Understanding and using fields

Cargosnap exists to make it easy to collect diverse information from your logistics operations. We store millions of images, forms, and documents, continually expanding the types of information available. We hope you love it! :-) 

However, with all this information, you might find that there are occasions when having a structure to these files becomes necessary.

Our great feature Field allows you to not only add secondary references to your file - such as the reference your customer might refer to your records - but also to cluster and organize your files on different "labels" - like having a "Customer" field that allows you to see every shipment registered to that specific customer.

You can use Fields as it better suits your operation, keeping in mind you can search on this data. You can also have a little help from the app Camera to fill your field, by scanning a license plate, a seal, or even a container number. Read more about how to build it into your workflow here. 

Creating a field

Your field can be created while building your workflow, or directly on the Fields page, under the Company settings.

Go to the Company settings and, on your Fields page, click the + sign to create a new one:

Configure your fields with the following settings:

• Field: how you are going to name it, describe the data you'll associate with the field, like Status, Customer, Order Number, Booking Number, etc.
• Type: each type is aimed to help make data entry and search easier, as the options go as it follows:

Can be added both manually on the platform and workflows:

🔡 Text: it's the default type and will allow any data input (example: “Customer”, or “Material”).

🔢 Number: this type will only take numbers as input and when searching, allows you to search on values larger and smaller than, besides the exact number (example: “tonnage”, or “number of boxes”).

📥 Select: allows you to create a list of values to choose from (example: “Packaging = cardboard/paper/plastic”; "Status = new/pending review/concluded"). Auto-add to all new files available (will add the first option as default).

🔀 File Sharing: will automatically share the file with the e-mails as set on your field configuration, whilst allowing your operator to input data on the app on this step of the  workflow.

🏷️ Seal: by default, a text type, however, allows you to insert a particular regular expression so that it can read any specific format of field you might have on your operation. Read more.

Only applicable on the platform:

📅 Date: a date can be added to your file as a way of filtering/searching on it, as an alternative to the date of when the file was created.

☑️ Checkbox:  You can add a checkbox to your file for verification purposes. Auto-add to all new files available

🗺️ Geofence: By drawing circles on a map and tagging the region, this field will be added to a file according to the physical location where the device collected the data (example: circle different countries and, you'll have a field to search on the country). Read more here. 

 

• Color: as a visual confirmation, you can have each one of your fields in a different color, so you can immediately recognize the data on your Files page.
• Available for team: much like the availability of your workflows, you can have a Field available to all teams, or specific ones - whatever suits better each operation!

Adding a field to a file

There are a few different ways to add this structure to your file. Let's walk you through it!

b. As a step on your workflow

You can also have a step in your workflow where your operator must fill in a field so that you have this information added to your file once the workflow is done.

To have so, when you're building your workflow, you must choose the type of step "Add field":

 

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Using fields in search

When you need to find some information from a file, but 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!  Go to the Files page and click “Search on fields”, to open the search window:

Select in what field you would like to search on and under what criteria (determine whether it must be Less than, Equal to, More than, if contains something, or exact match, and so it goes), and include the value you are looking for. That's enough to activate the filter!

This is also what can help give some structure to your file. This will display all files with matching fields:

Once you have the result, you can select multiple fields to Update the field (by adding the field to multiple files and ticking the 'update values' box); or even create a report will the selected files.

Do not forget to remove the field in case you are done searching, otherwise the file list will continue to show this filtered listing.

Simple! We hope you like this feature and it will make your management of large number of files easier!