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What can I download with Document workflows?
What can I download with Document workflows?

Learn how to use the Document workflows feature to simplify document management for the whole team.

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Written by Mothership
Updated over 10 months ago

Managing and distributing documents for all of your shipments can be a complex, time-consuming process. Mothership's Document Workflows feature allows shippers to automate the grouping and delivery of essential shipment documents, streamlining the document management process for your convenience.

How to create a workflow

  1. Get started

    In the dashboard, navigate to the Reporting tab.

  2. Selecting Document Types

    Choose the specific document types to be included in your automated workflow, such as BOLs, Invoices, DRs, and Inspection Reports.

  3. Applying Filters

    Apply filters to select documents based on accessorials, pick-up addresses, delivery addresses, or select "All shipments" to include all relevant documents.

  4. Setting Delivery Frequency and Timing

    Determine the frequency of document deliveries - daily, weekly, or monthly, based on your specific needs.

    1. For weekly cadence, you'll need to select a day of the week to receive your documents.

    2. For monthly cadence, you'll need to choose from the 1st day of the month, the 15th, or the last day of the month.

    3. If you choose to filter the documents based on either the pick-up or delivery location, the delivery time will be automatically set to the local time zone of the address provided.

  5. Recipient Email Addresses

    List the email address where you want the documents to be sent. This can be a single email address or multiple email addresses for various recipients.

  6. Saving and Activating Workflow

    After configuring your workflow settings, save them and activate the workflow.

  7. Review and Adjustment

    At any time, you can review and adjust your automated workflow settings. This includes modifying document types, filters, delivery frequency, timing, and recipient email addresses.

How will I receive the documents?

The documents will be attached to an email. Typically, each document will be attached individually, but workflows with many documents will be compressed into a ZIP file.

Do recipients need to have a Mothership account?

Document Workflow recipients are not required to have a Mothership account. Recurring workflows are an easy way to keep all of your shipment stakeholders in the loop.

What are the document types I can include in my workflow?

You can include a variety of document types, such as BOLs, Invoices, DRs, and Inspection Reports. Choose the ones that are relevant to your workflow.

Can I change the delivery frequency and timing after setting up the workflow?

Yes, you can modify the delivery frequency and timing whenever necessary. Workflows are flexible to accommodate your evolving needs.

Using Document workflows to create scheduled invoice reports

Accounting teams frequently use the feature to easily customize and schedule a weekly invoice statement. Here's how it works:

Head to Reporting and click '+ Add.'

Name the workflow.

Select 'Invoices' and 'CSV file.'

Select 'All shipments.'

Select the preferred cadence to receive the file.

Add all users who need to receive the file.

The report will be emailed directly to your recipients as a .CSV attachment. It will contain key data from your invoices, including links directly to BOLs and PODs for your shipments. You can update these workflows at any time, ensuring your team gets exactly what they need, when they need it.

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