Workflow &

Tracking
Overview

Version Created Date

Workflow & Tracking Overview V1.1 10/15/2019
Table of
Contents
1 Introduction and Disclaimer .............................................................................................................. 3
2 Location and Use ................................................................................................................................. 3
3 Workflow Definitions ......................................................................................................................... 4
3.1 Tasks ................................................................................................................................................................................................ 4
3.2 Milestones...................................................................................................................................................................................... 4
3.3 Exceptions...................................................................................................................................................................................... 4
3.4 Triggers ........................................................................................................................................................................................... 4
4 Workflow Templates .......................................................................................................................... 5
4.1 What is a Workflow template? .............................................................................................................................................. 5
4.2 Accessing Workflow Templates ............................................................................................................................................ 5
4.3 Creating a New Workflow Template ................................................................................................................................... 5
Details ................................................................................................................................................................................ 6
Tasks, Milestones and Triggers Common fields: ............................................................................................... 7
Screen Layout ................................................................................................................................................................. 9
Custom Fields .............................................................................................................................................................. 10
5 Viewing Open Items ......................................................................................................................... 11
5.1 Accessing Open Items............................................................................................................................................................ 11
5.2 Viewing Open Items ............................................................................................................................................................... 11
5.3 Completing open tasks.......................................................................................................................................................... 12
6 WebTracker and Reports .................................................................................................................. 13
6.1 WebTracker ................................................................................................................................................................................ 13
6.2 Workflow Exception Report ................................................................................................................................................. 14
1 Introduction and Disclaimer

This process is a suggestion and may not match all/any suggestions found in WiseTech videos or provided by
the WiseTech help desk. This guide is meant to enhance and condense the WiseTech Global documentation - it
is not intended to be comprehensive. Refer to the individual documentation and videos on the WiseTech page
for complete information from WiseTech.
Additional information is available in Lading Workshops, or in private sessions with your
company – contact the Lading training department at [email protected]/ to
schedule your session.

2 Location and Use

Workflow is in almost all sections of CargoWise One including, but not limited to the following:
• Operate>Forwarding>Bookings
• Operate>Forwarding> Shipments
• Operate>Forwarding> Consolidations
• Operate>Order Manager> Orders
• Operate>Customs >Customs Declarations
• Operate >Warehouse >Receipts
• Operate >Warehouse >Customs
• Manage>Sales and Marketing> Opportunity
Management
• Manage >Receivables > Receivables
Transactions
• Manage >Payables > Payables Transactions

The rules and definitions described below apply to all aspects of Workflow and Tracking:
3 Workflow Definitions

3.1 Tasks
Tasks are functions or processes within a job assigned to a single or group of users for timely
completion and can provide each user or group with a daily “To Do” list.
In most cases, tasks need to be manually marked as completed within the system after the
associated task has been completed. In some cases, you can set a milestone to complete a
task – see your Lading expert for more details.

3.2 Milestones
Milestones are key dates in the life cycle of a job. Milestone dates may be published (as in
the case of those dates we wish to display on WebTracker) or used internally.
Published milestones dates are visible to your client base using the WebTracker product
and are used to display key shipment milestones, for example Pick Up Date.
Unpublished milestone dates are key dates in the lifecycle of a shipment used internally to
measure performance and generate KPIs (Key Performance Indicators).

3.3 Exceptions
Exceptions are caused when milestones are not
completed within the timeframe determined in the
workflow. Any milestone exceptions are notified via
the “red bell” on the Workflow Tab.
To resolve the exception, complete the missing data
field in the appropriate place and the exception will
disappear.

3.4 Triggers
Triggers start something in motion, but unlike milestones, can happen more than
once – and are used in conjunction with milestones and exceptions to automate
features and functions on completion (or lack thereof) of a milestone. An example
of this would be automatically sending an arrival notice to the consignee when
the Actual Arrival date is entered within the system or sending a notification to a
manager if actual date is not entered by the estimated date.
4 Workflow Templates

4.1 What is a Workflow template?

Workflow is where your defined processes are laid out within CargoWise, for use by end users - this can be
done in 3 ways:
• Workflow Templates – These define processes through assigning tasks, milestones and triggers to
assure process are clearly defined and followed
• Screen Layout – This allows companies to place important information in locations that make sense to
them
• Custom Fields – Allows companies to add company specific information to screens

4.2 Accessing Workflow Templates

To access Workflow Templates, go to Maintain>Workflow
Manager>Workflow Templates
Lading strongly recommends the following:
• That the number of users with access to
create/edit data in this section be limited to
administrators ONLY information edited here can
radically affect your database
• Any changes made in workflow templates be done in your
TEST database first. Verify your results are as desired BEFORE
making changes to your live database.

4.3 Creating a New Workflow Template

Lading recommends you do NOT create a new

template – rather, find system the template most
similar to the case you would like to edit it and
copy it. System templates (created by CargoWise)
are checked as such.

Right click in the gutter to the right the template you would like to
copy, then select “copy”
 Details
Records will follow the most detailed template – that is the one with the most matching
criteria - for example, in the image below – There are two templates for import Sea Freight
– the circled one will work for the client CLITESLCO ONLY

Name
Name of template must be unique. Type choose type of template

Process Type
Select Process Type (Shipment, Quotation, AR Invoice, etc.)

Client
Entering information here will define the Template for this client ONLY

Transport Mode
Entering information here will define the Template for this mode ONLY

Direction
Entering information here will define the Template for this direction (Import, Export, Domestic) ONLY

Branch
Entering information here will define the Template for this branch ONLY
Department
Entering information here will define the Template for this department ONLY

Active
UNCHECK this box to de-activate a Template

Global, Partial and Universal Template Check Boxes

Global - Available to all companies
Partial – used when you want to apply the workflow template through a milestone or trigger action. Universal -
runs across all modes and types
Universal - allows you to set up triggers that will apply to all jobs with a particular process type.

Origin
Entering a country or UNLOCO code here will define the Template for this origin ONLY

Destination
Entering a country or UNLOCO code here will define the Template for this destination ONLY

Tasks, Milestones and Triggers Common fields:

There are some common fields to all 3 screens which are described below:
Fallback Method
There are three choices: these will determine if a template will
“fallback” to a more basic template

Description
A description of the item itself

Sequence
The sequence of which these items will be shown and expected to be completed
It is sometimes useful to use increments of 10 (10,20,30,40 etc.) when sequencing items – that
way if something needs to be added between 2 items (example between 20 and 30) it can
simply be numbered “25” without having to edit the sequence of all items beneath it.

Reminder
If checked will provide a reminder to the Staff/Group assigned

Staff/Group
May be used to assign to to a specific Staff or Group member(s)

Event Code
May be used to tie a line item to a specific event

Exception
Exceptions may be created for a line item should an
exception occur.

Exp./Imp. Country
Will restrict a line item to a specific Export or Import Country
Trigger Condition and Value
If a trigger condition is entered to make the milestone or trigger more specific. Values are created via
parameters. For more information on parameters, – see your Lading expert for more details.

Template Conditions
These will restrict templates based on conditions selected. In the example below, the two line items are
different, depending on if it is an export shipment, then further defined by import or export shipments.

Screen Layout
This can be used to define how a screen will appear based on the type of template.

Visible
Items can be added/removed based on checking the “Visible” box.

Be sure all required fields (as set in the registry) are set as visible, without doing this, a
record cannot be saved.

Tab
Determines which tab the items will appear. (In this case, Ocean Import Shipment)

Placement
Determines which part of the screen the item will appear. (In this case, Ocean Import Shipment)

Row
Determines which row the item will appear on the screen. (In this case, Ocean Import Shipment)
Custom Fields
Custom fields can be added
to this screen and will be
shown on the select type of
record. (In this case, Ocean
Import Shipment)
5 Viewing Open Items

5.1 Accessing Open Items

You may access open items by going to Manage>Workflow
Process > Task List

5.2 Viewing Open Items

To view items, use the search criteria to find the type of
items you’re looking for (in the example below, overdue
items)
5.3 Completing open tasks
Task may be completed by double clicking on them, then entering completed time and changing task status.
Click “Save” when done.
6 WebTracker and Reports

6.1 WebTracker
In WebTracker, clients can see Milestone Dates, when selected/ Dates will be seen with a Color Legends
(below). Estimated dates are populated in the date fields within EDI, then change once the actual date is
entered. Estimates dates will be shown in Italics.
The colors indicate information as follows:
6.2 Workflow Exception Report
The Workflow Exception Report can be seen by going to
Manage>Workflow & Process>Reports

The only required fields are Exception dates: