Uploading a Document

Creating a booking note from an existing document. The system reads the file and fills in what it can, so the work becomes reviewing and completing rather than typing from scratch.

How to do it

1. Select + New Request from the Overview page or the Requests list.
2. Select Upload Document.
3. Choose the file to upload.
4. The booking note is created and enters Processing while the system reads the document.
5. When processing finishes, the booking note moves to Pending Review and appears in the Requests list with the file name shown in the File Name column.
6. Open it, check the extracted values, complete anything missing, and submit.

Supported formats and the size limit are on the How Documents and Emails Are Read page.

While it is processing

A booking note in Processing cannot be opened or edited. The system is reading the document and building the record. Use Refresh on the Requests list to see when it moves on.

How long this takes depends on the length and quality of the document.

Checking what was picked up

When the booking note opens, the original document is displayed beside the form, so the extracted values can be checked against what the document actually says.

The source document is read-only and scrolls independently of the form, so the relevant part can stay in view while the fields are worked through. See Booking Note Form.

Extraction is a starting point, not a result. Every value that matters should be checked before submitting, particularly:

• Dates. See How Documents and Emails Are Read for how Cargo Ready Date and Latest Shipping Date are populated.
• Weights and measurements.
• Ports, which are easy to confuse when a document names a city rather than a port.
• Anything flagged with a warning. See Errors and Warnings.

Fields the system could not find are left empty. Empty is not an error; it means the value was not recognized in the document and has to be entered by hand.

If the document could not be read

If the system cannot get enough information from the document to build a booking note, it is marked Failed. See How Documents and Emails Are Read.

When to upload instead of typing

Uploading is worth it whenever the document contains a reasonable amount of the booking data, even if it is not perfectly structured. Reviewing pre-filled values is faster than entering them, and the source document stays attached to the booking note as a reference for anyone who opens it later.

If the document holds only a fragment of the information, a blank form is usually quicker. See Creating from a Blank Form.