Document storage

The Document Storage module of EasyTrans Software allows you to store documents with transport orders. At each destination within an order, there is space for two documents. Documents of up to 2MB in the standard Document Storage module, and up to 20MB in the Large Document Storage module. For example, you can store signed transport documents, images, purchase invoices or other important documents with the transport orders. This helps you digitise your file management safely and completely in the Transport Management System. So less paperwork and quick findability!

In the planning environment, you can give stored documents a recognisable name, so you can quickly recognise what kind of document it is. Saved documents can be shared online in various ways, therefore a customised name is only visible in the plan environment. When sharing documents, EasyTrans Software always gives the files a secure file name. In this way, a file cannot simply be searched or downloaded online. So you can manage your documents safely and digitally from the Transport Management System.

Scanning software

Want to use the Document Storage module to store signed transport documents with the order? Scanning software is available that allows you to store transport documents directly with the correct order! The delivery notes and/or CMR from EasyTrans Software have a special QR code with information about the order number and destination.

Scanning software can automatically recognise which order and destination a transport document belongs to thanks to the QR code provided by EasyTrans Software. The scanning software saves the documents and sends them via a secure FTP or SFTP connection to your own account. EasyTrans Software checks this FTP account for new documents every 5 minutes. Are there documents present? EasyTrans Software provides the documents with a secure file name and places them with the correct order and destination in the Transport Management System.

Want to use scanning software to store your documents?
Feel free to contact us and we will create an FTP account free of charge.

Public (sharing) or internal

Every document can be specified whether it is an internal or public document. Public documents can be shared with customers and/or carriers in various ways. For example, you can easily share a signed delivery note with the customer by sending it with a delivery confirmation or invoice. Or you can share documents with carriers by attaching them to a transport order.

File management can also include documentation you would rather not share. For example, you also want to be able to store purchase invoices or incoming orders in files. Therefore, when saving a document, you can indicate that it is an internal document. Internal documents are only available in the plan environment and are not shared in any way!

Customer Portal

From a Premium Package onwards, you have your own Customer Portal. This allows you to give customers to place orders and track their status, among other things. The Document Storage module also offers various functions within a Customer Portal.

A customer always has insight into placed and completed transport orders via their own order overview. Have you saved (public) documents using the Document Storage module? Then these documents are also directly visible in the Customer Portal!

It is not only in the plan environment that documents can be stored. When placing a web order via a Customer Portal, a customer can also save documents himself. Attaching a document in the Customer Portal is just as easy as in the plan environment. Once the web order is actually placed, the customer can no longer make changes to the file and the documentation is immediately visible in the plan environment.

Carrier Portal/Drivers App

From a Premium Plus package onwards, a Carrier Portal including Drivers App is part of the Transport Management System. Automatically placing new transport orders in the Drivers App of a carrier is one of the functions of a Carrier Portal. If you use the Document Storage module, you can also (optional) share saved documents with the carrier. In addition, when a driver receives transport orders, they can also save documents for your file management. To prevent uncontrolled sharing of saved documents with customers, you can optionally set up that the documents are automatically saved as internal documents.

Exchange orders between EasyTrans users

Do you work with a logistics service provider that also uses EasyTrans? You can easily exchange transport orders from EasyTrans. If both EasyTrans Systems use a Carrier Portal, you can also share sign-offinformation with each other. Is the order being processed using the Drivers App? Then you automatically share sign-off information via the link. Are both systems using the Document Storage module? Then publically saved documents are also shared.

Support

EasyTrans is very easy to use but of course there may be questions. EasyTrans Software offers excellent support at no extra cost. How a person wishes to receive support can be very personal. Therefore, EasyTrans Software provides support in a variety of ways!

There are several manuals on how to set up and use the packages and modules. We have answers to frequently asked questions. Is your question not answered? Or do you prefer telephone contact? Then of course our support employees are standing by!