Click on the video below for a full walkthrough on how to add a workflow task
Tasks are used to establish a consistent workflow from order creation to invoicing. Tasks can be configured based on internal preferences and automation needs.
π Key Terminology
Task: A unit of work or automated process used across orders, trips, and invoices.
POD (Proof of Delivery): A document confirming that goods were delivered successfully.
CMR: A transport document for international road freight (Convention relative au contrat de transport international de marchandises par route).
Trip Contacts: Recipients linked to a trip who can receive automated emails or updates.
Auto-generate: Enables tasks to trigger automatically when specific conditions (e.g., order creation) are met.
Manual Task: A task that requires user intervention to complete.
Recipient Roles: Contact groups such as Operations or Customer used for automated notifications.
π¨ Setting Up Tasks
Navigate to Configuration
Click on Configuration in the main menu.
Access Tasks
Select Tasks in the header.
Choose a Category
Tasks can be configured for:
Orders
Bookings
Trips
Invoices
Click on a category on the left-hand side to edit or add tasks.
π Task Configuration Details
When creating or editing a task, complete the following fields:
Responsible Person β Assign the person or role managing the task.
Schedule β Define when the task should be triggered.
Recipient Roles β Choose roles such as Operations or Customer contacts for email notifications.
Roles are defined under Customer/Subcontractor > Page-Contacts.
Completion Method β Select whether the task should be completed manually or automatically.
Automation β
To enable automatic triggering (e.g., when an order is created), set the task to Auto-generate.
Ensure linked mailboxes and recipient contact details are correctly configured.
βοΈ Configuring Contact-Based Automation for Trips
You can add contacts directly to a trip to ensure the correct people receive trip-related communications (e.g., POD/CMR emails).
Steps:
1.) Enable Contact Emails
Go to Configuration β Additional Fields.
Under Trips, activate the field Contact emails.
This makes contact email addresses visible in trip details.
2.) Configure Contact Task
Go to Configuration β Tasks.
From Trip Tasks, select or add an email task.
In the Addressed To field, select Trip Contacts.
π‘ Tip:
For automating POD/CMR email sending:
Create a Contact Task that triggers only once required documents (POD/CMR) are available.
Remember: Updates to recipient emails or configurations after an order is created do not retroactively apply to existing orders.
Automation applies only to new orders created after configuration.
Configuration Example
Setting | Default (Manual) | Automated Configuration |
Task Name | Send POD Email | Auto-send POD Email |
Trigger | User manually marks delivery as complete | Automatically triggers when POD uploaded |
Recipient | Customer Service | Trip Contacts |
Completion | Manual | Auto-complete |
Linked Mailbox | Not configured | βOperations@company.comβ configured |
Document Type | Not set | POD/CMR required before sending |
π§° Monitoring and Using Tasks
Once created, tasks are visible across the app:
Order pages
Trip pages
Invoice views
New tasks appear only for newly created orders or trips after configuration.
If automated notifications (like POD emails) do not send, check:
Whether the task was set to manual instead of automated.
Whether email configuration or contact details are correct.
Manually Triggering Tasks
For older orders created before automation was set up:
Go to the Order List Page.
Hover over the order name.
Trigger one of the shown tasks manually.
This allows you to send delayed or missed automated emails (like POD emails) for historical orders.
π Use case
A customer configures a task to automatically email the signed POD and CMR to the customer immediately after the driver uploads the documents at the delivery stop.
Every time an automated email is successfully sent to a customer, a completed task is logged on the Order Page, creating a simple, auditable timeline of customer communication.