Classifying Documents with Document Types

Typical document types are for example:

• Collection Signature
• Delivery Signature
• E-mail
• Photo pickup
• Photo delivery

Opening Document Types

Go to Settings > General > Document Type.

The upper table shows the existing document types.

You can select an existing document type or create a new one by clicking New.

Creating or Editing a Document Type

Select an existing document type or click New.

Then maintain the required fields and settings.

Important fields are:

• Name: Name of the document type. This name is shown later when selecting the document type for an uploaded document.
• Style: Optional field for defining the display style of the document link. If used, a CSS style can be entered here.
• Insert Into: Defines whether the document type can be inserted into specific documents, for example into a Bill of Lading.
• X / Y / Width / Height: Position and size information if a document or image should be inserted into another document. These fields are only relevant for special document processes.

Important Settings

The checkboxes on the document type define how documents of this type are used.

• Customer: The document can be relevant or visible for the customer, for example in the customer portal.
• Subcontractor: The document can be relevant for the subcontractor.
• Status X: The document can be shown as a marked or relevant document in the shipment table.
• Invoice: The document can be used as an invoice-relevant document, for example as an additional attachment to an invoice email.
• Customs: The document can be relevant for customs processes.
• Archive: The document is considered for archive purposes.
• Image: The document is treated as an image document, for example for photos or signatures.
• Upload: The document can be used for upload processes.

Which checkboxes should be activated depends on the required process.

Saving the Document Type

After creating or changing the document type, click Save.

The document type can then be used for uploaded documents.

Classifying a Document Manually

A document can be assigned to a document type directly in a shipment.

Go to Shipments > Shipment.

Open the required shipment.

Click Documents in the upper toolbar.

The document window opens. Here you can upload new documents or edit existing documents.

In the document table, you will find the Type column.

Select the required document type, for example:

• Collection Signature
• Delivery Signature
• E-mail
• Goods out Photo
• Goods receipt photo
• Pallet exchange photo
• Photo delivery
• Photo pickup
• Problem Photo

Then click Save to save the assignment.

Marking Documents as Status-Relevant

If a document type is defined as status-relevant, the document can be shown in the shipment table.

For this purpose, a column such as Documents (Marked Status) can be displayed in the shipment table.

If a relevant document is available, an X is shown in the column.

The column can be shown or hidden through Table Settings.

Using Documents for Invoices

If a document type has the Invoice checkbox activated, documents of this type can be relevant for invoice processes.

This can be used, for example, when proof of delivery documents, signatures, or other supporting documents should be sent together with an invoice.

Whether a document is actually sent with an invoice also depends on the invoice and email process used in your system.

Automatic Classification

Depending on your setup, documents can also be classified automatically.

For this, a rule defines which term or code must appear in the file name and which document type should then be assigned automatically.

Example:

If an uploaded file contains a specific name or code, Logistiqo can automatically assign the matching document type, for example Photo pickup or Delivery Signature.

Automatic assignment is maintained under Settings > General > Assign Document Type.

Common Issues

If a document is not displayed or used as expected, check the following points first:

• Is the correct document type created?
• Was the document type selected on the uploaded document?
• Was the change saved in the document window?
• Is the required checkbox activated on the document type, for example Customer, Status X, Invoice, or Image?
• Is the relevant column displayed in the shipment table through Table Settings?
• For automatic assignment, does the file name match the assignment rule?
• Was the correct document type selected in the shipment?

Important Notes

Document types should be named clearly and consistently.

Use names that are easy to understand in daily work, for example:

• Collection Signature
• Delivery Signature
• Photo pickup
• Photo delivery
• Problem Photo

Before saving, check especially:

• name of the document type
• required visibility for customer or subcontractor
• status marking
• invoice relevance
• image or archive usage
• automatic assignment, if used

Summary

Document types control how documents are classified and used in Logistiqo.

The main path for setting up document types is:

Settings > General > Document Type

Documents themselves can be uploaded in a shipment through Documents and assigned to a document type in the Type field.

If documents should be classified automatically, Settings > General > Assign Document Type can also be used.