Process Steps in Freightools
Process Steps ensure that every shipment task is executed in a structured, timely, and traceable manner.
They function as the operational checklist of the shipment — controlling responsibilities, deadlines, and execution tools.
1️⃣ Purpose of Process Steps
Process Steps are designed to:
- Ensure all shipment tasks are completed
- Create operational accountability
- Prevent missed actions
- Standardize workflows across the company
They can be applied at CS (House) and SO (Master) level, depending on operational structure.
2️⃣ Flexible Configuration Per Company
Each company defines its own Process Steps according to its operational logic.
Configuration can vary by:
- Service Mix (Ocean FCL, LCL, Air Freight, etc.)
- Service Trade (Import, Export, Cross, Domestic)
- Country
- Specific Customer
This allows highly customized workflows.
Configuration is managed through the Service Mix settings.
A dedicated configuration article covers this setup in detail.
3️⃣ Execution Tools Within a Process Step
Each Process Step can include one or multiple Execution Tools.
Execution Tools are designed to help the operator complete the task efficiently.
They may include:
- Linked printouts
- Email templates
- Integrations
- Operational actions
Instead of manually searching for documents or templates, the user completes the task directly within the structured step.
This reduces operational friction and standardizes output.
4️⃣ Expected Date Logic
Every Process Step contains an Expected Date.
This is the deadline by which the step must be completed.
The Expected Date is calculated based on shipment milestone dates such as:
- Shipment Creation Date
- Booking Date
- ETD
- ETA
- Delivery
You can define the calculation relative to these dates.
Example
If the step should be completed one day before arrival:
- Base date: ETA
- Offset: −1 day
This means the step will automatically be scheduled for one day before ETA.
If shipment dates change, and the step is configured for automatic update, the expected date will adjust accordingly.
5️⃣ Completing a Process Step
Once the operator finishes all required execution tools:
- Click Confirm Step.
The system will:
- Record the user name
- Record a timestamp
- Mark the step as completed
A note can be added during confirmation if additional explanation is required.
6️⃣ Manual Adjustments
Editing the Date
If operational reality differs from the calculated date:
- The step can be manually edited.
- The Expected Date can be changed.
Excluding a Step
If a step is not relevant for a specific shipment:
- Change the status to Exclude.
This removes it from the active workflow without deleting configuration logic.
7️⃣ Step Assignment
Each Process Step is assigned to a user.
Default assignment:
- The execution user of the CS.
However, steps can be pre-configured to be assigned automatically to a specific user role or named user.
This ensures clear ownership of tasks.
8️⃣ Calendar Visibility
All active Process Steps are visible in the system Calendar.
Access:
- Click the Calendar icon (top-right corner of the screen).
From the Calendar, steps can be:
- Filtered by User
- Filtered by Step Name
- Filtered by Active (not yet confirmed)
Clicking on a step in the Calendar opens the related shipment directly.
This provides centralized operational control across all shipments.
9️⃣ Reporting
Process Steps are also available in the:
- SO Execution Steps Report
This report provides management visibility over:
- Open tasks
- Delayed steps
- User workload
- Operational bottlenecks
Structural Logic Summary
Process Steps = Operational control layer.
They connect:
- Shipment dates
- Execution responsibility
- Documentation
- Communication
- Workflow monitoring
They ensure no operational milestone is overlooked.