CargoSnap exists to make it easy to collect various kinds of information from your logistics operations. We store millions of images, forms, documents and keep adding different types of information to the existing possibilities. We hope you love it :-) ! But with all of that information you may add, there are times you need to structure these files.
For example, you use your own reference for your files, but sometimes your customer calls you and refers to their own reference of a shipment (wouldn’t you love it if the whole world would just adopt your references, 😏 ). Well, that makes adding a “customer reference” field to the CargoSnap file very handy, as we will not only store that but allow you to display, report and search those fields. Other examples include an “inspection type”, where you may want to look for pre-loading, storage and post-loading images, or a simple checkbox to say - a case has been “dealt with”. All such options and many more are possible with the Custom Fields option.
Each file may contain as many of your own fields as you need and these fields are “smart” as they can be of various types.
Create the field (tag):
In order to be able to add a field to a file, you first need to define it (you need to be a SuperAdmin to do so; see also User roles and Permissions for more information). Do so by clicking “Global Settings” - and then the tab “Tagging” - and then “New tag”:
Configure your fields with the following settings:
- Tag name – the name under which the field is filed
- Type – a Tag may have various types. Each type is aimed to help make data entry and search easier. Specifically: the “Text” is the default type and will allow any data input (example: “Customer”, or “Material”) the “Number” field will only take numbers as input and when searching, permit you to search on values larger and smaller than, (example: “tonnage”, or “number of boxes”) the “Select” allows you to create a list of values to choose from, (example: “Packaging = cardboard/paper/plastic”) the “Checkbox” is a quick way to let users check the status in a binary way (example: “Claim paid”, or “Approval received”) the “Date” field offers a date picker (example: “ship date”, or “BL date”) the “Geo-fence tag” allows you to automatically add a tag for snaps taken within certain areas, read more about it here, The “File sharing” tag allows you to enter a value and use it to immediately create a file share.
- Available for locations – indicate if the field is useful and relevant to one or all of your defined locations
- Auto-add to new files - when ticked, every new file will automatically contain an (empty) field of this type. Only use it in case your process requires that field to be present (you will see later on that it is easy to add a field on an as-needed basis)
- Color – If you have a preference of color to differentiate a particular field, give it a color of choice.
Click “Save” to store the Field; it is immediately ready to use in your files.
Add a field to a file:
In files, you will now see a new button in each file:
Clicking the “+ TAG” field will allow you to select the specific field you want to add and give it a value.
Click Create, and … hurray - the field and value have been added to your file!
Using fields in search
When you need to find some information and you do not have the specific file reference at hand, you may easily feel lost. Searching with fields however will make finding your files a breeze. Searching on fields is easy. Go to the files index and click “Advanced Search”, to open the search window:
To search, just fill in what field you are looking for and under what criteria. Click Create to activate the filter.
This will display all files with matching fields.
Simple! We hope you like this feature and it will make your management of large number of files easier!