Document Options

Document Options represent a group of logos, email templates, instructional text, terms and conditions, and footer text specific to a Mode and/or User. The following documents are generated based on the selected Document Options record.

1. Bill of Lading Email and PDF Documents

2. Carrier Applications

3. Carrier Quote Request Email and PDF Documents

4. Carrier Rate and Load Confirmation Email and PDF Documents

5. Customer Invoice Email and PDF Documents

6. Customer Invoice Batch Email and PDF Documents

7. Customer Quote Confirmation Email and PDF Documents

8. Driver/Fleet Driver Load Confirmation Email and PDF Documents

9. Carrier Email Loop Emails

   1. Carrier Document Request

   2. Carrier Load Request

   3. Carrier Load Tender

10. IFTA Reports

11. PAPS Cover Sheets

12. PARS Cover Sheets

13. Remove Carrier Email

14. Shipping Labels

15. Vendor Rate documents

16. Warehouse Loading forms

    1. Warehouse Loading Forms are only available on Ocean FCL and LCL Mode Loads.

Note: Only one Document Options record should have the Global Defaults field Checked.

• Mode

• User record field

Common TMS scenarios include the following examples:

• One Global Default Document Options record serves for the entire company.

• Division/Office-specific logos and legal text requiring distinct Document Options records.

• Mode-specific logos and legal text for different groups (LTL versus Truckload) within a brokerage.

Create Document Options records as required.

Enter values for all fields on at least the Global Document Options record.

Document Options Selection Criteria

View and create Document Options from the TMS Admin → Document Options link.

Create Document Options records to control how records are generated. Select a Document Options record from the list allows the user to edit the record fields.

The list of Document Options and Document Options Selection Criterion records is displayed. Document Options Selection Criteria may be used to control the Document Options record to use for a Mode and/or User field.

In the example screenshot, there are two Document Options records and one Document Options Selection Criteria to use the non-Global Default record for a specific User.

This example record indicates that the Division One Document Option record is used when the following occurs.

• The Mode is LTL.

• The User Division field is LTL.

If this criterion evaluates to False, the Global Document Options record is used to generate documents and emails.

Document Options Cascade

Document Options work in a “cascade” fashion. If a field for a Document Option record is missing, the Global Default record value is used. This allows the creation of “sparse” Document Options records without having to reenter all the Global Default field values that are required.

For example, if the only difference between the Global Default record and a Mode-specific record is the BOL Legal Text, the only requirement is to enter that one different field on the Mode-specific record.  

General Info

The following fields define the Document Options record.

• Name

  • The unique record identifier.

• Global Defaults

  • Only Check one Document Option record.

• Mask Shipper/Consignee on Carrier RFQ

  • Check to hide the Shipper/Consignee fields from Carriers on email Quote Request. Hidden fields are the following.

    • Name

    • Street Address

    • Reference

    • Contact Information

• Mask Shipper/Consignee on Carrier Tender

  • Check to hide the Shipper/Consignee fields from Carriers on email Carrier Rate and Load Confirmation document until after a Load Tender is Accepted.

    • Name

    • Street Address

    • Reference

    • Contact Information

The Bill of Lading is not sent until a Load Tender is Accepted if this field is Checked.

• No Documents Until Tender Accepted

  • Check to not send RFQ or Tender documents to the Carrier by email until the Tender is accepted.

• One-Click Carrier Quote Tender Response

  • Check this field to allow email recipients to Accept or Decline a Load Tender with one click directly from the email.

    When this field is Checked the risk of bot-triggered responses increases. Bots may trigger the Accept or Decline of a Carrier Quote Tender.

• One-Click Customer Quote Response

  • Check this field to allow email recipients to Accept or Decline a Customer Quote with one click directly from the email.

    When this field is Checked the risk of bot-triggered responses increases. Bots may trigger the Accept or Decline of a Customer Quote.

• Document Logo

  • Choose a logo image that appears on all documents.

• Document Account

  • This field populates documents with the Account Name and Address with the TMS user company referenced.

• Default Carrier Bill To

  • This field populates the Load Carrier Bill To field automatically after Tendering.

• Suppress HazMat Column

  • Hide the HazMat column for all documents for non-HazMat Loads.

• Suppress NMFC Columns

  • Hide the NMFC columns on all documents if the fields contain no value.

• Itemize Carrier Quote Accessorials

  • Check to require Carriers to enter itemized accessorial charges on Email RFQ email links.

• Enable Assign Carrier On Tender Option

  • Check to Assign Carriers when a Tender email is accepted by the Carrier.

• Request Tender Decline Reason

  • Check to require a User to enter a reason when a Load is Declined.

Email Templates

The Email Templates section controls which email template is used for an email message and the cascade logic for the Reply To field.

When sending email messages, the following cascade logic controls which address is selected in the Reply To field.

1. Reply To Email

2. Reply To User

   1. Lookup fields for the Fleet Driver Confirm Email Template are to the Trip Plan.

   2. Lookup fields for all Email Templates except the Driver Confirm are to the Load.

      1. Custom lookup fields to the Load are supported.

3. Reply To OWEA

Set the above fields for each of the following Email Template types.

• Customer Load Confirm

• Customer Invoice

• Customer Invoice Batch

• Carrier Quotation Request

• Carrier Load Tender

• Carrier Load Tender Updated Documents

  • The Carrier Load Tender Updated Documents follows the Carrier Load Tender settings.

• Carrier Load Tender with Assignment

  • The Carrier Load Tender with Assignment follows the Carrier Load Tender settings.

• Carrier Load Status

• Carrier Load Status Batch

  • The Carrier load Status Batch follows the Carrier Load Status settings.

• Carrier Document Request

  • The Carrier Document Request follows the Carrier Load Status settings.

• Driver Load Confirm

• Remove Carrier

• Fleet Driver Confirm

Customize Email Templates

Customize and edit each TMS email template as necessary.

1. From the App Launcher, search for Email Templates.

2. Select the appropriate folder and find the Email Template to customize or edit.

3. Choose the Email Template name.

4. From the Email Template record, click the Edit in Builder button.

5. Apply changes in the Email Template Builder and when finished click Save.

Community Configuration Settings

Enter text into the following fields to include on documents and in TMS locations.

• Customer Quote Landing Page Message

• Customer Load Confirm Accept Message

• Customer Confirm Decline Message

• Carrier Book It Message

• Carrier Quote Submit Message

• Carrier Quote Footer

• Carrier Load Tender Instructions

• Carrier Load Tender Footer

• Carrier Quote Tender Landing Message

• Carrier Load Confirm Accept Message

• Carrier Load Confirm Decline Message

• Carrier RFQ Load Board Instructions

• Carrier Load List Instructions

• Carrier Stop Status Instructions

• Carrier Stop Status Footer

• Carrier Settlement Instructions

• Driver Decline Message

Document Specific Settings

Partially or completely override the appearance of documents produced by the TMS. The documents that are customizable are the following.

1. Bill of Lading

2. Carrier Application

3. Carrier Quotation Request

4. Carrier Rate and Load Confirmation

5. Customer Invoice

6. Customer Invoice Batch

7. Customer Rate and Load Confirmation

8. Driver Load Confirmation

9. IFTA Individual Report

10. IFTA Report

11. Ocean Bill of Lading (Ocean FCL mode loads)

12. PAPS Cover Sheet

13. PARS Cover Sheet

14. Shipping Label

15. Vendor Rate Confirmation

16. Warehouse Loading Form

A TMS Admin → Configuration setting impacts all Carrier-facing documents. The Display Shipping/Receiving Hours setting controls whether the Shipping/Receiving Hours are displayed on the documents.

Select the document to configure.

The following documents display a note in the Stop header when a location is both a Pickup and Delivery. “Note: this is a Round Trip Load.”

• Carrier Rate and Load Confirmation

• Carrier Quotation Request

• Customer Rate and Load Confirmation

• Driver Load Confirmation

Click the Show Preview button to obtain immediate visual feedback on the changes that are made. Click on the text to enter edit mode.

Click the Add Field button to add Customer Quote, Carrier Quote, Load, Stop, and Line Item fields to the documents that support field additions.

Choose a Document Logo Override for a document-specific logo image different from the default logo. Click the Suppress Logo checkbox to suppress the logo image on a given document. Click Suppress Expected Delivery Date to suppress this field on the BOL document for LTL loads only.

Warning

Make sure to click the Save button after making changes to any document before continuing to the next document.

The language a PDF document is rendered in is based on the Language field setting on the customer/Carrier Transportation Profile record. Translate all labels found in the documents using the Translation Workbench to generate non-English versions of the documents.

Overrides/Additions

Add any Load, Stop, and Line Item fields to many of the documents. Add any Customer Quote fields to the Customer Quote document only, and Carrier Quote fields to the BOL document only.

The HazMat and NMFC sections of documents may be hidden (if these fields are not relevant to a Load).  

The logo image may be changed or hidden on a per-document basis.

Adding “flex fields” to documents that appear on the Customer Portal or Email Loop site (such as Customer Invoice and BOL) requires making those fields accessible to the related external security profile.

Document Options Load Field

The Document Options Load field is auto-populated during the email or fax Tender process. This can be manually overridden later to send out (for example) a customer invoice with a different logo. 

Before Tendering, the Document Options record is selected based on the Document Options Selection Criteria.

Load-Specific Bill of Lading PDF Filename and Field Overrides

On a load-by-load basis, it is possible to override values for the Filename and certain fields on the Bill of Lading .PDF. These overrides produce Blind or Double-Blind BoL documents from the TMS. It is also possible to hide extra accessorial information from uninterested parties on the BoL for the Load. Lastly, the ‘Third Party Freight Charges Bill To’ section of the BoL can ­be overridden to make it appear to the Carrier as if they are working exclusively with the customer for which they have specific pricing. The fields that can be overridden are:

• Ship From Name

• Ship From Address

• Ship From City/State/Zip

• Ship To Name

• Ship To Address

• Ship To City/State/Zip

• Third Party Bill To Name

• Third Party Bill To Address

• Third Party Bill To City/State/Zip

• Special Instructions

• Carrier Name

Generate Load documents and add field overrides from the Document Generation LWC.

The SID#, CID#, and FOB fields on the Bill of Lading document are static fields and not derived from the TMS.

Custom Document Formats

Replace the (already highly-configurable) TMS document formats with custom Visualforce pages as desired at the Document Options/Document Type level: 

The extension controller must be present and different than the extension controller used by the out-of-the-box Visualforce page.

Troubleshooting Document Options Errors

Warning: Generating a Bill of Lading (BOL) document does not populate the fields correctly. BOL documents are cut off and Carrier names aren’t included.

When using a string of numbers in any field used on the Bill of Lading (BOL) document, a space must be added between the comma and the following number for the document to be generated with proper formatting.

Issue

Generating a Bill of Lading (BOL) document does not populate the fields correctly. Bill of Lading documents are cut off and Carrier names aren’t included.

Resolution

When using a string of numbers in any field used on the Bill of Lading (BOL) document, a space must be added between the comma and the following number. 

Incorrect formatting of Bill of Lading document

Document generated properly (added spaces between comma and following number)

Warning: When generating a Customer Rate Quote document, the Account field is not populated and instead users see Please Configure Document Account.

This information comes from the Account in the Document Account lookup field in the Document Options. There is no value in this field, which displays Please Configure Document Account.

Issue

Generating a Customer Rate Quote document displays the phrase Please Configure Document Account in the Account field.

Resolution

This information comes from the Account in the Document Account lookup field in the Document Options. There is no value in this field, which displays Please Configure Document Account. Add a value to the Document Account field.

Previewing a Customer Quote Rate Confirmation and a user encounters the “Count not resolve field “ from <apex:outputField> value binding” error.

Error: Carrier Quote

Could not resolve field “from <apex:outputField> value binding in page rtms:carrierandloadconfirmation.

• This error occurs when a user profile does not have access to TMS Document Fields.

  • Navigate to Setup, Profiles. Select the appropriate profile.

  • Find TMS Document Fields. Grant Create, Read, and Edit access for the profile.

• A permission set may be created and assigned to the User to grant TMS Document Fields access, as well.

Error when attempting to preview the Bill of Lading document: ‘This content is blocked. Contact the site owner to fix the issue.’

The following changes must be made to the web browser:

Google Chrome:

Access the browser settings.

Settings → Privacy and Security → Site Settings → Additional Settings → PDF Documents

Change the settings to open .PDFs in Chrome, not to download .PDFs.

Microsoft Edge:

Access the browser settings.

Settings → Cookies and Site Permissions → .PDF Documents

Change the settings to turn off Always download .PDF files. Turn on .PDF view settings.