Managing Documents¶
Documents in the TMS are files you upload and attach to records -- BOLs, PODs, rate confirmations, driver licenses, insurance certificates, and more. Every uploaded file is stored as a document with a category label, so you can always find what you need.
Overview¶
The system supports 13 document categories that cover the full freight lifecycle, from compliance paperwork to proof of delivery. Documents are uploaded directly on the record they belong to (a stop, a carrier, a driver, etc.), and they all flow into one central Documents screen where you can search, filter, and review everything in one place.
Each document belongs to exactly one record. A BOL attached to a pickup stop stays with that stop -- it cannot also be linked to a carrier or a shipment at the same time.
Getting There¶
From the main menu, click Documents in the top navigation bar. This opens the full document list showing every file across the entire system.
How It Works¶
Document Categories¶
Every document gets a category when it is uploaded. Here is the full list:
| Category | What It Is | Typically Uploaded From |
|---|---|---|
| BOL (Bill of Lading) | Shipping receipt signed at pickup | Stop (pickup check-out) |
| POD (Proof of Delivery) | Delivery confirmation signed at drop-off | Stop (delivery check-out) |
| Rate Confirmation | Agreed rate and terms for a shipment | Shipment form, Load Builder |
| Freight Photo | Pictures of the freight at pickup or delivery | Stop (check-out) |
| Driver License | Copy of the driver's CDL or license | Driver form |
| Medical Card | DOT medical examiner's certificate | Driver form |
| Truck Photo | Pictures of a truck | Truck form |
| Registration Document | Vehicle registration paperwork | Truck form |
| W-9 Form | IRS tax identification form | Carrier form |
| MC Certificate | Motor Carrier authority certificate | Carrier form |
| Insurance Document | Certificate of insurance | Carrier insurance policy |
| Voided Check | Bank account verification for payments | Carrier form, Payment details |
| Other | Anything that does not fit the above categories | Leg form, any Documents tab |
Where Documents Are Uploaded¶
You do not need to go to the Documents screen to upload files. Instead, you upload them right where they belong:
Stop check-out. When you check out a pickup stop, the check-out form asks for BOL files and freight photos. When you check out a delivery stop, it asks for POD files. These files are saved as documents linked to that stop.
Carrier form. On the General Information tab, you can upload the carrier's W-9 Form and MC Certificate. On the Documents tab, you can upload any additional carrier files.
Carrier insurance. When you open an insurance policy record (from the carrier's General Information tab), there is a Documents section at the bottom for uploading certificates of insurance.
Carrier payment details. When you open a payment detail record (from the carrier's Payment tab), there is a Documents section for uploading voided checks or other banking documents.
Driver form. On the Documents tab, you can upload the driver's license, medical card, and any other driver-related files.
Truck form. On the Documents tab, you can upload registration documents, truck photos, and anything else related to the vehicle.
Shipment form. On the Documentation tab, you can upload rate confirmations for the shipment.
Customer form. On the customer's Documents tab, you can upload any documents related to the customer (contracts, agreements, etc.). These appear under the Customer Docs filter in the central Documents screen.
Leg form. On the leg's detail page, there is a Related Documents section where you can upload general documents tied to that leg.
Uploading a File¶
Documents are managed through an inline editable list on each form. The upload process works the same everywhere:
- Find the documents table on the form.
- Click Add a line to create a new row.
- Enter a Name for the document.
- Click the file upload field to open a file picker, then select a file from your computer.
- The file uploads immediately and appears in the row with a preview icon (thumbnail for images, file type icon for PDFs and other formats).
To remove a document, delete its row from the list. This is only available while the form is in edit mode.
To preview a document, click its preview icon or file name. Images open in a viewer, and PDFs open for viewing as well.
The Documents List¶
The central Documents screen shows every document in the system in one table. Each row shows:
- Preview icon -- a small thumbnail or file type icon
- Name -- the document name (editable)
- Category -- which type of document it is (BOL, POD, W-9, etc.)
- Related Record -- which record the document belongs to (e.g., "Stop PU-1", "Carrier ABC Freight", "Driver John Smith")
- Uploaded -- when the file was uploaded
- Uploaded By -- who uploaded it
Searching and Filtering¶
The Documents screen has built-in filters to help you find files quickly:
- Search bar -- Type a document name or related record name to search across all documents.
- Quick filters -- Click any of these pre-built filters in the search bar dropdown:
- BOL -- Show only Bills of Lading
- POD -- Show only Proofs of Delivery
- Rate Confirmations -- Show only rate confirmations
- Driver Docs -- Show driver licenses and medical cards
- Truck Docs -- Show registration documents and truck photos
- Carrier Docs -- Show W-9s, MC certificates, insurance documents, and voided checks
- All Photos -- Show all photo documents, including freight photos and truck photos
- Other -- Show documents categorized as Other
- Customer Docs -- Show documents linked to customers
- Group By -- Group the list by Category or Related Record to see documents organized into sections.
You can combine filters. For example, click BOL and then type a shipment reference in the search bar to find the BOL for a specific load.
Opening the Parent Record¶
When you open a document from the Documents list, the form shows the document details along with a Parent Record section at the bottom. This tells you exactly which stop, leg, shipment, carrier, driver, or truck the document belongs to. Click the link to jump directly to that record.
Tips & Common Questions¶
Q: I uploaded a BOL to the wrong stop. How do I move it? You cannot move a document from one record to another. Delete the document from the wrong stop (click the X next to the file), then re-upload it on the correct stop. Each document must belong to exactly one record.
Q: Can I upload multiple files at once? Each row in the documents table holds one file. To upload multiple files, click Add a line for each file you need to upload.
Q: I need a document that does not fit any of the listed categories. What do I use? Select Other as the category. You can upload "Other" documents from the carrier, driver, truck, or leg forms. Give the document a clear name so it is easy to find later.
Q: How do I find all documents for a specific carrier or driver? Go to Documents in the main menu, then type the carrier or driver name in the search bar. The Related Record field is searchable, so it will show all documents linked to that name. You can also open the carrier or driver form directly and look at their Documents tab.
Related¶
- Carrier Setup -- Uploading W-9s, MC certificates, and insurance documents
- Stops & Tracking -- Check-out process where BOLs and PODs are uploaded