Overview
Notes and imaging allow you to document important information and attach supporting documents to your orders. This helps keep all order-related information organized in one place and provides a complete record for your team.
What Are Notes and Imaging?
Notes
Notes are text entries that you can add to track communications, special instructions, or any important information related to an order. Each note is timestamped and shows who created it, making it easy to track the history of an order.
Imaging
Imaging refers to documents and files that you attach to an order. These can include proof of delivery, billing documents, and other important paperwork related to the shipment.
Common document types:
BOL (Bill of Lading) - Shipping documents and proof of pickup
Invoice - Billing documents for the customer
Rate Confirmation - Rate agreements and confirmations
POD (Proof of Delivery) - Delivery receipts and signatures
Other Documents - Any supporting files (photos, receipts, etc.)
How to Add Notes to an Order
Step-by-Step Instructions
Navigate to the order you want to add a note to from the Orders page
Click on three-dot menu on the right side of the screen and select Notes option
Type your note in the text field that appears
Click "Save" to save your note
Also document can be attached to the note
Your note will now appear in the notes section with:
The date and time it was created
Your name as the note creator
The full text of your note
How to Add Imaging to an Order
Step-by-Step Instructions
Navigate to the order from the Orders page
Click on three-dot menu on the right side of the screen and select Imaging option
A new window will open showing any existing documents
Click the Add document button to add new imaging
Select the document type from the dropdown:
BOL (Bill of Lading)
Invoice
Rate Confirmation
POD (Proof of Delivery)
Other
Click "Choose File" or drag and drop your file
Select the file from your computer
The file will upload and appear in the imaging list
Supported File Types
You can upload these file formats:
PDF documents (.pdf) - Recommended for most documents
Images (.jpg, .jpeg, .png) - Good for photos and scanned documents
Other formats
File Size Limits
Maximum file size: 10 MB per file
For larger files, contact support for assistance
Consider compressing large PDF files before uploading
How to View and Manage Imaging
Viewing Documents
Click on three-dot menu on the right side of the screen and select Imaging option
Click on any document in the list to view it
The document will open in a preview window
Document Information
For each document, you can see:
Document type (BOL, Invoice, Rate, etc.)
Date and time when it was uploaded
Who uploaded it - Name of the team member who added the document
Downloading Documents
To download a document to your computer:
Open the imaging window for the order
Find the document you want to download
Click the download icon next to the document
The file will download to your computer
Deleting Documents
If you need to remove a document:
Open the imaging window for the order
Find the document you want to delete
Click the delete icon (trash can)
Confirm the deletion
⚠️ Important: Deleted documents cannot be recovered. Make sure you're deleting the correct file before confirming.
Troubleshooting
Issue: Can't Upload a Document
Issue: Upload button doesn't work or error message appears
Possible causes and solutions:
File is too large
Solution: Compress the PDF or image file
Maximum size: 10 MB per file
Use online PDF compressors or image resizing tools
Unsupported file type
Solution: Convert file to PDF or JPG format
Most scanners and apps can export to PDF
Browser issue
Solution: Try refreshing the page
Solution: Try a different browser (Chrome, Firefox, Safari)
Solution: Clear your browser cache
Network connectivity
Solution: Check your internet connection
Solution: Try uploading again after a few moments
If none of these work: Contact support with the file type and error message
Issue: Uploaded Document Isn't Showing
What to check:
Refresh the page - the upload may need a moment to process
Check if you're viewing the correct order
Check the correct imaging type filter (if applicable)
Verify the upload completed successfully (look for confirmation message)
If document still isn't visible: Contact support - the file may need to be recovered
Issue: Wrong Document Type Selected
Solution:
Download the document to save a copy
Delete the incorrectly labeled document
Re-upload with the correct document type
💡 Tip: There's no way to change document type after upload, so double-check before uploading
Issue: Can't See Notes Added by Other Users
What to check:
Refresh the page
Verify you have permission to view this order
Check if notes were added to a different leg or stop
If you still can't see notes: Contact your system administrator about permission