Shipment Comments

Why Use Shipment Comments?

Shipment Comments offer a vital collaboration feature for supply chain teams, allowing them to track, document, and communicate shipment updates directly within the platform. This feature enhances visibility, improves team coordination, and creates a reliable audit trail for shipment-related discussions.

Key Benefits:

• Centralized Communication – All comments related to a shipment are stored in a single location.
• Improved Visibility – Users can easily follow shipment progress and updates.
• Enhanced Collaboration – Teams can share insights, updates, and supporting documents.
• Documentation & Compliance – Attachments ensure context, accountability, and audit readiness.

How It Works

Accessing the Feature

1. Navigate to the Shipment List and open the Shipment Details page.
2. Select the Comments tab to view or add shipment comments.

Adding Comments

• Users with the correct permissions can type a comment (max. 2,000 characters).
• Once ‘Send’ is clicked, the comment is added to the stream.

Using Mentions (@)

• Typing @ displays a list of users with access to that shipment and permission to view comments.
• Mentioned users appear as a blue highlight (e.g., @John Doe).
• Notifications are triggered:
  • Email Notification – Sent immediately with shipment details, comment text, and a direct link.
  • In-Platform Notification – Appears in the mentioned user’s account.

Attachments

• Supported formats: PDF, DOCX, XLSX, JPG, PNG
• Max file size: 10 MB per file
• Limits: 5 files per comment, 50 files per shipment
• Files can be downloaded directly from the comment stream.

Viewing & Refreshing Comments

• Comments are sorted by date (newest at the bottom).
• Each comment displays:
  • Full name & email (on hover)
  • Comment text
  • Date & time of submission
• A Last Updated indicator shows when the feed was refreshed.
• The feed auto-refreshes every 5 minutes, but users can manually click Refresh.

Key Points to Know

• Character Limit – Up to 2,000 characters per comment.
• Comment Limit – A maximum of 1,000 comments per shipment.
• Permanence – Comments cannot be edited or deleted by any user, including Admins.
• Permissions – Controlled by role settings:
  • Add Shipment & Alert Comments – Allows adding comments.
  • View Shipment & Alert Comments – Allows viewing comments.
  • Permissions apply to both shipments and alerts.
• Default Permissions:
  • Admins & General users – Can add/view comments.
  • Editors – Can add/view shipment & alert comments.
  • Contributors & Viewers – Cannot add/view comments.
• Organizational Access: Even with correct role permissions, comments are only available if the customer organization has Shipment Comments enabled.

Best Practices

• Optimize Usage: Use comments to log critical updates, decisions, or shipment issues for easy reference.
• Enhance Clarity: Attach supporting documents (e.g., SOPs, BOLs, reefer setting evidence).
• Effective Collaboration: Use mentions to notify relevant team members immediately.
• Stay Up-to-Date: Use the refresh button during active discussions for the latest updates.
• Permission Management: Assign roles carefully to ensure only the right users can view or add comments.

 In case you have any additional questions, please reach out to support@tive.com for help!