Trip Plan Validations

A Trip Plan Validation is a type of data verification record that checks whether your Trip Plans, Drivers, and Fleet Assets are configured accurately and prevents process flow errors when building Trip Plans.

Caution: Any active Trip Plans that were in progress before the validation records were created that would affect the trips will warn or prevent users from saving or dispatching them until the hard validation issues are resolved.

For Trip Plans in Dispatched or Pending Final status, users will not be able to enter actuals and save to complete the Trip Plan until the hard validation issues are resolved.

These validations run when opening or saving a Trip Plan in the Trip Planner Lightning Web Component (LWC), as well as when dispatching a Trip Plan Segment in the LWC. Validations are shown only for active Trip Plans—once a Trip Plan has a Completed or Canceled status, the validation banner disappears.

Create these validation rules in the Carrier Transportation Profile used by the Company/Division Account for the Driver and Fleet Asset records.

Caution: Only create Trip Plan Validation records that primarily apply for the Company/Division on the Transportation Profile.

The number of validations impacts the speed the Trip Planner LWC is opened and saved. The most impactful validation types are:

• Overlapping Trip Plans

• Calendar Events

• Trailer Action

Alert Types

A Trip Plan Validation record can have one of two Alert Types: Soft or Hard.

The banner in the Trip Planner LWC and the alert list introduction in bold change based on the alert type triggered when opening or saving a Trip Plan.

If the Trip Plan triggers both soft and hard alerts, the banner displays as a hard alert, but the failed validations show both alert types to differentiate between them.

Multi-Segment Note: The banner appears above the Trip Plan Segment that triggered the validation check. For Trip Plans with multiple segments, each banner displays the list of warnings and errors that are specific to that segment.

If the alert message includes a date, it formats it based on the User’s Locale setting. For example, if the user’s locale is English (United States), the message will format the date as (MM/DD/YYYY), whereas if the user’s locale is English (United Kingdom), the message will format the date as (DD/MM/YYYY).

Trip Plan Validation Caution: As part of implementation, customers may want to initially configure Trip Plan Validations as soft validations instead of hard validations. This allows users to continue operational workflows while identifying missing or invalid date and understanding which scenarios trigger validation alerts.

Any active Trip Plans that were in progress before the validation records were created that would affect the trips will warn or prevent users from saving or dispatching them until the hard validation issues are resolved.

For Trip Plans in Dispatched or Pending Final status, users will not be able to enter actuals and save to complete the Trip Plan until the hard validation issues are resolved.

Soft Alerts

For soft alerts, an orange banner appears indicating that at least one soft validation has been triggered, and the failed checks can be viewed via the link in the banner. The orange banner appears only when all validation checks for that Trip Plan Segment are soft alert types.

Clicking the link to view the failed validations opens a modal that lists all soft alerts triggered for the Trip Plan. The alert list introduction recommends reviewing the activated validation checks, as soft alerts do not prevent you from dispatching the Trip Plan Segment.

Hard Alerts

For hard alerts, a red banner appears, indicating that at least one hard validation has been triggered and that the failed checks can be viewed via the link in the banner.

Clicking the link to view the failed validations opens a modal that lists all hard alerts triggered for the Trip Plan. The alert list introduction warns that the following activated validation checks will prevent you from dispatching the Trip Plan Segment until the error is fixed.

While these validations are active, the Dispatch button does not render when the Trip Plan Segment status is Configured. Manually changing the Status field for the segment prevents saving the Trip Plan and prevents redispatching or undispatching a Driver until the validation alerts are addressed.

Validation Type Logic

The possible validations listed in the banner display a message based on the Validation Type and additional conditions, such as dates.

Use the following flowcharts and screenshots to see how these Trip Plan Validation types are triggered in the TMS.

Note: The flowcharts assume that the End Date/Time field on the last Trip Plan Leg record has a value.

Caution: If the last Trip Plan Leg for a Trip Plan Segment does not have a value in the End Date/Time field (Appointment Date) on the leg’s record, then the value in the Start Date/Time field (Due Out) is used instead.

If no times are provided along with the dates, the system defaults the time for the Start and End Date/Time to noon (12:00 PM).

If both fields on the last Trip Plan Leg are blank, then the following Trip Plan Validations are not checked:

• CDL

• Medical Cert

• License

• Hazmat Cert

• T-Endorsement for Towing Double/Triple Trailers

• Tanker

• Border Crossing

• Port

• Out of Service

• Registration Expiration

The Date/Time fields are only populated once a location is selected and saved for both the Start Type and End Type in the Trip Planner LWC.

Driver

Some validations depend on specific fields in the Driver record, while others depend on the Expiration Date field of the Travel Credential records related to the Driver.

The Trip Plan Validations for a Driver come from the Transportation Profile with the following relationship:

Contact field on the Driver record
↓
Account Name field on the Contact record
↓
Transportation Profile field on the Account record

Validation on Driver Record

The following fields on the Driver record are checked for their respective validation type.

The CDL, Medical Cert, and License validation messages can change based on whether the field is blank and whether the expiration date has passed today’s date.

Note: For the CDL, Medical Cert, and License validations, the Driver’s expiration date fields are not inclusive. That is, if the last leg’s end date (or if blank, the last leg’s start date) is the same as the Driver’s expiration date, the validation will not trigger.

Validation on Travel Credential Record

These Trip Plan Validations review specific types of Travel Credentials and their expiration date. Create or update these Travel Credentials with the Travel Credentials for Parent Contact related list in the Driver record.

The following Validation Types check for specific Travel Credential types and Trip Plan Segment conditions.

Note: For the Port validation type, TWIC cards are only required in the United States.

Users operating at ports outside of the U.S. will not want to enable this validation. This validation does not have a country filter.

The Trip Plan Validation checks the Expiration Date field on the Travel Credential record associated with the Driver. At least one type of Travel Credential must be valid to not trigger a validation warning/error when opening the Trip Planner LWC.

Caution: If the Expiration Date field on the Travel Credential record is blank, the validation alert will be triggered and uses the Alert Type with the following message:

“{Validation Type} is missing the expiration date for {Driver Name}”

Fleet Asset

Some validations depend on specific fields in the Fleet Asset record for any asset type, while others are focused on Trailer-specific Fleet Asset types (also known as Trip Plan Leg Asset).

The Trip Plan Validations for a Fleet Asset come from the Transportation Profile with the following relationship:

Company/Division field on the Fleet Asset record
↓
Transportation Profile field on the Account record

Validation on Fleet Asset Record

The following fields on the Fleet Asset record are checked for their respective validation type.

The Registration Expiration validation message can change based on whether the field is blank and whether the expiration date has passed today’s date.

Note: For the Out of Service Date and Registration Expiration validations, the Fleet Asset’s expiration date fields are not inclusive. That is, if the last leg’s end date (or if blank, the last leg’s start date) is the same as the Fleet Asset’s expiration date, the validation will not trigger.

Caution: If the Out of Service Date field is blank for the validation, the validation alert will not be triggered, even if the Status of the Fleet Asset is Out of Service.

Validation on Trailer-Type Fleet Assets

These Trip Plan Validations review specific types of Fleet Assets that are attached to Trip Plan Legs, known as Trip Plan Leg Assets. These Fleet Assets will be referred to as Trailers throughout this section.

The following Validation Types check for specific conditions to trigger the alert.

The following screenshots illustrate the different possible scenarios that the Trailer Action validation checks.

When checking the Action for a multi-segment Trip Plan or across different Trip Plans, use the following table to see the valid Trailer actions when moving a Trailer from one segment to another.

Valid Trailer Action Flow

Caution: The Trailer Action validations trigger for the Action/Cargo Status flow when the following are true:

• The previous to next Trailer Action is invalid across Trip Plan Segments OR Trip Plan Legs within a segment

• If a trailer is used across Trip Plan Segments, at least one date (Due Out or Appointment Date) must be provided in the previous segment

• At least one Due Out date needs to be provided in a leg of the current segment to check the Trailer Action flow validation from the last leg of the  previous segment and next legs in the current segment

If these conditions are not met, the Trailer Action validation will not be triggered.

Note: If more than 1,000 Trip Plan Leg records are returned for a specific Trailer with the same Calculated Datetime value while using the Trailer Action validation rule, a message is shown stating “More than 1000 most recent Trip Plan Legs found for trailer action validation: Segment {Segment Number}. Validation may not be fully accurate.”

Dispatch Trip Plan Segment

These Trip Plan Validations check whether the Driver or Power Unit is already on a dispatched Trip Plan Segment, or whether a Trailer (or any other Trip Plan Leg Asset) to be hooked to a Power Unit is within a 1-mile radius of the pickup location before dispatching the segment.

Caution: These validations prevent dispatching a Trip Plan Segment only when the Dispatch button is selected, not by manually changing the Trip Plan Segment Status to Dispatched.

Overlapping Dates

Two Trip Plan Validations can check whether a record has an overlapping date range:

• Overlapping Trip Plans: This validation checks whether any Drivers, Fleet Assets, or Loads on a Trip Plan have an overlapping date range with another Trip Plan Segment (either on the same Trip Plan or a different Trip Plan).

  Note: If any Transportation Profile in the TMS has an Overlapping Trip Plans validation record, then any Loads on a Trip Plan Segment that have an overlapping date range with another Trip Plan Segment will trigger an alert.

• Calendar Events: This validation checks whether a Driver or Fleet Asset has a Fleet Calendar Entry (such as PTO or Maintenance) and whether the calendar date overlaps with a Trip Plan.

The Trip Plan Segments with an overlapping date range that do not have a Status set to Configured or Dispatched will trigger a validation alert.

Caution: If the last leg on the previous Trip Plan Segment record does not have a value in the End Date/Time field (Appointment Date), then the Start Date/Time field (Due Out) is used instead. If no times are provided along with the dates, the system defaults the time for the Start and End Date/Time to noon (12:00 PM).

If two Trip Plan Segments have the same Due Out date but with no time entered, the overlapping Trip Plan Validation will trigger, since both will overlap by the same date and time. If explicit Due Out times are entered—for example, 8:00 PM for Segment 1 and 12:00 PM for Segment 2—the validation will not trigger because the times do not overlap.

If a Trip Plan Segment has only one leg, then the overlapping date range is one day, for example, April 23rd to April 23rd.

For the Overlapping Trip Plans Validation, both segments must have either a Configured or Dispatched status, and only the previous segment receives the validation alerts.

Warning

The overlapping validations will not trigger if any of the following are true:

• If the last leg of the current Trip Plan Segment does not have an Appointment Date or Due Out date

• If the current Trip Plan Segment record does not have a value in the Start Date/Time field. This field is derived from the earliest Due Out date out of all the Trip Plan Legs of the segment