Knowledge base

Within 5 minutes you are up and running. Follow the steps given below for the registration process. Step 1 Register on our platform Click here Be aware: free-private mail addresses are not supported. Please use your company domain. Step 2 Go to your inbox and verify your mail-address. Now you can log in with your own password and email address. Click here for the platform login. You may find it convenient to use the “Remember Me” option when you log on with your own computer. In case you do not have access to your password, use the “I forgot my password” option to recover the password. A link to re-set your password will be e-mailed to you. By the way… we do not have access to your password. CargoSnap will never ask for your password by email. Step 3 Take your Apple or Android device and open the Android Google Play Store or the Apple iOS Store, download and install CargoSnap. Step 4 Creating a new device is your next step. Go to devices in the left menu bar and click on new device. For a new device you are required to provide a “nick”; a friendly name which you can use to recognise the device, like Joe, Jane or Mercedes. Just supply a unique name. Click “create” and you will see a QR-code on your screen. Start the app, tap on register and scan the QR code. Now you are up and running. Happy Snapping!
CREATE DEVICE ON PLATFORM: There are 2 ways to register a device, namely using a QR code and through an e-mail invitation. The QR code is a super fast and easy way, especially when you have the device with you at the time of registration. E-mail comes in handy when in fact the app user is in a remote location. In the menu, choose “Devices” and then select “New device”. If you run multiple locations, select the location where you want to add a device first. For a new device you are required to supply a “nick”; a friendly name which you can use to recognise the device, like Joe, Jane or Mercedes. Just supply a unique name. Click “Create” and you will notice a QR code will show on the screen left and a small e-mail window to the right of it. Registering with a QR code: On the newly installed app, start the app and tap “register” and then “Continue”. Now a QR-code reader comes up. Aim the phone’s camera at the computer screen containing the QR code. As the camera focusses, the QR code will be used to register the Device on the Platform. The platform will confirm by showing a green confirmation bar: Registering through e-mail: Fill in the e-mail address of the remote CargoSnap user (e.g. a truck driver at a remote site). The remote user will receive a specially formed e-mail from us, containing a button that will automatically trigger the registration of the app on their Android or iOS device. Note, in the case the user has not installed CargoSnap yet, rather than registration, the button will direct the user to the respective app store to first install the app. Simple: just tap the button! Complete registration and edit settings This will complete the registration of the app: it is immediately ready for use! The app will start up with the settings of the location it has been added to. The device is now ready to be used. In the device list you can now also edit the settings of the app.
Take your first snap Step 1: Select your reference. Your top widget is always used as a reference; this can either be a container number, barcode or several other options. Click on the widget; this starts your camera for scanning or shows a keyboard for typing your reference. Step 2: Click on the Photo widget and take a snap of your cargo, materials, construction, equipment or… Step 3: Fill in a comment when necessary and/or click on the selector and select, for example a damage, or use your own select-list. We can change the select options for you. Now push SAVE and your done. The reference stays in place in case you need to make more photo’s. You can just keep on going and snap as much as you need. Or using one of the other widgets, such as scanning a document or filling in a form. The CargoSnaps are now transferred to the Platform. On the dashboard you will see the various cards with data appear and in the “files view” (click Files on the left menu), you will see an overview of the various inspections that took place: Clicking on one of the file references will take you to the specific file, where you can inspect the cargo survey in a timeline, report and share it.
Use the Platform The platform enables you to review, report, share or enrich your files and snaps with additional data. Snaps are uploaded in real time into the platform. In the left menu bar you can choose your file, snap, report, form or shared file. The colored boxes show several statistics. When you click on ‘today’s most recent snaps’, it shows you a map of where snaps are taken. Furthermore, the dashboard shows a timeline of snaps, files and other entry-data. View Files A file is always your reference. Snaps, documents, data-entry forms and videos belong to a certain reference - your file. When clicking on file in the menu bar you will see the following view. It shows a new timeline with all your files and basic data of what is in the file. Click on the file name/scan code to enter your file and all data gathered with this reference. Here you can change, adjust or close files. Download the photos as a zip, create shares and reports, add tags and attachments to your files. View Snaps On our platform, the snaps you take are always available in the highest resolution. When clicking on snaps in the left menu bar, a timeline with your snaps is shown. When you click on the snap / picture itself you can drill down on snap level. In this view you adjust or edit comments, damages or delete the snap. You can also download the single picture with the download button. Zooming in on the snap is done by clicking on it and using the navigation shown.
Understanding the Custom Fields (AKA Tags): CargoSnap exists to make it easy collect various kinds of information from your logistics operations. We store millions of images, forms, documents and keep adding different types of information to the possibilities. We hope you love it :-) ! But with all of that information you may add, there are times you need to structure these files. For example, you use your own reference for your files, but sometimes your customer calls you and refer to their own reference of a shipment (wouldn’t you love it the whole world would just adopt your references, 😏 ). Well, that makes adding a “customer reference” field to the CargoSnap file very handly, as we will not only store that but allow you to display, report and search those fields. Other examples include a “inspection type”, where you may want to look for pre-loading, storage and post-loading images, or a simple checkbox to say a case has been “dealt with”. All such options and more are possible with the Custom Fields option. Each file may contain as many of your own fields as you need and these fields are “smart” as they can be of various types. Create the field (tag): In order to be able to add a field to a file, you first need to define it (you need to be a SuperAdmin to do so; see also User roles and Permissions for more information). Do that by clicking “Global Settings” - and then the tab “Tagging” - and then “New tag”: Configure your fields with the following settings: Tag name – the name under which the field is filed Type – a Tag may have various types. Each type is aimed to help make data entry and searching easier. Specifically: the “Text” is the default type and will allow any data input (example: “Customer”, or “Material”) the “Number” field will only take numbers as input and when searching, permit you to search on values larger and smaller than, (example: “tonnage”, or “number of boxes”) the “Select” allows you to create a list of values to choose from, (example: “Packaging = cardboard/paper/plastic”) the “Checkbox” is a quick way to let users check the status in a binary way (example: “Claim paid”, or “Approval received”) the “Date” field offers a date picker (example: “ship date”, or “BL date”) the “Geo-fence tag” allows you to automatically add a tag for snaps taken within certain areas, read more about it here, the “File sharing” tag allows you to enter a value and use it to immediately create a file share. Available for locations – indicate if the field is useful and relevant to one or all of your defined locations Auto-add to new files - when ticked, every new file will automatically contain an (empty) field of this type. Only use it in the case your process requires that field to be present (you will see later on it is easy to add a field on an as-needed basis) Color – If you have a preference of color to differentiate a particular field, give it a color of choice. Click “Save” to store the Field; it is immediately ready to use in your files. Add a field to a file: In files, you will now see a new button in each file: Clicking the “+ TAG” field will allow you to select the specific field you want to add and give it a value. Click Create, and … hurray - the field and value have been added to your file! Using fields in search When you need to find some informatin and you not have the specific file reference at hand, you may feel lost easily. Searching with fields however will make finding your files a breeze. Searching on fields is easy. Go to the files index and click “Advanced Search”, to open the search window: To search, just fill in what field you are looking for and under what criteria. Click Create to activate the filter. This will display all files with matching fields. Simple! We hope you like this feature and it will make your management of large number of files easier!
Understanding the CargoSnap widgets: As you got to this page, my guess is you must have heared about CargoSnap using of “Widgets”. Lets explore what these Widgets are and do. First of all, CargoSnap differentiates two different types of Widgets: top-widgets and bottom-widgets. In our app, that looks like this: Top widgets: Top widgets are used to create a reference: this establishes the file. It is the reference you use to group all inspection information for one shipment or equipment together. Use the reference to easily find back all information, create reports and optionally link your own IT solution to CargoSnap data via one of our API’s. Barcode – scan a barcode Container code – scan the ISO compatible code from a container door License plate EU/BR/IN – scan a truck or trailer license plate Number - scan a number, or simply add it with the keyboard Keyboard – data entry with keyboard. This field can optionally be checked for the format (e.g. having the exact number of characters you expect). Nota Fiscal - Barcode format per the “Nota Fiscal” definition in Brazil Timestamp - in case there is no specific reference available at the moment of starting a CargoSnap file, you may use the automatic timestamp mechanism. You can always update the reference code on the platform later. GetFile - Get file will…. get a file! If you know there is a particular file you need to add some images or other info to, but you do not have a barcode or such available, with the GetFile widget you can now retrieve the most recent files and search through those (e.g. type the last 4 digits of a particular file….). (note: available from App version V3.0.22) Bottom widgets: Bottom widgets are used to collect information, to be added to the corresponding file. Information comes in many forms, each represented by their own Widget. Snap – take one photo, with the opportunity to add an optional comment and indicator for damage Serial Snapper – take multiple photos in one fast series, potentially indicating damage on any of them Document – scan a document, and optionally indicate the type of document or comments. Forms – fill in one of your self-defined forms Video – record a video Serial barcode scanner - scan a series of barcodes, to be added to your file. E.g. to get a packing list checked against! Container – scan a container number and add it as an image with searchable tag in your file Workflow – brings together all of the above: define your own workflow consisting of multiple bottom widgets, put in sequence. This allows you to define the data required for each file, for consistence and completeness of your files!
User Roles and Permissions Logistics is a team sport! And as in every team, there are different roles to play. Let’s review Roles in CargoSnap. First of all: there is a distinct difference between a “device” and an “employee”, as you can probably imagine. A device should be created to allow someone to use their phone or tablet (“device”) to add information such as photos, documents or fill in forms into CargoSnap. Providing the device thus does nothing more than giving that capability. This role is typically given to the warehouse employees, drivers and other surveyors, possibly in combination with an employee role. An employee gives someone access to the CargoSnap platform. If you want to learn how to add a device, click here for a quick video. The next section is all about the permissions you can give to the employee. If you want to learn how to add an employee, click here for another short video. Note: in order to manage roles and permissions, you need administrative permissions. If you have administrative permissions you will see some or all of the following options in your menu: Okay, on to the various employee roles! Roles There are 4 roles you can define for each employee you give access to CargoSnap: User – Can use CargoSnap in all ways (see also below in the Permissions section), but is not able to add/remove devices or employees. This is the most common role and is the recommended default role. Manager – can add and remove other users and devices in her own location only. This role does not have company-wide settings access (e.g. to create forms and workflow). The role is handy for delegating Employee and Device administration to remote locations, for example. SuperAdmin – A SuperAdmin has permissions to see and update every setting in CargoSnap, both on any individual location as well as all company-wide settings such as forms and workflow management. LicenseAdmin – is the person in your company, responsible for the overall CargoSnap license and is CargoSnaps main point of contact with regards to licensing maters. This role has the same permissions as the SuperAdmin. In order to change a use role, select the user from the list under the “Employees” menu, and find the “Role” selction: Be sure to click “Update” to save the updated Role. Permissions Using Permissions you can further tweak what users with particular roles can do. Please note that Permissions are all company wide settings, so when you make a change here, it will apply accross all users and locations. Edit permissions under “Global Settings”, in the “Options” tab: You will find a few tabs where settings for Files, Snaps and Forms may be set. For example, you can set up what roles -if any- may delete files and snaps. Handy as you may want to give just a few people the permission to correct errors (and avoid others from accidentially causing issues). Locations based access permissions: All above permissions can be combined with Location based permissions. That is, you can limit a user to have access only to one or more specific locations, rather than company-wide information. In order to set permissions. Click “Employees” in de side menu Select the user name Locate the area “Locations Filters” Choose “Select locations” Select those locations the user should have access to Don’t forget to click Update Do remember that a SuperAdmin has all permissions to make changes, limiting access to certain locations can thus be undone by the SuperAdmin him/herself. Note, users can also filter their own view over the information they see. This may come in handy in cases where not all information needs to be hidden. See: filter by location.
Build your Workflow Workflow is one of our great features that improve efficiency, limit human errors and fit in your process. The Workflow feature is one of our most wanted/used features. The flexible configuration enables you to build your own workflow. Go to Global settings in the left menu bar and choose the tab Workflows. Step 1: Fill in the title of your workflow and start describing your process. Every step of a process can be described in the description bar. Then choose the type of data you want to collect in this step, this may be one of the following types: Snap – take one photo Document – scan a document Form – fill in one of your pre-made forms Barcode – scan a barcode and get is as a searchable tag in your file Serial barcode scanner - scan a series of barcodes, to be added to your file. E.g. to get a packing list checked against! Container – scan a container number and add it as a searchable tag in your file QR to Tag - scan a QR code and get the content of the code added to your file, as searchable tags Serial Snapper – take multiple photos Can you imagine, the diverse flows you can build with these blocks! Click on the ‘allow skipping’ box when the step is not mandatory. Keep adding steps until your workflow is finished. The steps can be re-sorted by drag-and-droping with the arrows pointing up and down. You may allow skipping a step if it is not mandatory, to do so, check “ALLOW SKIPPING”. Step 2: When you are ready creating the form, click on ‘create form’ and your form is ready for use. You can still go in and edit the workflow, in case some steps do not work out as planned. Be aware that the workflow is only visible on your devices, when your workflow widget is enabled in the device-widget settings! Now reload the settings of your device. Your workflow is now ready for use! Use the workflows Step 1: Choose your reference widget and fill in the reference. Step 2: Start the workflow. When you want to skip certain step, press skip. Make your snap and go to the next step by pressing the save button. You can always exit the workflow by clicking the exit button. Beware, when leaving the workflow without saving, you will loose the data entered. Click on the green button when you’re done with the workflow. Workflow view Every Snap or document is provided in the timeline as always. When using the workflow widget, the grey bar will provide the phase given with the data entered. The phases of the workflow can be provided when using our report functionality upon request.
In this webinar, we demo the use of Forms. Build your own form with the drag-and-drop form builder and push the form to your devices. Gather data from your operations without any hassle. Save time, limit errors, and digitize your inspections, checklists or any other form you want to use. Replay our webinar:
Enable notifications Logistics operators benefit from CargoSnap as we can easily handle many transactions for you. The team in the warehouse or on the terminal is ‘snapping away’, but how do you know what is happening without watching the CargoSnap Platform the entire day? Well, that is where notifications come in super handy! Notifications are simply e-mails from CargoSnap that make you aware of certain events. We can notify you of: New files being created Damages being recorded Documents being scanned In time we may exend this list even further! So, how to enable this handy feature? Easy! Click your user name in the right upper corner and click “Profile”. Go to the tab “Notifications”. If you want, choose on what locations you would like to receive notifications (if you are based in Chicago, you may not need to see the new files of Melbourne), or simply keep “All locations” in case you want to keep an eye on all activities. Select in what cases you would like to be notified. New files, damages or certain documents. Click “update” to save That’s it! From now on you will be notified when important events happen!
Enable the API At CargoSnap we’re really excited to offer REST API’s. This powerfull feature allows our users to integrate CargoSnap into their TMS, WMS or ERP systems. We even support connecting to Excel, to create your own advanced dashboards!!! let’s integrate! Now first of all: API use is a premium feature. Please ask your CargoSnap contact to enable the feature for you and ask for the API documentation too! In the side bar, click Global Settings (1) -> API (2) -> Create Token (3): Name your API to something that is easy to remember or refer to (e.g. the name of the system you will connect CargoSnap with). And click ‘Create’ There also is an optional Expiry field. This field may be used in situations where your company policy requires expiring tokens. Be sure to remember to re-create a new token before expiry! Collect the actually generated token by going back to the API token tab and clicking the “copy” button right next to the newly generated token. This will place it in your clipboard, so you can paste it into your configuration files. IMPORTANT: do keep this token safe! This is a powerful thing as it can do anything your administrators do in the platform. Make sure it does not get compromised, so don’t share it with wide audiences or use email to share the token. Now: time to get coding - to build something cool!!!
Filter by location In businesses with multiple locations, you may get overwhelmed by data that is not all that relevant. That’s where location filters come in. You may limit the locations you see by: Clicking your user name in the right upper corner Then: click “Profile” Go to the tab “Location Filters” Choose “Select Locations” in the list of locations, choose the location(s) you want to see Click “update” to save Alternatively, you can also apply the location filter by selecting the company filter in the Files view: Note: administrators may also use roles and permissions to limit access to specific locations for the users.
How to build a Form Forms are a very powerful feature of CargoSnap, it allows you to replace paper documents for data-entry forms in your mobile app. You then have all information available in digital form, right away! To create a new form, click “Global Settings” and then “Forms” in the platform (this feature is available for Administrators). Click : New Form to get creative and make a form to suit your requirements: Give your form a name, for example “Damage Inspection” Start creating questions that are necessary for the inspection. Define what Field Type it will be (eg text, number, select (define selections)) and determine whether this field is required to be filled in in the form or not. Field types are: Text – type in (or use voice entry for) any text. Select – create your own selected written choices (for example “Blue”, “Red”, “Green”). Checkbox – yes / no questions or any individual written choices. This field may also be used as a required tick-box, in “mandatory” mode. Number – any number, including a number of decimals (0 if none). Date – choose a date. Header – create a Header explaining a section within the form. Paragraph – create a Paragraph, a piece of text that may give a short explainer to the surveyor filling in the form. Separator – create a Separator to make next section of form more visible – extra line created. Whenever you are finished with one field, click ADD FIELD to add a new line to your form. Add up to 40 fields in the form and click CREATE at the bottom. You can re-order fields by clicking and holding up and down arrows and moving a particular field up and down. So, adding a field in the middle of the form just involves clicking “New Field” and then dragging that new field to the position in the form where you want the question to be. You can determine whether you need to show the field in the app and/or platform by selecting the corresponding title fields. Examples of this can include a cost estimate of the damage, which may not be available at the time of filling in the form. Once you click CREATE, the form has been generated. Now, go to DEVICES / WIDGETS and choose FORMS as one of the widgets. Then reload your settings on your devices to be able to have access to forms. You are now able to fill in your form on your device.
The realtime uploads and ‘automatic’ documenting, shortens your time to report. Select, adjust and sent the report within seconds. There are 2 methods of reporting. Or report one file or select multiple files. Go to files and select the ones you want to report. When you are in the file click on ‘create report’ to generate your report. Reporting can be done with different layouts. CargoSnap has a premium feature, adding a custom made report with your branding and design. The report is created and shown in the report list. It can take a few seconds generating the report, because CargoSnap is compressing the photo’s and data. This enables you to sent the visual report via email. Open the word file and add information if necessary.
How to configure your widgets Every process is unique, so CargoSnap developed a versatile modular app. A fit for every process and every need. When logged on to the platform, go to ‘devices’, click on your device and select the ‘widgets’ tab. Make the app user happy with the widgets they need; simply click on the left blocks to turn them on and off. When the correct widgets are shown click on update and restart the app. Your widgets are now set.
File sharing is a web-based functionality, everywhere in the world, on every device available. Go to the file you want to share. Sharing a file can be a real added value, providing your customers or partners with the insight they need. You can choose what data you share and what period you provide them with access. Do you need to discuss or take action on a shipment or inspection? Share the file and within seconds the other party receives email with a link to access only the shared file. Fill in the email addresses of the receivers, select the language and add a comment when necessary. When you want to provide access for a certain time-period, click on the ‘expires’ checkbox and date. Every snap, form or document can be excluded from the share. The receiver can only see the selected files and snaps in high resolution.
Using the “CargoSnap inspection link” The “CargoSnap inspection link” makes it really easy to ask someone in your team or organisation to perform a specific inspection by crafting a URL (link) that pre-defines the specific widgets to use, as well as the reference to store the inspection under. It allows starting the app in a state where a specific top-widget is shown (with an optional prefilled reference) and an optional bottom-widget. Parameters In order to use the link, all you need to do is present a CargoSnap app user with a link (URL) shaped in the following way: https://dl.cargosnap.com?reference=XYZ&top=XYZ&bottom=XYZ where you need to replace the XYZ with values for the corresponding component: reference (optional): the code to pre-fill the top widget value with top (required): Reference to a top-widget. Possible values: barcode, container, license_eu, license_br, timestamp, number, notafiscal bottom (required): Reference to a bottom-widget. Possible values: snap, document, workflows, forms, video, serial%20snapper, serialbarcode Test URL: https://dl.cargosnap.com?top=number&reference=2345&bottom=document App version: This feature is available on app version V3.0.24 and higher. Demo video:
Using GeoTagging: GeoTagging is one of CargoSnap’s smart solutions that can be used to make your organization of files much easier. By enabling GeoTagging, we will add a specific Tag to each upload that falls withing certain geographic areas (geozone or geofence). Making it really easy to recognize and search for images taken in specific, known places. In order to use GeoTagging: Log on to the platform as an Administrator Click “Global Settings” Click the “Tagging” tab Click “New Tag” Fill in the fields: Tag Name: e.g. use “Terminal” or “City” or “Region”; based on the geographies you are interested in tagging. Type: select “Geo fencing” Map: a map will appear once you selected Geo fencing. Zoom into the region you want to tag Click the black dot (left side in map), then click the middle of a imaginary circle you want to identify and drag the appearing circle to the right size on the map, release the mouse and fill in the region’s tag name (e.g. “Terminal 1234”). Repeat the last step for each area you would like to map Available for locations: decide if this applies to all of your teams (if you have multiple), or all. Color: how would you like to display the tag Click “Create” and it’s done! You’ve enabled automatic Geo fence tagging in CargoSnap! Now: when you make a new snap, with GPS enabled, the platform will check the snap to be in one of these circles and add that tag to the image if it does. This allows you to search for these particular images using the “Advanced search” feature in “Files”
Using the serial barcode scanner At CargoSnap we’re really excited to offer the “serial barcode scanner”. The main purpose of this widget is to enable our App users to quickly perform specific product lists and counts by scanning barcode labels on the products being inspected. This scanner opens a barcode/QR code reader and buids a list of all codes that are being scanned, skipping any duplicates. So that is a great way to inspect if a particular shipment contains a certain number of products. The barcodes are not just counted, but they are added as field (tags) in the file. let’s get scanning! The typical use case will require the following three steps: Define a tag field add scanner to devices / workflow Use the scanner Use the data 1. Define a tag (field) In the side bar, click Global Settings -> Tagging -> New Tag: Name your tag “barcode” (lowercase). And click ‘Create’ Cool: now you created a place to put the scanned barcodes into! 2. Add the scanner to devices or workflow Now, it depends if you want to enable the serial barcode scanner as a stand-alone widget or part of a workflow, but go and enable the scanner: Widget in app: Devices -> Select the device where you want to add the widget. In “Widgets” click the “Serial Barcode” button, so it lights up green: Click Update to save. If you want to apply the scanner to all devices in a particular location, perform this step from the Locations -> select location -> Default Widgets menu option, with “Apply to existing devices” option switched on. Widget in workflow: Global settings -> Workflow -> select or create the workflow you want to include the serial barcode scanner into. Add a new step to the workflow and type the instruction you want to go with that in the app (e.g. “Scan all boxes to be loaded into the truck”), Click “Create workflow” to save your new (or “Save Workflow” for an updated) workflow. 3. Using the scanner Cool! Now you have the widget in the app; remember you may need to “reload settings” first. Step to the widget and as you see the screen now, you will notice the large barcode area in the middle. Tap it to open the scanner. You can now scan a lot of barcodes in a short period. The app will keep a count of the barcodes and the individual codes scanned. When there is a duplicate, the app will not count that barcode twice. Note: the barcode scanner will disable after a short timewindow, re-enable it by clicking the barcode logo again. Complete this step by clicking “Save”, as usual. 4. Use the data Now - when you go to your file you will see that the barcodes you scanned and saved appear in your file as tags. This data is available through API as well as in custom reports. Further more - you can use these tags to find information back! To do so, click “Files” from the side menu and click the “Advanced Search” bar on the top. It will expand and you may now add the “barcode” tag to the Tag-search bar, and include the value you are looking for: This will now display all files containing this barcode! Do not forget to remove the tag in case you are done searching otherwise the file list will continue to show this filtered listing.
Thank you for joining us on our Third Webinar. Packed with both new and existing features that can make logistics Proof of Condition creation so much easier!!! This video takes 23 minutes, but will potentially save you days! In this webinar we will show: Advanced workflow features how App users can work in multiple workflows at the same time and how workflows can be resumed. We will also demonstrate how to include a form into a workflow, Location settings such as Device defaults and damage type settings, QR code to Tag and other options How to use location filters to separate operations between locations or teams Replay our webinar:
Thank you for joining us on our first Webinar: Widgets and Workflows ! In this webinar, we demo the use of Widgets and Workflows to streamline the Proof of Conditions collection process. Every logistics operator will have their own flow and we facilitate that. Using an example for a container loading process, you can learn how to build your own process and deploy that to your devices. Replay our webinar: