestone that is completed in the milestone sequence for this job then this event type is used to update the job status.

A milestone that is checked as “Completed Manually” can be unchecked by the user. This will cause the status of the job to revert to the last completed milestone.

Optional Unchecked

Export Workflow Screen

Workflow > Export Job Workflow

This screen displays the user’s workflow. Jobs are displayed in ascending ETD date order by default. However, the screen can be sorted by any column by clicking on the column heading.


Shipper Ref The shipper reference Display Only N/A

Job The job number Display Only N/A

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External Code The corporate job number

Enabled for sites that use a corporate system job interface

Display Only N/A

Job Type The job type.

For export sea jobs will show the container type (FCL, LCL, FCX, BREAK BULK etc)

For export air jobs will show AIR.

Display Only N/A

House The house bill Display Only N/A

Master The master bill number Display Only N/A

Dept The department Display Only N/A

Shipper The shipper’s name Display Only N/A

Business Unit The name of the client business unit

Applicable to sites using business units

Display Only N/A

Vessel/Airline The name of the vessel for Sea jobs.

The name of the airline for Air jobs.

Display Only N/A

Voyage/Flight The Voyage id or flight number Display Only N/A

Last Step The last milestone that was completed on the job. This is synonymous with the job status.

Display Only N/A

Orig The port or origin. Display Only N/A

Disc The discharge port Display Only N/A

Dest The destination port. Display Only N/A

ETD The Estimated Date of Departure of the job Display Only N/A

Recv Start Date The receiving start date for Ocean jobs Display Only N/A

Recv Start Time The receiving start time for Ocean jobs Display Only N/A

Cut-Off Date The cut-off date for Ocean jobs Display Only N/A

Cut-Off Time The cut-off time for Ocean jobs Display Only N/A

Exceptions The number of exceptions for this job. If this is greater than zero, the line is shown in red.

Display Only N/A

Skipped The number of skipped events for this job. If this is greater than zero, the line is shown in yellow.

Display Only N/A

Required Step This is the step that is required to be performed by this user on this job.

Display Only N/A

Docs The number of documents that have been attached to this job.

Display Only N/A

Cargo Status The IATA FWB status for air jobs. Display Only N/A

Field1 Field 1 in the “Additional Information” tab in the job registration screen

Display Only N/A

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Consol The consol number where applicable Display Only N/A

Consignee The consignee code Display Only N/A

Consignee Name

The consignee name Display Only N/A

Registration Date

The date of job registration Display Only N/A

O/S Agent The O/S Agent Code Display Only N/A

Shipping Line The shipping line code Display Only N/A

Terminal/Depot The terminal or depot code Display Only N/A

ETA The Estimated date of arrival Display Only N/A

Delivery Date The delivered date Display Only N/A

Bill To Name The bill to name Display Only N/A

Locked By/Allocated To

The user name of the user that is currently working on this job. The user’s name will be displayed against a job when either:

He/she has gone to the job registration screen from the workflow screen.

The Lock/Unlock (F6) button is pressed on a job that is currently not allocated or being worked on by someone else.

It serves as a way for staff who may be working on the same set of jobs to know if someone is already working on one of them.

The user’s name will be cleared from the job when either:

The required step is completed.

The Lock/Unlock (F6) button is pressed releasing the job back into the workflow pool.

If a user has allocated a job to a particular user, that users name will appear next to the job as well.

Display Only N/A

Role This is the role of the user in relation to this job. A user can have one or more roles in different work groups.

Display Only N/A

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Colours

Colour Description


Yellow These jobs have skipped events but no exceptions.

Red These jobs have exceptions. They may also have skipped events.

The above are default colours when no site specific colours relating to ETD have been configured.

Button Description

Refresh This will refresh the workflow screen, by re-running the search for the users jobs.

Documents This will show the same documents screen as displayed in the Job

Registration screen . This allows the user to view and attach documents to the job. Multiple rows can be selected on the screen before this option is used.

Milestones Milestones Button – This button will display the milestones for the highlighted job.

Lock/Unlock(F6)

The user uses this button to indicate that they are currently working on this job. Their user name is displayed next to the job on the screen. The button is a toggle key to lock/unlock the job. Multiple rows can be selected on the screen before this option is used.

Exc/Skipped (F5)

This button shows any exceptions or skipped events on the current job.

Output to CSV

Output the full results of this user’s workflow screen to a CSV file.

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Button Description

Double Click/Enter

Double-clicking on the mouse or hitting the ENTER key on a selected row will open the job registration screen for the selected row. This will disable the workflow screen until the user closes the job registration screen. If you want the workflow screen to remain active after the job registration screen has been opened please contact Expedient Support as this is a system level option that can be enabled.

Enquiry (F7) This button will display a Workflow Enquiry Screen.

Job Number – Enter a job number or wild card.

Master – Enter a master bill or wild card.

House – Enter a house bill or wild card.

Customer Group – Enter a customer group or wild card. This will show all jobs for customers with this customer group in the Customer Master File Configuration tab.

Customer Code – Enter or select a customer code or wild card.

User Name – Enter or select a user name or wild card. This will show jobs that are currently locked by or allocated to the entered user.

Exclude Completed Jobs – When checked will exclude completed jobs from search results.

The search results will display in a new workflow screen. NOTE: Not all the actions are available in the search results screen.

Enquire Role When this button is selected, the user can select a user role from the drop-down list.

This will refresh the workflow screen with the workflow results for the selected role within the current user’s work groups.


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Button Description

Enquire Group

When this button is selected, the user can select a work group and user role from the drop-down lists (both must be selected).

This will refresh the workflow screen with the workflow results for the selected work group and role.


Enquire User When this button is selected, the user can enter a user id or select a user id from the zoom option.

This will refresh the workflow screen with the workflow results for the selected user as they would see it on their screen. This is particularly useful when a staff member is absent.


Notes This displays the Job Notes for the Job Number selected.

Select ‘N’ (Hot Key) to access the Job Notes.

Allocate Management Role Only

A manager can use this option to allocate a job to a specific user and role.

Show Allocated

Management Role Only

A manager can use this option to display any user/role combinations that have been allocated to the job.

Show Work Management Role Only

A manager can use this option to display how much time was spent working on the job. This is strictly just start and end time between a job being locked by a user and the job being released by the user.

If the Stopped column is empty against a specific line item, the ‘Unlock’ button is displayed and you are then able to unlock the Job.

Move Job Management Role Only

A manager can use this option to move a job into a specific work-group. When a job has been moved into another work-group it is only seen by users assigned to that group. The outstanding milestones are still only displayed to the appropriate role(s) within that work group.

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Export Workflow System Set up

Export Job Milestones

The first step in implementing workflow is to define the sequence of steps or events that are required to be completed on an export job from creation to completion. These are the job milestones.

These milestones are defined by you to suit your internal operational process and procedures, and can be defined by job profile.

Job Profile is described by the following characteristics:

• Department

• Job Type (Prepaid, Collect or All)



Step Description

One This is the time to sit down with your staff and understand your own internal process for each job type. It is a great time to standardise your processes.

It is a good idea to document what are the tasks performed by staff for export jobs taking note of :

The differences between job profiles as defined above.

The conditions that are used to determine when a job is in exception.

Two It may be helpful to look at an example of each type of job that is commonly processed by your staff and to examine the events that get generated by the system for the various processes.

To do this use: Job Registration, Toolbar Option Events



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Mandatory ALL



• Collect

• Prepaid

• All

Mandatory Blank

Some Helpful Hints

What does a job type of “All” mean?

A job type of “All” applies to all jobs.


Mandatory Blank


The list of mode types is equivalent to the drop down list in the “Job Class” field in the Export Sea Job Registration Screen.

Mandatory Blank


Administration > Job Tracking > Export Job Milestones

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Some Helpful Hints

What container class is applicable to “AIRFREIGHT”?

The Container class is only relevant to SEAFREIGHT, so for all other mode type use “All Container Types”.

Customer Export Milestones

Export job milestones that are specific to a shipper can be defined on this screen. Customer specific milestones are searched first to find a match for the job profile before going back to the export job milestone set-up. The milestone selection rules as defined below are the same for customer specific milestones and job milestones.

Administration > Job Tracking > Customer Job Milestones

Below are the options available from the Options pull down menu in the screen

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Revise Registered Jobs

Any modifications made to the job milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the job milestones for all jobs that match the job profile of the currently displayed set of milestones for this customer. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change.



Customer Code Display Only


Optional but either this or the ETD date range must be entered

ETD From and To Dates



Copy Customer Milestones

This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Customer and Job Milestone profile information.

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As you can probably tell by now, you can set up a different set of job milestones for different job profiles. That is, you can set up a different set for Air Freight, a different set for Sea Freight FCL etc. As a catch all for any job that does not match any of the specific profiles that you have set up, there is the “ALL” group. This is recommended to ensure that no jobs are excluded from workflow. This is the default group and has the following values:

Job Milestone Selection

Job Milestones are allocated to each export job on creation. The selection of which milestones will be allocated to a job occurs in the order defined in the table below. You will notice that the process proceeds from an attempt to make an exact match on the job profile progressively to a more general match on job profile.

Match Attempt

Dept Job Type

(Prepaid, Collect, All)

Mode Type

(Sea Freight, Air Freight etc)

Container Class (FCL, LCL etc.)

1 Exact Match Exact Match Exact Match Exact Match

2 Exact Match All Job types Exact Match Exact Match

3 Exact Match Exact Match Exact Match All Container Types

4 Exact Match Exact Match All Mode Types All Container Types

5 Exact Match Exact Match All Mode Types Exact Match


When setting up milestones for the first time you can start out by setting up the last two profiles and then progressively add more specific milestones.

1 All Departments All Job Types Sea Freight All Container Types

2 All Departments All Job Types Air Freight All Container Types



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Milestone Enter or use the Zoom button to select an event code.

Mandatory Blank

Some Helpful Hints The first milestone is always “JOBA”. This event is created automatically by the system when a job is added via job registration or any other process that adds jobs into the system.

Some Helpful Hints The last milestone is always “JCOM”. This event is completed automatically by the system when all the previous milestones have been completed or marked as non-applicable. Since this is the last milestone, it is always a good idea to give it a high sequence number like 9999.




Mandatory Blank

Status A milestone must be marked as active in order to be allocated a job when it is created.

Mandatory Y



These are usually used for tasks that need to be completed outside of the Expedient system. Once the task is complete, the user will go into the Milestones screen from Job Registration and tick the checkbox to say that the milestone is completed or enter a date and time of completion.

None Display Only

NA By Default Milestones marked NA by default will be created against the job with the Not Applicable flag set to Y. This means that the milestone will not affect the status of the job unless the user elects to untick it and make it applicable.

Mandatory N

Transhipment Event This indicates that this milestone is only applicable to jobs where the Vessel on the job registration screen is on a transhipment vessel.

Mandatory N

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Some Helpful Hints What makes a job a transhipment?

In the job registration screen, if the vessel code entered has a vessel name of “TRANSHIPMENT” in the Vessels Master file.

Some Helpful Hints What is special about transhipment milestones?

When a transhipment job is updated so that it is no longer on a transhipment vessel, then the transhipment milestones are removed from job’s milestones.



Enter the number of hours (usually in 24 hour amounts) and click on the Zoom button that appears. This will show you the list of conditions that can be used for specifying exceptions.

The exception conditions should be read as follows:

Should be completed X Hours PRIOR TO <Event Date>

E.g. Should be completed 24 Hours PRIOR TO ETA

Should be completed NO LATER THAN X Hours AFTER Event Date

E.g. Should be completed NO LATER THAN 48 Hours After Job Registration

Expedient can ensure that Exceptions do not fall on weekends. Please contact Expedient Software if you would like to stop exceptions falling on Saturdays and Sundays

Optional Blank

Category This is the category of the milestone.

Select a category from the drop down list.

Refer : Definition of Milestone Categories

This is used to indicate the type of work of the milestone.

Optional Blank

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The following options are available from the Options pull down menu in the screen

Option Description

Copy Milestones

This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Job Milestone profile information.

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Customer Set Up

Customer Level Export Job Tracking

Now that you have set up your export job milestones, it is time to turn on the Export Job Tracking module. The first decision you have to make is whether to use job tracking for all customers and all jobs or to enable it on a customer by customer basis. If you elect to enable on a customer by customer basis then you need to turn job tracking on for those customers in the Customer Master file.


Export Job Tracking Allow

Enable Export Job Tracking

When Export Job Tracking is enabled, export jobs created for this customer will be allocated milestones.


Optional No

Export Air Customer Group

A valid customer group that is used to categorize this customer for the purposes of export air workflow.

More details on the use of this field are described in the section below on workflow groups.

Sometimes, the needs of some customers are specialized so that their jobs are processed by a particular group of staff with expertise in that area. For instance “AUTO” for Automotive or “PHARMA” for Pharmaceuticals, or “AUTO” for Automotive. This group can be used so that jobs for these customers are only shown in the workflow of those staff that specialize in this area.

A customer group can be overridden by destination port enabling the handling of the customer’s jobs to be handled differently in different states if required. Please refer to the section below on “Customer Group Overrides”.

Optional Blank

Export Sea Customer Group

A valid customer group that is used to categorize this customer for the purposes of export sea workflow.


Optional Blank

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Export Transport Group

A valid customer group that is used to categorize this customer for the purposes of transport workflow.


Optional Blank

Customer Service Operator

A valid user that is the assigned customer service operator for this customer.

Optional

Customer Groups

This screen holds all valid customer groups.

Administration > Job Tracking > Customer Groups


Customer Group Enter a customer group code (up to 10 char) Mandatory Blank

Group Name Enter a customer group name Mandatory Blank

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Customer Export Milestone Exemptions

Now, remember when we set up job milestones we did this by job profile. So we set up the milestones that we thought we needed for different types of jobs like Sea Freight LCL or Air Freight. Sometimes some of these milestones are just not applicable for some customers. To exempt some milestones for some customers use the “Customer Milestone Exemptions” screen.

Administration > Job Tracking > Export Milestone Exemptions

To enter a customer exemption:

• Select “F”ind from the Toolbar

• Enter or select a valid customer code from the Zoom List. Hit Enter.

• Select “U”pdate from the Toolbar. The cursor will move to the details portion of the screen.


Dept Enter a valid department or select a department from the Zoom list or enter “ALL” for all departments.

Mandatory Blank



• Prepaid

• Collect

• All

Mandatory Blank


Mandatory Blank


The list of mode types is equivalent to the drop down list in the “Job Class” field in the Export Sea Job Registration Screen.

Mandatory Blank

Milestone Enter or select a valid event type from Zoom List. Mandatory Blank

96

Workflow Administration

Export Workflow Role Categories

Workflow > Workflow Administration > Export Workflow Administration > Workflow Role Categories




Category Select from the drop-down list one or more Milestone Categories. This drop down list is the same as that used in the “Export Job Milestones” screen when assigning a category to a milestone.

Line Details This section will show the details of all active milestones that fall into the categories defined for the roles.

Some Helpful Hints

The manager role should include all milestone categories.



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Select from the drop-down list one or more Milestone Categories. This drop down list is the same as that used in the “Export Job Milestones” screen when assigning a category to a milestone.

What this does is tie job milestones to a user role (i.e. who does what) at a high level. We can then assign a role to a user within a particular work group/team.

Export Workflow Work Groups

Workflow > Workflow Administration > Export Workflow Administration > Workflow Work Groups

So far you will have completed the following steps:

1. Set up milestones and given each milestone a category.

2. Set up user roles and given each role one or more milestone category.

Now you want to tell the System how your office works. Which section of your option does what kind of work and who within that section does what parts of that work? You may have multiple offices or one office with different sections, or just one office with a small group of staff that do all work for all jobs for all customers.

This screen allows you to define a workflow team. When defining a team you are really refining the type of jobs that will appear on the workflow screen of the users that are within those teams.

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Is this a Transport Group?

When “Yes”, the Customer Master File, Export Transport Group field is used for evaluating the jobs that will be shown in the workflow.

When “No”, the Customer Master File, Export Customer Group (Air or Sea) field is used for evaluating the jobs that will be shown in the workflow.

Mandatory Blank

Work Group A free text name for this work group or team. This can be up to a maximum of 10 characters in length.

Mandatory Blank

Branch Enter or select a branch from the zoom list. Mandatory Blank



Optional Blank

Mode Type Select the required Mode Type.

If you are selecting ‘Both Sea and Air Freight’

The Export Air and Export Sea Customer Groups must be the same for the client in the Customer Masterfile configuration tab for them to appear in Workflow.

If a Department is selected with Both Sea and Air Freight is selected as the Mode Type the Department will take precedence in the search for jobs to show in Workflow.

If a container class is selected Expedient will find Air jobs and Sea jobs matching the container class e.g. FCL and Air Export Jobs

Mandatory Blank


Mandatory Blank

Customer Group Enter a customer group. This will limit the workflow for this workflow group to customers with the same Customer Group (Air or Sea) in the Customer Master File Configuration tab.

This field is only shown when the “Is this a Transport Group” field is “No”.

Optional Blank

Transport Group Enter a transport group. This will limit the workflow for this workflow group to customers with the same Export Transport Group in the Customer Master File Configuration tab.

This field is only shown when the “Is this a Transport Group” field is “Yes”.

Optional Blank

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This field is only required where the Customer Group is blank and is not used when the Customer Group is not blank.

All – If you are a user in this team then you will see all jobs that match the other criteria for this group including customers that are classified into a particular customer group.

General Group - – If you are a user in this team then you will see all jobs that match the other criteria for this group excluding customers that are classified into a particular customer group.

Mandatory Blank

Filter By Select from one of the following:

User Branch Origin Port Only – When this option is selected the department in the work group setup is ignored and all jobs for the user’s origin ports are displayed in workflow.

Department Only – When this option is selected all jobs for the work group department or branch are displayed in workflow regardless of destination port.

User Branch Destination Port and Department - When this option is selected all jobs for the user’s origin ports are displayed in workflow for the work group department or branch.

None – The same as “Department Only”

Show Jobs When

This combination of fields allows you to set up a condition for when jobs will appear in the workflow that is only dependent on there being an outstanding step for the job that the user is responsible for and the show when condition.

When this option is used, the normal condition of “the user must be responsible for the next step or for any skipped step” in the workflow of the job is overridden. Any outstanding step anywhere in the workflow of a job for which the user is responsible (skipped, next or future) will allow the job to appear in the workflow as long as the show when condition is met.

When the “Show When” condition is based on a date, jobs with blanks dates are always shown (so as not to be missed). Showing blank dates can be disabled at the system level if required. This is done in the “Export Workflow Options” screen.

Modified By, On Shows the user that last performed an update on the screen

Some Helpful Hints

Enter the Show When Days and click on the ZOOM button to select the show when condition.

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Some Helpful Hints

What is “User Branch Destination Port Only” used for?

If a site has multiple offices (branches) but some customers jobs or some part of all jobs are always processed in one of the branches (ie transport) then this is a useful way of configuring the system so that the jobs appear in the correct workflow.

Some Helpful Hints

Where do I map destination ports to branches?

Use the “Ports For Branches” screen to map which ports are handled by which branch.

User(Detail) Enter or select a valid user Mandatory Blank

Role (Detail) Enter or select a valid user role.

A user can have more than one role within a team and can be a member of more than one team.

Mandatory Blank

Cherry Pick (Detail)

When this is set to YES, the user can elect to work on any job in their workflow.

When this is set to NO, the user must work on the jobs in their workflow in ETD order.

Mandatory Blank

Modified By, On Shows the user that last performed an update on this row

Some Helpful Hints

It is a good idea to allow cherry picking for all users initially.

Update User Workflow Groups

This screen is a reverse view of the previous screen. It allows you to see all the workgroups of which a user is a member and to add or remove the user from work groups.

Workflow > Workflow Administration > Export Workflow Administration > User Workflow Groups

The following details can be updated on current groups:

1. Role

2. Cherry Pick

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User Enter or select a valid user Mandatory Blank

Work Group Workgroup name Mandatory Blank

Branch Branch Display Only

Blank

Dept Department Display Only

Blank

Mode Type Sea Freight, Air Freight or Both Sea and Air Freight Display Only

Blank

Active Determines if the workgroup is active or inactive Display Only

Blank

Customer Group Customer Group Display Only

Blank


This field is only required where the Customer Group is blank.

All – If you are a user in this team then you will see all jobs that match the other criteria for this group including customers that are classified into a particular customer group.

General Group - – If you are a user in this team then you will see all jobs that match the other criteria for this group excluding customers that are classified into a particular customer group.

Display Only

Blank

Role Enter or select a valid user role Mandatory Blank


When this is set to NO, the user must work on the jobs in their workflow in ETD order.

Mandatory Blank

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Export Customer Group Overrides

In the Customer Masterfile screen we had the ability to add a customer group against the customer. Sometimes a further level of override is required on the customer group. This allows a customer’s jobs to be redirected to a specific workflow based on customer group, job type or department and origin port.

Workflow > Workflow Administration > Export Workflow Administration > Customer Group Overrides


Client Code Enter a valid customer code or wildcard when using the Find toolbar option.

Mandatory Blank

Job Type Enter or select a valid job type. Mandatory Blank

Dept Enter or select a valid department for the job type.

The user can enter an override for all departments for a job type by leaving the department blank.

When there is an override for all departments, an override for a specific department for the same job type is not allowed.

Optional Blank

Origin Port Enter or select a valid origin port. Mandatory Blank

Customer Group Enter a valid customer group Mandatory Blank

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Input Ports for Branches

This screen determines which ports belong to a Branch within Workflow.

Workflow > Workflow Administration > Export Workflow Administration > Ports for Branches


Branch Code Enter or select a valid branch code when using the Find toolbar option.

Mandatory Blank

Origin Port Enter of select a valid port code. Mandatory Blank

Export Workflow Sort

The screen provides the ability to set the order for the jobs listed in the workflow screen.

Workflow > Workflow Administration > Export Workflow Administration > Workflow Sort

The second and third level sorts can be set.

If Job Type is selected as a sort order an additional table will appear allowing the Job Types to be sorted as a sub set, e.g. Air Jobs can be shown above FCL jobs to encourage users to deal with these more urgently.

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Sort Profile Name

This is the name of the sort profile. Defailt setting for all Workflow

Mandatory DEFAULT

Sort Field 1 Sort Field 1 is set to ETD – Ascending. Mandatory ETD

Sort Field 2 Select the type of information for the second level sort of the jobs and select whether the information is sorted in ascending or descending order

Optional Blank

Sort Field 3 Select the type of information for the third level sort of the jobs and select whether the information is sorted in ascending or descending order

Optional Blank

Sub-Sort – Job Type

Where Job Type is selected as a Sort Field the Sub-Sort table will appear. Select a sort order with the list of job types

Mandatory Blank

Modified By This is the user than last updated the Sort Profile N/A System Generated

On This is the date the Sort Profile was last updated N/A System Generated

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Export Workflow Colour Mapping

The screen allows you to assign colour coding to the Workflow screen. This means you can colour code sea and air export jobs that are closer to ETD and further from ETD making priorities easier to identify in Workflow.

The Workflow > Workflow Administration > Export Workflow Administration>Workflow Colour Mapping screen allows you to configure the colour coding. The red colour used to indicate overdue milestones, and the yellow colour used to indicate skipped steps will overwrite the colours configured in the screen below.


Mode Type Select if the colour mapping applies to Air or Sea jobs

Optional Blank

Day Prior to ETD This is the number of days before ETD in the Job that the colour applies to


Blank

Colour This is the name of the colour to be applied. Click on the zoom to select a colour. On OK the actual colour will be displayed in the screen


Blank

Last Updated This is the date the colour mapping was last modified

N/A N/A

User This is the user who last update the colour mapping N/A N/A

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Export Workflow Processes


Archive Milestones

Milestones should be regularly archived. This process moves job milestones into an archive table. Once they have been moved, they can still be viewed using all “Milestone” options but cannot be edited. Only completed jobs will have their milestones archived.

Job Milestones will be archived a selected number of days after the job is completed (i.e. after all milestones are completed). The number of days is configurable on a site by site basis.

Cron

Export Workflow Reporting

Export Job Enquiry


Export Job Exceptions CSV


Active Events by User Report

This report will display a count of events performed by user for a specific date range.

This can be run as a standard report or as a CSV file and can be an autoreport.

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Export Workflow Options The following system options can be enabled/disabled in the Workflow Administration > Export Workflow Administration > Export Workflow Options screen:

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Option Description Default

Always show jobs with blank date?

This only applies to non-transport work groups with a ‘Show When’ condition. The blank date applies to the date used in the “Show When” condition. Jobs that have been allocated manually to a user or work group are always shown in the workflow regardless of date.

No

Disable document count display?

When disabled, the ‘Docs’ column is hidden and a count of the physical documents is not performed. This should be disabled when there is an issue with the documents server.

No

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Disable lock of job in workflow?

Do not mark the job as locked by the user when going to job registration from workflow. When this option is used, cherry picking cannot be turned off. This means that the screens “Workflow/Workflow Administration/Input Workflow Work Groups” and “Workflow/Workflow Administration/Update User Workflow Groups” will not allow the “Cherry Picking” flag to be updated to “N”o.

No

Warn only when job is locked?

Allow users to go to job registration from workflow for a job locked by another user in workflow, they are given a warning only and not prevented from going to the export job registration screen.

No

Workflow screen waits while user in job registration?

The workflow screen is disabled when the user selects a job and is directed to the job registration screen. The workflow screen becomes active again when the job registration screen is closed.

Yes

Show jobs with invalid shipper codes?

Show jobs in workflow that have shipper codes that are not in the Customer Master File. This is useful when jobs are created via an interface and the shipper codes are sometimes not valid.

No

Refresh workflow screen after job registration?

The workflow screen is refreshed automatically when a user closes the job registration screen (that was opened from workflow).

Yes

Keep user sort on refresh?

Keep the user’s column sort when refreshing the workflow screen.

No

Auto-initiate workflow screen for users?

The workflow screen is initiated from login. This only applies to sites with the Workflow module, where the user has been added to an active work-group. This option is for users that are not managers.

No

Maximum number of jobs shown on workflow screen for users

The maximum number of jobs shown on the workflow screen for users that are not managers. Please note that increasing this parameter may have an impact on the workflow screen speed.

800

Auto-initiate workflow screen for managers?

The workflow screen is initiated from login. This only applies to sites with the Workflow module, where the user has been added to an active work-group. This option is for users that are managers.

No

Maximum number of jobs shown on workflow screen for managers

The maximum number of jobs shown on the workflow screen for users that are managers. Please note that increasing this parameter may have an impact on the workflow screen speed.

2000

Show O/S Agent name

This option controls if the full O/S Agent name is available as a workflow column. Showing the name can slow down workflow.

No

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Show Shipping Line Name

This option controls if the full Shipping line name is available as a workflow column. Showing the name can slow down workflow.

No

Show Depot/Terminal Name

This option controls if the full Depot/Terminal Name is available as a workflow column. Showing the name can slow down workflow.

No

Show FWB Status

This option controls if the FWB status is shown on the screen.

No

Show Bill To Name

This option controls if the full Bill To name is available as a workflow column. Showing the name can slow down workflow.

No

Ignore Branch and Department

Ignore the job department and user’s branch when selecting jobs to show in workflow when the work group has a customer group.

No

Set effective last step before any skipped?

The job will considered to be at the status of the last milestone completed before any milestones were skipped. This prevents skipped steps from being allocated to workflow users.

No

Set effective last step before any skipped for the following roles

The roles for which the “Set effective last step before any skipped?” option applies.

No

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Guided Tour – Consol Workflow Let us begin by taking a guided tour of the Expedient Software Consol Tracking and Consol Work Flow module.

Air Import Consol Registration

When Consol Tracking is enabled each consol will be allocated a set of milestones. In the Air Consol Registration Screen the first thing that you will notice is that each consol will have a status displayed in the top right hand corner (Milestone). This is the status of the consol which is the last milestone that was completed (by sequence).

In the consol registration screen these can be accessed by the Milestones toolbar option

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Type This is the event code. Display Only

None

Description This is the event description Display Only

None

N/A This check-box allows the user to mark a milestone as not applicable. Unlike a “Completed Manually” milestone, a milestone that is marked as N/A will not be used to update the consol status.


Optional Unchecked



Optional Blank

Completed Time This field is only modifiable for manual milestones. Optional Blank

User This field displays the name of the user that completed the milestone.

Display Only

Completed Manually

This check-box allows the user to complete a milestone manually. If this is the last milestone that is completed in the milestone sequence for this consol then this event type is used to update the consol status.

A milestone that is checked as “Completed Manually” can be unchecked by the user. This will cause the status of the consol to revert to the last completed milestone.

Optional Unchecked

Checked This check-box allows the user to indicate that a milestone has been checked without completing the milestone. When checked, it will set a checked date and time and checked user against the milestone.

This check-box is only available for milestones that have been set up as “Repeat”.

Optional Unchecked

Checked Date Will display the last checked date and time for this milestone.

Display Only

Blank

Check User Will display the user name of the user who last checked this milestone.

Display Only

Blank

Category The milestone category that was assigned to the milestone at the time of consol creation.

Display Only

Category

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Sea Import Consol Registration

Workflow Screen

The workflow screen is the current import workflow screen. The following new fields have been added for consol workflow:


ETA Disc The date of discharge at the consol Display Only N/A

O/S Agent Code The overseas agent code Display Only N/A

O/S Agent Name The name of the overseas agent Display Only N/A

Storage Date The storage date from the air consol screen Display Only N/A

Bond/Depot The bond code for Air consols, the unpack depot for Sea consols.

Display Only N/A

Co Loader/

Master Loader

The co-loader for Air consols, the master loader for Sea consols.

Display Only N/A

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The workflow screen will show a combination of job level tasks and consol level tasks depending on the user’s role(s). The consol level tasks will not have a value in the job column.

Button Description

Documents This button will show the consol level documents on consol level lines.

Milestones Milestones Button – This button will display the milestones for the highlighted consol for consol level lines.

Exc/Skipped (F5)

This button shows any exceptions or skipped events on the current consol on consol lines.

Double Click/Enter

Double-clicking on the mouse or hitting the ENTER key on a selected row will open the appropriate consol registration screen for consol lines.

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Button Description

Enquiry (F7) This button will display a Workflow Enquiry Screen.

The consol number has been added to the enquiry screen.

Notes This displays the Consol Notes on consol lines.

Consol Workflow System Set up

Consol Milestones

The first step in implementing workflow is to define the sequence of steps or events that are required to be completed on an import consol from creation to completion. These are the consol milestones.

These milestones are defined by you to suit your internal operational process and procedures, and can be defined by consol profile.

Consol Profile is described by the following characteristics:

• Department



This screen is found in the Administration > Consol Tracking > Import Consol Milestones menu option

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Mandatory ALL


Mandatory Blank


The list of mode types is equivalent to the drop down list in the “Job Class” field in the Import Sea Consol Registration Screen.

Mandatory Blank

Some Helpful Hints

What container class is applicable to “AIRFREIGHT”?

The Container class is only relevant to SEAFREIGHT, so for all other mode type use “All Container Types”.

Consol Milestone Selection

Consol Milestones are allocated to each import consol on creation. The selection of which milestones will be allocated to a consol occurs in the order defined in the table below. You will notice that the process proceeds from an attempt to make an exact match on the consol profile progressively to a more general match on consol profile.

Match Attempt

Dept Mode Type

(SEAFREIGHT, AIRFREIGHT etc.)


1 Exact Match Exact Match Exact Match

2 Exact Match Exact Match All Container Types

3 Exact Match All Mode Types Exact Match

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Match Attempt

Dept Mode Type

(SEAFREIGHT, AIRFREIGHT etc.)


4 Exact Match All Mode Types All Container Types

5 All Departments Exact Match All Container Types

6 All Departments All Mode Types All Container Types



Milestone Enter or use the Zoom button to select an event code.

Mandatory Blank

Some Helpful Hints The first milestone is always “CSLA”. This event is created automatically by the system when a consol is added via consol registration or any other process that adds consols into the system.

Some Helpful Hints The last milestone is always “CCOM”. This event is completed automatically by the system when all the previous milestones have been completed or marked as non-applicable. Since this is the last milestone, it is always a good idea to give it a high sequence number like 9999.

Description This displays the description of the event None Display Only



Mandatory Blank

Status A milestone must be marked as active in order to be allocated a consol when it is created.

Mandatory Y

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These are usually used for tasks that need to be completed outside of the Expedient system. Once the task is complete, the user will go into the Milestones screen from Consol Registration and tick the checkbox to say that the milestone is completed or enter a date and time of completion.

None Display Only

NA By Default Milestones marked NA by default will be created against the consol with the Not Applicable flag set to Y. This means that the milestone will not affect the status of the consol unless the user elects to untick it and make it applicable.

Mandatory N

Transhipment Event This indicates that this milestone is only applicable to jobs where the Vessel on the consol registration screen is on a transhipment vessel.

Mandatory N



Enter the number of hours (usually in 24 hour amounts) and click on the Zoom button that appears. This will show you the list of conditions that can be used for specifying exceptions.

The exception conditions should be read as follows:

Should be completed X Hours PRIOR TO <Event Date>

E.g. Should be completed 24 Hours PRIOR TO ETA

Should be completed NO LATER THAN X Hours AFTER Event Date

E.g. Should be completed NO LATER THAN 48 Hours After Consol Registration

Expedient can ensure that Exceptions do not fall on weekends. Please contact Expedient Software if you would like to stop exceptions falling on Saturdays and Sundays

Optional Blank

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Category This is the category of the milestone.

Select a category from the drop down list.

Refer: Definition of Milestone Categories

This is used to indicate the type of work of the milestone.

Optional Blank

Repeat This milestone will be able to be ticked as “Checked” against the consol multiple times until the milestone is completed.

Mandatory No

The following are available from the Options menu in the screen

Option Description

Copy Milestones

This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Consol Milestone profile information.

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Option Description

Revise Registered Consols

Any modifications made to the consol milestone set-up are only reflected in any consols created after those modifications have been saved. If you want the modifications to apply to consols created before the modifications were made then use this option. This option will revise the consol milestones for all consols that match the consol profile of the currently displayed set of milestones. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change.








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Consol Workflow Administration

Input Consol Workflow Role Categories

Workflow > Workflow Administration > Import Workflow Administration > Role Categories




Category Select from the drop-down list one or more Milestone Categories. This drop down list is the same as that used in the “Import Consol Milestones” screen when assigning a category to a milestone.

Line Details This section will show the details of all active milestones that fall into the categories defined for the roles. There will be a separate tab for consol milestones.




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Select from the drop-down list one or more Milestone Categories. This drop down list is the same as that used in the “Import Consol Milestones” screen when assigning a category to a milestone.

Workflow Regions

This screen allows you to add workflow regions and assign countries to these regions. These are used for origin region when setting up consol workflow option for work groups.

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Workflow Groups

Workflow > Workflow Administration > Input Workflow Administration > Workflow Work Groups

When consol workflow is enabled, your work group screen will show consol workflow specific options and include container classes that can be used on the consol screens. The options specific to consol workflow are:


Include Consols Should consol level milestones be included in this group?

Y N

Origin Region Only show consols with a load port in this region. Regions are set up in the Workflow Regions screen.

Y Blank

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Has Shipping Line

No Shipping Line – Only show Sea consols where there is no shipping line entered on the consol.

No Shipping Line or Without Web Access - Only show Sea consols where there is no shipping line entered on the consol or where the shipping line entered does not have a website entered in the customer master file.

Shipping Lines Without Web Access - Only show Sea consols where the shipping line entered does not have a website entered in the customer master file.

Shipping Lines With Web Access - Only show Sea consols where the shipping line entered has a website entered in the customer master file.

Any/Blank – Shipping line is not considered.

Y Blank

Has Co-Loader/Master Loader

Yes – Only show consols with a co-loader or master loader.

No – Only show consols without a co-loader/master loader.

Any/Blank – Co-Loader/Master Loader is not considered.

Y Blank

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Consol Events to Job Events

This option is available in Administration > Company Details Menu > Consol Events to Job Events.

This option is used to add a new event on each job and/or complete a milestone on each job that is linked to the consol, when a consol event is created.

An example could be TRNC – Transhipment Confirmed, when this event is created on the consol, it can also be created to each job attached to the consol.


Consol Event Code

Enter the Consol Event Code Y Blank

Consol Event Description

This field will display the description of the Consol Event Code

N/A Blank

Import / Export Select Import for Import Consol Events Y Blank

Job Event Code Enter the Job Event code the milestone will create Y Blank

Job Event Description

This field will display the description of the selected job event code

N/A Blank

Status Select the status of the action. Inactive – No Action Milestone Only – this will complete the Milestone Only Event & Milestone – this will create an event on the job & complete the Milestone

N/A Blank

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Processes


Archive Milestones

Milestones should be regularly archived. This process moves consol milestones into an archive table. Once they have been moved, they can still be viewed using all “Milestone” options but cannot be edited. Only completed consols will have their milestones archived.

Consol Milestones will be archived a selected number of days after the consol is completed (i.e. after all milestones are completed). The number of days is configurable on a site by site basis.

Cron