Shipments List & Archiving

Goal #

Keep the Active list down to shipments that are actually moving, and find the ones that need you in the other tabs. Understand when and why Trackberry archives a shipment for you.

Before you start #

• Any role can use the tabs, and archive or unarchive a shipment.
• Admin or Owner role to change the auto-archive setting, which lives in Organization Settings.

The Tabs #

The tabs sit above the shipments list, in this order. Active and Archived are always there. The others appear only when they have something in them, and each shows a count pill with the number of shipments it holds. Archived shipments are never counted in a pill.

Shipments waiting for approval are not in any tab. On Active they appear as cards above the list, under Pending Approval. Emails Trackberry could not match to a shipment appear under Needs Assignment, also on Active.

Why drafts have their own tab #

Drafts used to sit in Active next to moving shipments. Old ones, some showing ETAs from months ago, made the list look full of work that wasn’t happening. They now have their own Drafts tab.

A search from Active still finds drafts. If you type a reference, you want that shipment whatever state it is in. The same applies to shipments marked as errors, which are left out of Active but found by a search.

Drafts are never archived or deleted automatically, because they can hold documents you uploaded. The Draft never validated alert reminds members about drafts that stay too long.

Archiving by Hand #

Archive a shipment when you no longer need to see it in your daily lists. It leaves Active and the Dashboard, and moves to the Archived tab, where it stays with all its documents and data.

• From the list: click the archive icon at the end of the row and confirm.
• From the shipment page: click Archive and confirm.
• Several at once: select them and use Archive in the action bar. See Bulk Actions.

To bring one back, open the Archived tab and click Unarchive on its row, or click Unarchive on the shipment page. It reappears on the Dashboard and in Active.

What archiving changes #

• Tracking stops refreshing. Trackberry no longer asks the tracking service about an archived shipment. Unarchiving it starts the refresh again. The one exception is an archived shipment whose B/L a live shipment still reads its tracking from. See Container Tracking.
• Monitoring stops. The daily sweep skips archived shipments, so they raise no new alerts.
• Free time clocks stop showing a count. See Demurrage & Free Time.

Auto-archiving #

Trackberry archives shipments for you once a night, so Active doesn’t fill up with voyages that ended weeks ago. There are two rules.

Arrived shipments #

A shipment that is Arrived or In Warehouse is archived once its arrival is older than your organization’s Days after arrival setting. The default is 10 days.

The arrival date is the shipment’s ETA, or the earliest container ETA when the shipment has none. A shipment with no ETA at all is measured from the day it was marked arrived, and failing that from its last update.

Shipments still marked in transit #

Sometimes a shipment stays Validated or In Transit long after the cargo landed. Tracking stopped, the AWB was never found, or nobody marked it arrived. These are archived once their ETA is well in the past:

Ocean gets longer because a month of delays at a transshipment port is real. When the shipment has no ETA of its own, the latest container ETA is used, so a shipment with one container rolled to a later ship stays active. If your Days after arrival setting is longer than these limits, your setting is used instead.

A shipment with no ETA anywhere has nothing to be late against. It is measured from the day it was validated, and the limit is doubled: 42 days for air and road, 90 days for ocean. One that the tracking service reported new events on in the last 7 days is left alone, because it is clearly moving.

Two more safeguards apply to this rule:

• New arrivals are safe. A shipment must have been in Trackberry for the whole period. Documents for an old voyage uploaded today are not archived tonight.
• Your choice wins. A shipment someone unarchived within the period is left alone. Once that period has passed, it can be archived again.

The same safeguard applies to arrived shipments: one unarchived within your Days after arrival period stays where it is.

The Auto-Archived alert #

When a validated or in-transit shipment is archived this way, members get an Auto-Archived alert. It goes to the notification center, and by push or email if you have those turned on for Alerts. It says how long ago the ETA passed, or how long the shipment has been live with no ETA. If the cargo is still on its way, open the shipment and click Unarchive.

Only shipments that crossed the limit in the last week send the alert. When the rule first ran, it archived a backlog of old shipments quietly instead of sending one email for each. Arrived shipments are archived without an alert. See Notifications.

Changing or turning off auto-archiving #

1. Click your avatar in the top navigation bar and choose Organization Settings.
2. Find the Auto-Archive Shipments card.
3. Change Days after arrival. It saves as you type.

Set it to 0 to turn auto-archiving off. Neither rule then runs, and shipments stay in Active until someone archives them.

FAQ #

A shipment disappeared from my Active list. Where is it? #

Check the Archived tab, or search for its reference from Active. A search from Active also finds drafts. If it was archived automatically while still on its way, click Unarchive, and tracking starts refreshing again.

Will an unarchived shipment be archived again the next night? #

No. A shipment someone unarchived is left alone for the length of the archive period, 21 or 45 days, or your Days after arrival for arrived shipments.

Can I stop Trackberry archiving shipments? #

Yes. An admin can set Days after arrival to 0 in Organization Settings. That turns off both auto-archive rules.